Zapier
Also known as: Zapier automation, Zap, no-code automation
Zapier is a workflow automation platform that connects over 7,000 apps without requiring any code.
You set up 'Zaps': trigger-and-action rules like 'when a new form submission comes in, add a row to my Google Sheet and send a Slack notification.' Zapier is the most widely used no-code integration tool for small and medium businesses, allowing teams to automate repetitive tasks without a developer.
Zapier, explained at three levels
At home
Zapier connects the apps you already use so they automatically talk to each other. For example: when you get a new email with a PDF attachment, Zapier can automatically save the PDF to your Google Drive. No clicking, no copying: it just happens. You set up the rule once and Zapier runs it forever in the background.
At work
At work, Zapier eliminates repetitive copy-paste tasks between apps. Common examples: when a customer fills in a website contact form, Zapier adds them to your CRM, sends them a welcome email, and posts a message in your team's Slack channel, all at once, automatically, without anyone doing it manually.
At home
A Zap has three components: a Trigger (the event that starts the automation), optional Filters (conditions that must be met), and one or more Actions (what Zapier does in response). Paths let you create if-this-then-that branching logic, for example, if a form response says 'I'm a student', enrol them in one email sequence; if it says 'I'm a professional', enrol them in another.
At work
Zapier's Formatter step cleans and transforms data between apps: splitting a full name into first and last name, converting a date format, or looking up a value in a reference table. Delay steps pause a Zap for minutes or days before continuing. These tools allow building sophisticated multi-step workflows that would normally require custom development.
At home
Advanced Zapier users use Code steps (Python or JavaScript) inside a Zap for logic that Zapier's built-in tools can't handle, for example, calculating a value from multiple inputs or making an API call to a service Zapier doesn't natively support. Webhooks allow any app that can send an HTTP request to trigger a Zapier automation.
At work
At enterprise scale, Zapier Team and Enterprise plans add versioning, role-based access to Zaps, and folders for organizing automations across teams. Zapier's Tables product provides a simple database layer for storing automation data. A key consideration for enterprise Zapier use is data privacy: Zapier processes data passing through it on its servers, which may be a concern for sensitive data. Review data processing agreements for compliance requirements.
Real-world examples
At home
Sophie used Zapier to save every attachment from her Gmail 'Receipts' label automatically to a folder in Google Drive. She set it up once in 15 minutes and never had to manually save a receipt again.
At work
Thomas ran a small recruitment agency and used Zapier to connect his job application form to his CRM, his email system, and his Trello board. When a candidate applied, Zapier automatically created a CRM contact, sent the candidate a confirmation email, and created a Trello card in the 'New Applications' list: three tasks that used to take five minutes each now happened instantly.
How it compares
| feature | Zapier | Make (formerly Integromat) | Power Automate |
|---|---|---|---|
| App integrations | 7,000+ apps | 2,000+ apps | 1,000+ (deep Microsoft integration) |
| Ease of use | Very easy (linear workflows) | Moderate (visual flowchart builder) | Moderate (best for Microsoft 365 users) |
| Pricing | Free tier; from $20/month | Free tier; from $9/month | Included in many Microsoft 365 plans |
| Best for | Broad app connectivity, non-technical users | Complex data workflows, lower cost | Microsoft 365 and SharePoint automation |
Zapier is the easiest to use and has the widest app library: the right choice for non-technical users who need to connect a broad range of SaaS tools. Make (formerly Integromat) is cheaper and more powerful for complex data transformations but has a steeper learning curve. Power Automate is the best choice for organizations deeply embedded in Microsoft 365.
For analysts
Zapier automations often become invisible infrastructure: teams rely on them but nobody remembers exactly what they do or documents them. When a Zap breaks (often because an app changed its API), downstream effects can be significant. Recommend clients maintain a simple Zap registry documenting what each automation does, who owns it, and what breaks if it stops.
History & origin
Zapier was founded in 2011 by Wade Foster, Bryan Helmig, and Mike Knoop. The founders met at the Startup Weekend hackathon and built the first version in a weekend. Zapier was admitted to Y Combinator in 2012 and bootstrapped to profitability while most startups were raising large venture rounds. The company reached $140 million ARR in 2021 with a fully remote team. By 2024, Zapier connected over 7,000 apps and had millions of users. The platform expanded from simple two-step Zaps to multi-step workflows, filters, code steps, and AI actions.