What is Zapier? Pricing, Setup & How It Works

What is Zapier?

Zapier is a powerful online automation tool that helps connect different apps and services so they can work together. Instead of doing the same tasks over and over again by hand, Zapier does them for you automatically. It acts like a smart assistant that watches for something to happen in one app and then tells another app to do something in response.

For example, let’s say you use a contact form on your website. Normally, you would check your email, then copy the person's name and email into a Google Sheet or your CRM system. With Zapier, you don’t have to do that anymore. You can create an automated rule that says: "When someone submits the contact form, add their info to the spreadsheet." Zapier will do it for you every time.

This is why many businesses, marketers, teachers, and website owners use Zapier — because it saves time, reduces mistakes, and lets people focus on more important work. For more info you can check "What is Zapier? Pricing, Setup & How It Works"

Why Use Zapier?

Zapier helps people save hours of work every week by automating boring, repetitive tasks. If you ever find yourself doing the same thing again and again — like copying text from one app to another, sending emails to new customers, or updating spreadsheets — then Zapier is the perfect tool for you.

Here are some of the biggest reasons people love using Zapier:

Saves Time

You only need to set up a task once. After that, Zapier will keep doing it for you in the background. You no longer need to check apps or move data manually.

Reduces Mistakes

When you do things by hand, it's easy to make typing errors or forget steps. Zapier does everything the same way every time, so your information stays clean and correct.

Connects Thousands of Apps

Zapier works with more than 6,000 apps — like Gmail, Slack, Google Sheets, Trello, Zoom, WordPress, Facebook, Mailchimp, and many more. This makes it easy to connect your favorite tools and make them work together.

No Coding Needed

You don’t have to be a developer or know how to code. Zapier is built for everyday people. You can use its step-by-step builder to make smart automations with just a few clicks.

Works While You Sleep

Once you turn on a Zap, it keeps running even if your computer is off or you're not online. That means your work keeps getting done — even while you’re asleep or away from your desk.

How Does Zapier Work?

Zapier works using simple instructions. These instructions are built around two key ideas: Triggers and Actions. You put these two together to create something called a Zap.

A Trigger is the event that starts the automation. An Action is what Zapier does after the trigger happens.

Here’s a basic example:

Trigger: A new form is submitted on your website
Action: Add that person’s information to a Google Sheet

You can create simple Zaps with just one trigger and one action. Or you can build more complex Zaps with several steps, like sending an email, updating a spreadsheet, and alerting your team — all at once.

Each Zap runs quietly in the background, doing the work for you. You can create as many Zaps as you want, for all kinds of tasks.

What are Zaps, Triggers, and Actions?

To understand how Zapier works, you need to know about these three key terms:

Zaps

A Zap is a set of instructions you create in Zapier. It’s a rule that tells Zapier: "When this thing happens, do that thing automatically." Once you set it up, Zapier runs your Zap every time the trigger happens.

For example, “When someone signs up for my newsletter, add them to my CRM.”

Triggers

A Trigger is what starts the Zap. It’s the event that tells Zapier to begin the automation.

Examples of triggers:

A new email arrives
A form is filled out
A new sale is made
A calendar event is created

Actions

An Action is what Zapier does after the trigger. It’s the task that happens automatically.

Examples of actions:

Send a message
Add data to a spreadsheet
Create a task in Trello
Send a confirmation email

Together, these three parts create a powerful automation system that saves time and effort.

Zapier Use Cases (Real-World Examples)

Zapier is used by people in many different industries. Here are some real examples to help you understand how it can be used in daily life and work.

For Small Business Owners

When a customer buys a product from your store, Zapier adds them to your email list, sends them a thank-you email, and logs the sale in your accounting software.

For Coaches or Teachers

When a student signs up for your course, Zapier adds their name to your LMS, sends them a welcome email, and invites them to a Zoom session.

For Freelancers

When someone submits a form on your portfolio website, Zapier creates a new Trello card, sends you a Slack alert, and stores their info in Notion.

For Event Organizers

When a person registers for your webinar, Zapier adds them to your calendar, sends them a reminder email, and updates your mailing list.

For Marketing Teams

When a new lead comes in from Facebook Ads, Zapier pushes the data into HubSpot, notifies the team on Slack, and adds the contact to a Google Sheet for tracking.

Zapier can be customized to fit just about any need. You just need to choose your apps, set your trigger, and define the actions you want Zapier to take.

Popular Apps You Can Connect with Zapier

Zapier supports thousands of apps and tools that people use every day. This includes apps for email, spreadsheets, project management, customer service, and more.

Here are some of the most popular apps you can connect:

Gmail, Outlook, and Apple Mail
Google Sheets, Microsoft Excel, and Airtable
Slack, Discord, and Microsoft Teams
Trello, Asana, ClickUp, and Notion
Facebook, Twitter (X), LinkedIn, and Instagram
Shopify, WooCommerce, and BigCommerce
Stripe, PayPal, and Razorpay
Typeform, Jotform, and Google Forms
Calendly, Zoom, and Google Calendar
WordPress, Webflow, Wix, and Squarespace
Mailchimp, ConvertKit, ActiveCampaign, and MailerLite
Salesforce, HubSpot, Zoho CRM, and Pipedrive

You can even connect apps that don’t normally work together, and Zapier will act as the bridge between them.

How to Set Up Zapier in 2025 (Step-by-Step)

Here is a simple step-by-step guide to getting started with Zapier:

Step 1: Create an Account

Go to zapier.com and sign up for a free account using your email address. You don’t need a credit card to start.

Step 2: Explore the Dashboard

Once you're logged in, you'll see a clean dashboard where you can manage your Zaps, explore available apps, and find ready-to-use templates.

Step 3: Choose the Apps You Want to Connect

Think about which apps you use daily. For example, maybe you want to connect Gmail and Google Sheets.

Step 4: Create a New Zap

Click on “Create Zap.” Choose a trigger app and set the event. Then choose your action app and set what you want it to do.

Example:

Trigger: When a new email is received in Gmail
Action: Add the sender's info to a Google Sheet

Step 5: Connect Your Accounts

Zapier will ask you to sign in to your apps (like Google or Slack) and give permission to use them.

Step 6: Test Your Zap

Zapier lets you test each step to make sure it's working correctly. You can see if data is being pulled and passed between apps properly.

Step 7: Turn On Your Zap

After everything looks good, turn on the Zap. From now on, it will keep running in the background, doing the job for you every time the trigger event happens.

Zapier Pricing Plans in 2025

Zapier offers a range of pricing plans to cater to different user needs, from individuals to large enterprises. Here's a breakdown of the available plans:

Free Plan

Cost: $0/month
Features:
- Up to 5 single-step Zaps
- 100 tasks per month
- Access to standard apps

Starter Plan

Cost: Starting at $19.99/month
Features:
- Up to 20 Zaps
- 750 tasks per month (can be increased to 1,500 tasks)
- Multi-step Zaps
- Filters and formatters
- Access to premium apps

Professional Plan

Cost: Starting at $49/month
Features:
- Unlimited Zaps
- 2,000 tasks per month (scalable)
- Advanced features like Paths (conditional logic)
- Custom logic and variables
- Priority support

Team Plan

Cost: Starting at $399/month
Features:
- Everything in Professional Plan
- Unlimited users
- Shared app connections and workspaces
- Premier support
- Single sign-on (SSO)

Company Plan

Cost: Custom pricing
Features:
- Everything in Team Plan
- Advanced admin permissions
- Custom data retention
- HIPAA compliance
- Dedicated account manager

Zapier's pricing is flexible, allowing users to choose a plan that best fits their automation needs and scale as their requirements grow.

Zapier vs. Make.com (Formerly Integromat)

Both Zapier and Make.com are powerful automation tools, but they cater to different user preferences and technical requirements.

User Interface

Zapier: Offers a straightforward, linear interface suitable for beginners.
Make.com: Provides a visual, flowchart-style interface, allowing for more complex workflows.

Flexibility and Complexity

Zapier: Ideal for simple to moderately complex automations.
Make.com: Better suited for complex scenarios requiring advanced logic and data manipulation.

App Integrations

Zapier: Supports over 6,000 apps, offering a wide range of integrations.
Make.com: Supports around 2,400 apps but allows for more in-depth control over each integration.

Pricing

Zapier: Can become expensive with high task volumes.
Make.com: Generally more cost-effective for users with complex automation needs.

In summary, choose Zapier for ease of use and a broad range of integrations, and Make.com for complex, customizable workflows.

Is Zapier Safe and Reliable?

Zapier is committed to maintaining high security and reliability standards:

Data Encryption: All data is encrypted both in transit and at rest.
Compliance: Zapier complies with GDPR and CCPA regulations.
Security Certifications: Holds SOC 2 Type II compliance, ensuring robust security practices.
Incident Response: In February 2025, Zapier experienced unauthorized access to certain code repositories. The company promptly secured the repositories, revoked unauthorized access, and conducted a thorough audit to prevent future occurrences.

Overall, Zapier is considered a secure and reliable platform for automation needs.

Best Zapier Alternatives in 2025

If you're exploring alternatives to Zapier, here are some notable options:

1. Make.com

Strengths: Visual workflow builder, advanced logic capabilities.
Best For: Users needing complex, customizable automations.

2. Microsoft Power Automate

Strengths: Deep integration with Microsoft products, robust enterprise features.
Best For: Organizations heavily using Microsoft services.

3. n8n

Strengths: Open-source, self-hosted, highly customizable.
Best For: Developers and businesses requiring full control over automation workflows.

4. Pabbly Connect

Strengths: Affordable pricing, unlimited workflows.
Best For: Small businesses and startups on a budget.

5. Integrately

Strengths: One-click automation setup, user-friendly interface.
Best For: Beginners seeking quick and easy automation solutions.

Each of these alternatives offers unique features catering to different user needs and technical proficiencies.

Conclusion: Is Zapier Right for You?

Zapier remains a leading automation platform in 2025, offering extensive app integrations and user-friendly automation tools. Consider Zapier if:

You require a wide range of app integrations.
You prefer a platform with a gentle learning curve.
You need reliable and secure automation solutions.

However, if you have specific needs such as complex workflow requirements, budget constraints, or a preference for open-source solutions, exploring alternatives like Make.com, Microsoft Power Automate, or n8n may be beneficial.

FAQs

Q: Can I use Zapier for free?
A: Yes, Zapier offers a free plan with up to 5 single-step Zaps and 100 tasks per month.

Q: Does Zapier support multi-step workflows?
A: Yes, multi-step Zaps are available starting from the Starter Plan.

Q: Is my data secure with Zapier?
A: Zapier employs encryption, complies with GDPR and CCPA, and holds SOC 2 Type II certification to ensure data security.

Q: How does Zapier compare to Make.com?
A: Zapier is more user-friendly and supports more app integrations, while Make.com offers greater flexibility for complex workflows.

Q: Are there affordable alternatives to Zapier?
A: Yes, options like Pabbly Connect and Integrately offer cost-effective automation solutions.

If you have further questions or need assistance in choosing the right automation tool for your needs, feel free to ask!