Zapier
When this, then that.
Zapier connects 7,000+ apps via simple "trigger → action" Zaps — no code. For SMBs that need "when a Typeform is submitted, add to HubSpot and Slack", Zapier is usually the fastest path. Point-click-done. Real limits kick in around complex branching and high task volume.
Zapier · Zap #1
Live · auto-running
Trigger
Gmail
WHEN
New email matching filter
Filter
Subject contains 'invoice'
Action
Google Sheets
THEN
Create spreadsheet row
Best-fit scenarios
When Zapier is the right pick.
Quick-wins inside marketing/sales stack
Typeform → HubSpot → Slack, Stripe → Airtable → Gmail. The linear "capture → notify → record" patterns Zapier was built for.
Non-technical operators owning automation
Marketers, CS leads, ops people who should own their workflows. Zapier's UX means no developer gatekeeping simple tasks.
Niche app integrations
If your tool is obscure (Irish invoicing SaaS, regional CRM), Zapier's 7,000+ app catalog is the most likely place to find it pre-built.
Proof-of-concept before coding
Validate a workflow via Zapier in a day. If it sticks + scales, rebuild as custom code. If not, you saved weeks of dev.
Low-volume internal notifications
"Alert #ops when big deal closes", "DM me when invoice overdue", "Email summary Monday 9am". Single-digit tasks/day — Zapier's free tier handles this free.
No-code integrations between SaaS
You don't want to own code that talks to Salesforce and Xero. Zapier does. Fewer systems you maintain; more that "just work".
Pricing mechanics
The task-based pricing ladder — what it actually costs.
Zapier charges by "tasks" (each action step run = 1 task). A Zap with 4 steps that fires 100 times/day = 400 tasks/day = 12,000 tasks/month. Runs up fast at scale.
Free
€0/mo
100 tasks/mo
5 Zaps
Single-step only
Validating 1-2 ideas
Professional
€29.99/mo
750 tasks/mo
Unlimited Zaps
Multi-step + filters
Solo ops + small teams
Team
€103/mo
2,000 tasks/mo
+ sharing + premium apps
Folders, SSO, shared app connections
5-20 person teams
Enterprise
Custom
50k+ tasks/mo
+ advanced admin
SAML SSO, SLA, custom contracting
Complex governance
The trap: a 5-step Zap triggered 1000 times/day = 150,000 tasks/month. You need Team tier + overage, about €200+/mo just for that one Zap. At that volume, Make or a custom script is 3-5× cheaper.
The direct comparison
Zapier vs Make — pick the right tool.
Zapier and Make both automate across SaaS, but optimise for different users. Pick wrong and you'll fight the tool every day.
Zapier wins when...
- Workflow is clearly linear (when X → do Y)
- Non-technical person owning it
- Need a super-obscure integration
- Low-volume tasks (< 1,000/mo)
- Speed to first automation matters most
- Fewer than 5 steps per workflow
Make wins when...
- Workflow branches, loops, or aggregates data
- High volume (better ops/price ratio)
- You want visual scenario clarity
- Need iterators + routers + aggregators
- Have technical ops person running it
- Complex data transformations
Our pragmatic take: Start with Zapier. If you hit task-limit pain or need branching, migrate that workflow to Make while keeping simpler ones on Zapier. Nothing stops you running both.
The ceiling
When Zapier is the wrong call.
Complex branching logic
Zapier has Paths (conditional branches) but they're clunky. Workflows with 5+ conditions or loops become fragile — Make's visual scenarios handle this far better.
Looping over arrays
Zapier has "Looping by Zapier" but it's limited and uses many tasks. Make's Iterator + Array Aggregator modules are first-class — right tool for "for each X in list, do Y".
High-frequency workflows
Anything firing >500/day on a 5-step Zap burns through Team-tier tasks. At that volume, write custom code or use Make. Zapier becomes the expensive option.
Complex data transformations
Zapier has Formatters but string-munging and JSON reshaping requires long chains of formatter steps. Make's built-in functions + filters do this in one step.
Need strong error handling
Zapier's error handling is basic — "Turn Zap off after 3 errors" is the default. Production-grade retry logic, custom error handling, dead-letter patterns want code or Make.
Real-time / sub-second latency
Zapier polls most triggers every 1-15 minutes (depending on plan). True webhooks exist for some apps; for most it's polling. If you need instant reaction, webhooks + custom code fit better.
Frequently asked
Zapier questions.
Both. We build the automation architecture (which tools to connect, how to structure logic, error-handling patterns) and either train your team to own ongoing changes, or manage the account on an ongoing retainer. Choice is yours.
Related
Related automation tools
Should you automate with Zapier?
30-minute call. Share the tools you use and the hand-offs that cost you time. We'll tell you if Zapier fits, if Make is better, or if custom code is worth it.