What Is Zapier and Do I Need It?

Zapier is a hosted tool that connects your apps so that an event in one triggers actions in others. You may not need it if your existing software already has the built-in feature you want, but it is a popular starting point for small businesses.

How it works

You build a "Zap" with a trigger and one or more actions. For example, when a form is submitted, create a contact in your CRM, add a row to a spreadsheet and send a Slack message. You set it up in a browser without writing code, and Zapier runs it in the background.

Zapier has connections to a very large number of apps, which is its main strength. It also offers steps that call AI models, so a Zap can read an email, classify it and route it, as covered in automation vs AI.

Good for

• Small teams with no developer.
• Straightforward flows between common apps.
• Quick experiments that prove a process before investing more.

Think twice when

• A built-in integration already does the job. Check your CRM, Xero or MYOB first.
• The flow is complex, with many branches and exceptions.
• Volumes are high, since task-based pricing can add up. Check current pricing.
• Data is sensitive and you need control over where it is processed.

Alternatives

Make is a similar hosted tool with a more visual canvas. n8n can be self-hosted and suits more technical teams. All three do the same basic job (see Zapier vs Make vs n8n), so choose on your skills, volume and data needs.

Getting started

Pick one irritating manual task, map its steps, build the Zap, test with fake data, then turn it on. Review it monthly, since apps change. Zapier's learning hub and help centre cover the basics and each app connection.

21Labs designs and runs these through workflow automation, on Zapier or another tool depending on the job.