What is Zapier? And how to use it

What is Zapier? And how to use it

What is Zapier? And how to use it

What is Zapier? And how to use it

We use Zapier for our automation clients.  There are tons of automation and productivity apps out there , but Zapier is one of our favourites, and we think you’ll love it to.

If you don’t know much about Zapier yet, you need it.  It’s the ultimate piece of automation that your small business needs to grow.

Let’s look into Zapier in more detail.

What is Zapier?

Imagine if you could get automatically transfer data into any of your favourite tools. That could be Gmail, Google Sheets, or Salesforce, even if they aren’t designed to talk to each other. Well, now you can.

Zapier lets you automate manual tasks. Say your data is in Gmail and you want it in Google Sheets too: Zapier can help. Do you want to be notified about new leads on Freshsales and then create a Google spreadsheet with those leads? You can do that too with Zapier. You can even set up a Zaps (their word for connected tasks) to mark items as read in Trello as new leads come in!

Zapier will save you time and help you get things done faster.

How does Zapier work?

Zapier is an automation tool that bridges the gaps between web apps and services by using triggers (when this happens) and actions (do that). You can build automated workflows (called “Zaps”) with the thousands of available apps on Zapier.

A Zap can be as simple as “when my account is created, email myself the details” or as complex as “when my new order is received, send it to my fulfilment centre, wait for the fulfilment to complete, then invoice me.”

How to get started with Zapier

Once you have an account on Zapier, you’ll see the dashboard. This is where you can see your existing zaps, create new ones, and work with existing templates.

Zapier dashboard

If you’re new to Zapier it can be pretty intimidating but the trick is starting small.  And remember, there’s no learning curve! You don’t need any computer programming experience (or even knowledge about code) to get started!

There are three main steps to creating a Zap: Choose a trigger, choose an action, and add a result. A trigger is what triggers your Zap to happen. For example:

Zapier workflow

When you want to start a new Zap, click the Create a Zap! button. This will bring up a form where you’ll be able to choose which trigger app to start with.


Once you’ve chosen your trigger Zapier will be prompted to choose what action you want to happen


When you have finished building your zap, you will test everything is connected and working. If everything goes green and the test has worked you can turn on the Zap and let Zapier do the heaving lifting.

Most Popular Zaps

There are too many popular Zaps to list here so check out this post from Zapier https://zapier.com/learn/automate-apps-examples/popular-app-automations/ You’ll find a templates starter pack sharing the most popular app automations with you.

What are the benefits of using Zapier?

Zapier gives you all the tools you need to create powerful workflows – no coding required. Fix the little annoyances of a day, connect a tool you love to a tool you use every day, or build the ultimate business machine.  Zapier is guaranteed to save you time so you can stop tedious data entry and focus on the task at hand. You’ll spend less time doing stuff that bores you and more time doing stuff that excites you!

Automation Made Simple saved 12 hours and over £3k for Spacious Coaching by using Zapier to automate their student onboarding process. You can find out more about what we did here.

How much does Zapier cost?

You can use Zapier for free, but the free plan limits you to a single active task. To access higher-level channels, including premium apps such as Salesforce, Zendesk, PayPal, Pinterest, and Shopify, you have to subscribe to a paid plan.

Free: With Zapier’s free plan, you can integrate up to five different web apps and use their basic functions with no time limit. There is a 100 task limit per month.

Starter: At  $19.99 per month the Starter plan is an affordable way to start building your Zaps. With up to 20 active Zaps, you can begin building your automated workflows right away. You’ll use the Zapier feature that makes it easy to collect dynamic data in your Zaps, plus you can harness the power of three premium apps for free with this plan.

Professional: Starting at $49 per month, this gives you 2,000 tasks per month. If your needs grow, you can pay more to increase the number of allowed tasks.

Learn more about Zapier

75% of people who sign up to Zapier give up before they even get started.  We don’t want you to be another statistic.

Sign up for 1-2-1 training with us and start saving yourself time with automation.

Not sure if its for you?

Here’s what Hayley Hudson a Virtual Assistant said:

” The hour and half I spent with Jason was really mind-blowing and I have started to implement what I’ve learnt in my business”

Book your beginner training here.

Or contact us for more information.

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