Zapier Review (2025): A Strong Option, but Watch Out for Task Limits and Costs

Zapier is a no-code automation platform that connects your apps so data moves on its own. You build workflows called Zaps made of triggers and actions. Triggers are events that start a workflow, actions are steps it runs in other apps. Some triggers fire instantly, while others use polling that checks for changes every 1 to 15 minutes.

Compared with Make, Zapier favors breadth and simplicity over complex logic. It offers a very large app library and fast setup, but task-based pricing can spike with high volume, and advanced branching or iterators (looping through lists) can feel limited. Make often wins for intricate branching, loops, and array handling. For time-sensitive flows, Zapier’s instant triggers work well, but polling-based steps can add delay.

Key features

Zapier helps connect apps, move data, and automate tasks without code. These features focus on speed to value, reliability, and control so teams can reduce manual work and avoid errors as volume grows.

Easy app integrations
Connect 8,000+ apps with prebuilt triggers and actions. A trigger starts a workflow when something happens in an app, and an action is the step that runs in response. Instant triggers fire on app events, while polling triggers check for changes every 1 to 15 minutes, which affects latency and timing.

Visual builder with paths and loops
Build workflows with paths and filters to route data based on rules like lead source or order value. Paths create conditional branches, and loops process lists one item at a time using Zapier’s Looping app. This covers common branching and array needs, though Make offers more flexible iterators for complex nested data.

Webhooks and code steps
Use webhooks to receive or send HTTP requests when an app event occurs, even if no native action exists. Add code steps in JavaScript or Python to transform data or call APIs for edge cases. Helpful for gaps in app connectors, with limits on execution time and request size to keep runs stable.

Reliability, retries, and monitoring
Automatic retries handle transient errors, and run logs show inputs, outputs, and error details for each run. Alerts via email or chat help you catch failures fast. Tasks are billed per successful action, so using filters to stop unwanted runs can lower costs and reduce noise.

Team and security controls
Roles and shared folders control who can edit, run, and view workflows. SSO and SCIM streamline access, and audit logs support compliance reviews. Zapier maintains SOC 2 and GDPR programs, while Make focuses more on scenario design depth than enterprise governance features.

Pricing and plans (2025)

Zapier uses task-based pricing. A task is one action your automation completes, such as creating a record in your CRM. Costs scale with task volume and plan features, so forecasting your usage helps avoid surprises. Prices below reflect starting rates on annual billing. Monthly billing is higher.

Free plan
Best for experimenting with basic automations or very light personal use. You get single-step Zaps (one trigger, one action). Triggers that rely on polling check data on a schedule, so workflows may not run instantly. The plan comes with 100 tasks/month and excludes premium apps. Good for testing Zapier, but too limited for ongoing business use.

Professional plan
Best for individuals, freelancers, or power users who need more flexibility. You get multi-step Zaps (stringing multiple actions together), access to premium apps, and advanced tools like filters, formatters, and webhooks. Pro also offers faster polling intervals for supported apps and a higher monthly task allowance. Designed for those who want to automate at scale without moving into team-level collaboration.

Team plan
Best for teams and departments that need shared automation with governance controls. You get shared workspaces, folders, and role-based permissions so multiple people can build and manage Zaps collaboratively. Features like usage reporting, task management, and consolidated billing make it easier to oversee automation across marketing, support, or operations teams.

Enterprise plan
Best for large organizations that need security, compliance, and centralized administration. Enterprise includes everything in Team plus enterprise-grade features such as SSO (SAML), SCIM provisioning, audit logs, account consolidation, HIPAA compliance (on request), and dedicated support. Pricing is custom and scales based on task volume and organizational requirements.

Pros and cons

Choosing an automation platform comes down to trade-offs. It is worth weighing strengths and limits before you commit, since pricing, reliability, and logic constraints affect long-term fit. Zapier is strong on breadth and speed, while tools like Make often suit complex branching at lower cost.

• Broad app coverage. Connects to 8,000+ apps with many ready-made triggers and actions. Wide coverage reduces custom work and speeds rollout.
• Fast to ship common workflows. A simple builder, templates, and clear data mapping help non-technical teams go live quickly. Paths (conditional branches) and filters handle most routine logic.
• Instant triggers and reliable runs. Instant triggers fire on app events, while polling triggers check every 1 to 15 minutes. Automatic retries, run logs, and alerts improve reliability and debugging.
• Extensibility with webhooks and code steps. Webhooks send or receive HTTP requests, and code steps run JavaScript or Python for edge cases. This covers APIs or transformations that standard actions miss.
• Team and security features at higher tiers. Roles, shared folders, SSO, SCIM, and audit logs support governance for larger teams. Useful for access control, onboarding, and compliance reviews.

• Task-based pricing can spike. Costs rise with volume and retries, which makes forecasting hard. For example, 10,000 tasks can cost about $200 per month, or roughly $0.02 per task.
• Complex logic and arrays are harder. Deep branching, iterators (looping over lists), and nested paths can be clunky. Make often handles complex branching and array operations with more control.
• Trigger latency and rate limits. Polling triggers introduce 1 to 15 minute delays, and API limits can cause errors or duplicates without careful deduping. Mission-critical flows may need instant triggers or alternative designs.
• Vendor lock-in risk. Rebuilding Zaps in another tool takes time, and there is no simple export to competitors. This can slow a future migration.
• Gaps for regulated data. HIPAA support is limited and BAAs are not standard. Data residency options are also more constrained than enterprise-focused platforms like Power Automate or Workato.

Zapier vs Make (formerly Integromat)

Zapier and Make both automate work across SaaS apps without heavy code. Most buyers compare them on cost predictability, how they handle complex logic, and the breadth of ready-made integrations. The right fit depends on your data shapes, run volumes, and team skills.

When Zapier is the better choice
Pick Zapier if you want the widest app coverage, many instant triggers, and fast setup for common sales, marketing, and support flows. It suits teams that value a simpler builder, templates, and governance features like SSO and SCIM on higher tiers.

When Make is the better choice
Pick Make if your workflows rely on heavy branching, loops, and array-heavy payloads from APIs. It suits technical users who want a visual canvas, detailed error handling, and often lower costs at high volumes with operations-based pricing.

Real-world use cases

Practical examples show where Zapier fits and where it does not. The workflows below map to common tools and roles, so you can gauge time saved, errors avoided, and any gaps. Each one focuses on everyday tasks that need clear handoffs between apps.

Lead routing and enrichment for new form submissions
When a form is submitted in HubSpot, Typeform, or Webflow, an instant trigger fires on the event. A trigger starts a workflow on an app event. Zapier enriches the lead with Clearbit, routes it in Salesforce or HubSpot CRM, posts to Slack, and creates a follow-up task in Asana. Best for Marketing Ops/RevOps, with paths used to branch by region or product; paths are conditional branches.

Shopify order to fulfillment and inventory sync
On new paid orders in Shopify, an instant trigger updates a 3PL like ShipStation, writes line items to Airtable or an ERP, and alerts the team in Slack. Paths handle VIP orders, while retries catch transient API errors. Ecommerce Managers use this to keep inventory accurate and reduce manual edits during peaks. For heavy line-item loops, Make can be easier due to native iterators that process arrays item by item.

Support ticket escalation with customer context
When a high-priority ticket is created in Zendesk or Intercom, Zapier looks up the account in Salesforce, pulls MRR from Stripe, and creates a linked issue in Jira or Linear. Filters and paths ensure only customers with open SLAs get escalated. Support Lead/CS Ops teams gain faster coordination and fewer hand-offs. Some triggers are polling, so expect a 1–15 minute delay unless the app supports instant notifications; a polling trigger checks for changes every few minutes.

Employee onboarding across HR and IT
When a new hire is added in BambooHR or HiBob, Zapier creates a Google Workspace account, invites them to Slack, provisions folders in Google Drive, and opens an Asana checklist. Operations Managers reduce manual steps and avoid missed setup tasks. IT/Security Reviewers should confirm approvals and use roles and audit logs for oversight. For strict identity workflows, keep SCIM user provisioning in your identity provider and let Zapier coordinate the surrounding tasks.

Webhook-driven product usage alerts for account health
When your app sends a webhook (an HTTP callback), Zapier parses the payload, runs a code step in JavaScript to score risk, and alerts the owner in Slack and HubSpot. Product/Technical Users get near real-time health signals without standing up a server. For high-volume events or large arrays, Make or a queue plus a worker can scale better.

Getting started with Zapier

You can build your first automation in minutes without coding. Start simple to get a quick win, then expand as you learn the basics. Small, working Zaps build confidence and save time right away.

1. Create an account and pick a template
   Sign up with Google or email. Browse templates for common tasks like sending Slack alerts from new form entries or adding ecommerce orders to a spreadsheet. Templates cut setup time and show how triggers and actions fit together.
2. Connect your apps and set permissions
   Connect the tools you use, such as Gmail, Slack, HubSpot, Shopify, or Google Sheets. Approve access using OAuth and grant only the permissions required. This keeps data safe and lets Zapier load real fields, lists, and sample records to speed setup.
3. Choose a trigger and one action
   Pick a trigger to start the workflow and an action to run next. A trigger is the event that starts a Zap, like a new row in Sheets or a new lead in HubSpot. Some triggers are instant and fire on app events. Others are polling and check for changes every 1 to 15 minutes, which affects timing and volume.
4. Map fields and add simple logic
   Map data from the trigger to the action. For example, connect “Email” from your form to the CRM’s “Email” field. Add a filter to run only when conditions match, such as lead source equals “Website.” Use paths for basic branching when different outcomes need different actions.
5. Test, turn it on, and monitor usage
   Run a test to confirm data flows as expected and review the run logs for errors. Turn the Zap on and set up notifications for failures so you can fix issues fast. Each completed action counts as a task, which affects monthly usage and cost. If coming from Make, a Zap is like a scenario and a task is like an operation.

Is Zapier worth it?

Zapier is a broad, no-code automation platform with 8,000+ app integrations and a straightforward builder. It handles common workflows well with instant triggers (fire on app events) and polling triggers (check for changes every 1–15 minutes), plus retries and run logs for visibility. Pricing is task-based, so costs scale with every action step that runs.

It fits SMB operations teams, marketing ops, ecommerce managers, support leads, and agencies that need fast wins across popular SaaS tools. You get wide app coverage, many instant triggers for tools like Slack and Shopify, and templates that cut setup time. Teams can add roles and shared folders on higher tiers, and there are compliance options like SOC 2, GDPR, and a HIPAA-eligible offering with a BAA on select plans.

It is not ideal if you run very high volumes, need complex branching, loops, or array handling, or require strict cost predictability. Task-based billing can climb quickly. As a reference point, 10,000 tasks can be about $200 per month at roughly $0.02 per task. For heavy logic or lower cost per operation at scale, Make is often stronger. For Microsoft-centric stacks, consider Power Automate. For self-hosted control, look at n8n.

For most SMB teams and agencies, Zapier delivers speed and broad app coverage, but data-heavy or complex logic users may prefer Make or another alternative.