Zapier
The tool that makes your apps work while you focus on something else.
By Thiago Lourenço Martins
An assistant that connects your apps and acts on its own
Zapier is an automation platform that works as a bridge between the apps you already use. You define a rule: when X happens in app A, do Y in app B. From that point on, every time the trigger fires — an email arrives, a form is filled, a row is added to a spreadsheet — Zapier executes the action on its own, without you opening either system. Think of it as an employee who never sleeps, never forgets, and knows how to work with over 7,000 applications: Gmail, WhatsApp Business, Google Sheets, Pipedrive, Notion, Calendly, and hundreds more. Each automation you create is called a Zap.
Four open windows, every day, to record the same information
A salesperson receives a lead reply by email. What follows — opening the CRM, creating the follow-up task, updating the spreadsheet, sending the welcome message — is done manually, step by step, in different systems, every single time. Any distraction and one step falls through the cracks.
apps available in Zapier to connect without writing a single line of code. Once the Zap is configured, it runs automatically every time the trigger fires — day and night, on weekends.
How professionals across different roles use it
Every time a lead replies to an email in Gmail, Zapier already creates the contact in the CRM, logs the history in a spreadsheet, and creates a "Follow-up in 24h" task. No lead forgotten.
Every confirmed order from the online store updates the stock control sheet in Google Sheets and sends an automatic notification to the fulfillment team's WhatsApp.
When a candidate fills out the job application form, they are automatically added to Google Sheets, receive a confirmation email, and appear in a list sorted by application date.
From sign-up to your first working Zap
- Go to zapier.com and create an account
Click "Sign up free". You can sign in with a Google or Microsoft account without creating a password.
- In the dashboard, click "+ Create"
The button is in the left sidebar. Choose the "Zaps" option in the menu that opens.
- Describe the automation to the Copilot
A text box appears with Zapier's AI assistant. Describe what you want in plain language — e.g., "when someone fills out my Google Form, add a row in Google Sheets with the name and email."
Copilot suggests the Trigger and Action automatically - Confirm the Trigger
Review the source app and the event that starts the automation (e.g., Google Forms → new response). Connect your account by clicking "Connect".
- Confirm the Action
Review the destination app and what will happen (e.g., Google Sheets → create row). Connect the account and map the fields: which form data goes to which column.
- Click "Test" and then "Publish"
The test sends real data to confirm everything works. After approving the result, publish the Zap — it becomes active immediately.
execution history is available in "Zap history" in the sidebar
A ready-made prompt for the Zapier Copilot
Create a Zap with this rule:
Trigger: when a lead fills out my Google Form.
Action: add a new row in Google Sheets with the name, email, and submission date/time.
Use the simplest possible setup. Once I connect the accounts, walk me through how to test it before activating.
You'll get the fields mapped automatically and a testing walkthrough before going live.
Tips & common mistakes
Do this
- Use the built-in Copilot in the Zap editor — describe what you want in plain language and it suggests the full flow structure.
- Always click "Test" before publishing — the history shows exactly what was sent and received in each run.
- Start with the workflow you repeat more than 3 times a week — that's where you'll see the fastest return and prove the tool's value.
Real limitations
- On the free plan, Zaps check for new events on a schedule — it can take up to 15 minutes for the action to run after the trigger fires. Not real-time.
- Automations with more than two steps — trigger + two destination apps — require a paid plan (from US$29.99/mo on Professional).
- If the source or destination app requires a paid account (e.g., HubSpot Pro, Salesforce), the Zap can't access more than you would yourself — the limitation comes from the app, not Zapier.
A hands-on tutorial to go further
* Independent suggestion, chosen for content quality. We have no relationship or sponsorship with the channel.
Build your first Zap right now
Choose two apps you already use at work. Try one of these: form submitted → row in Google Sheets; or new email with keyword → task in Trello; or Google Calendar event → Slack message.
Success criteria: the Zap appears as "ON" in the list and the history shows at least one "Task ran successfully" after the first real event.
Zapier's prices
You can start for free, no card — and the free plan is enough to get a feel for it. But it caps fast: 100 tasks a month and only 2-step automations.
US$ 0 — 100 tasks/mo, unlimited 2-step Zaps, checks every 15 min. No card.
US$ 19.99/mo annually — up to 2,000 tasks/mo and 3+ step automations. In dollars.
US$ 69/mo annually — up to 50,000 tasks/mo and 25 users. In dollars.
by quote — unlimited tasks and users, advanced controls.
Two warnings: price is dollar-only (varies with exchange rate and tax) and there's no mobile app — Zaps are managed via browser only. Official prices as of July 2026.
The verdict on Zapier
4.3/5
If you repeat the same manual task between two apps several times a day, Zapier feels like magic: it's the gold standard of no-code automation, with the market's biggest catalog (over 9,000 apps) and an AI that builds the workflow from a sentence you type. The catch, for Brazilians, is real: the interface is 100% in English (no Portuguese), price is in dollars, and the free plan caps at 100 tasks/mo. For automating without coding, it's the best around. Just go in knowing you'll read English and, sooner or later, pay in dollars.
Tested and checked against official sources on July 2, 2026.
Strong points
- The market's biggest catalog of integrations: over 9,000 connectable apps, including Gmail, Google Sheets, WhatsApp Business.
- Truly no-code: the Copilot (AI) builds the Zap from a description you write, and it's included even on free.
- Permanent free plan, no card, with unlimited 2-step Zaps, plus Tables and Forms included.
- Execution transparency: Zap History shows what went in and out of every run, making errors easier to spot.
- Scales as needed: start free and only pay when you need multi-step flows or more volume — no migration required.
Weak points
- Interface 100% in English, no Portuguese option — Zapier itself confirms it's English-only.
- Dollar-only billing: the real cost shifts every month with exchange rate plus international card fees.
- Free tier caps fast: 100 tasks/mo run out in days if the workflow is active, and any 3+ step automation needs a paid plan.
- On the free plan, checks run every 15 minutes — not built for anything needing instant response.
- No official mobile app — Zaps can only be created and managed via browser.
Who competes with Zapier
In the automation world, Zapier's most direct rivals are Make and n8n — cheaper and more flexible, though with a steeper learning curve (no lesson for them here yet). Within our catalog, what overlaps with Zapier for specific tasks:
Who Zapier pays off for
Makes sense if you…
- own a small business that repeats the same manual task several times a day between two apps.
- are a salesperson or sales team losing leads to delay: a filled form should become a CRM entry automatically.
- already work in Google Workspace, Trello or Notion and want to connect them without writing code.
Doesn't pay off if you…
- completely freeze up with English and don't want to rely on a browser translator — the interface has no Portuguese.
- need high automation volume on a tight budget in reais: the per-task pricing model can get expensive fast.
- want to automate personal WhatsApp — the integration is with WhatsApp Business/API, not the regular app.
What people ask about Zapier
Is Zapier free?
Yes, the Free plan is permanent, with 100 tasks/mo and no card required.
Do I need a credit card to start?
No, not for the free plan.
Does it work in Portuguese?
No, the interface is English-only; a browser translator can help but isn't official support.
Does it work on mobile?
There's no dedicated mobile app — Zaps are managed only through the browser.
What counts as a 'task'? Do the 100 free ones run out fast?
Yes, each executed action counts as a task; an active workflow can use them up within days.
Does it connect with WhatsApp?
Only with WhatsApp Business/API, not a personal WhatsApp number.
How much does it cost in reais?
There's no official price in reais — Zapier only charges in dollars.
Do I need to know how to code?
No, it's built to be no-code, using visual triggers and actions.
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