What Is Zapier and How It Works for Small Businesses

If a lot of your day goes into small, repetitive tasks like sending the same emails, updating spreadsheets, moving information between apps, or organizing new leads, Zapier can help. It reduces manual work by letting your apps talk to each other automatically.

It connects the tools you already use and moves information from one place to another in the background, without coding or technical setup. How much time you save depends on how many apps you rely on and how often you repeat the same steps.

In this article, we’ll look at what Zapier is, how it works, practical examples you can start using today, and what to keep in mind to stay safe.

What Is Zapier?

Zapier is a tool that lets your apps work together automatically. Instead of moving information yourself— for example, copying details from an email into a spreadsheet, adding new clients to your CRM, or sending the same follow-up message again and again—Zapier can do these steps for you in the background.

Zapier integrates with a huge number of apps, 8,000+ apps., as of 2025. This includes popular tools many small businesses use: Google Workspace, Gmail, QuickBooks, Slack, Shopify, Notion, Trello, Calendly, Facebook (Lead Ads), and many more, giving you flexibility no matter what tools you already rely on.

Zapier says their platform is adopted by over 3.4 million companies worldwide, with small businesses making up the largest share of the customer base at 40%, followed by individual users (freelancers, solopreneurs, and personal productivity users) at 35%.

How Zapier Works

Zapier works by connecting two or more apps and telling them what to do when something happens. These small automations are called Zaps, and each Zap has two parts:

Trigger. the event that starts the automation. For example: someone fills out a form, a new email arrives, or a file is added to a folder.
Action, what Zapier should do next. For example: add the details to a spreadsheet, create a new contact in your CRM, or send a welcome email.

In the end, when someone sends a message through the contact form on your website, Zapier can take their details, add them to your spreadsheet, create a new contact in your CRM, and send them a thank-you email — all within seconds, without you doing anything manually.

5 Examples of Zapier Automations for Small Businesses

You don’t need anything complex to make Zapier useful. Even the simplest workflows can save you time and help you avoid mistakes. Here are a few examples many small businesses use:

Organize new leads automatically.

When someone fills out a form on your website, Zapier can send their details to your spreadsheet, your CRM, and your notifications tool so everything is updated at once.

Keep your calendar in sync.

When a new meeting is booked through a scheduling tool like Calendly, Zapier can add it to your Google Calendar, send the confirmation email, and create a task for you.

Collect receipts and invoices in one place.

If an email arrives with a receipt or invoice, Zapier can save the file directly to the right folder in Google Drive or Dropbox.

Send follow-ups automatically.

When a new entry appears in your sales sheet or CRM, Zapier can send a follow-up email after a set amount of time.

Share new content without opening multiple apps.

After you publish a blog post, Zapier can post it automatically on your social channels.

How Much Does Zapier Cost?

Zapier offers a free plan that’s enough for simple automations and light use. If you need multi-step workflows, advanced features, or higher usage limits, you’ll need a paid plan. The Professional plan starts at $19.99/month (billed annually) and gives you access to the full automation features most freelancers and small businesses need.

For teams that collaborate on workflows, the Team plan starts at $69/month (billed annually). It includes shared workspaces, permissions, and higher capacity. Most very small businesses will choose between the Free plan and the Professional plan, depending on how many tasks they want Zapier to automate.

How to Use Zapier Safely and Protect Your Client Data

Automation tools are helpful, but they also move information around your business, including client details. That’s why it’s important to use Zapier in a way that keeps your data secure and respects your customers’ privacy.

Use strong passwords and 2FA

Because Zapier connects several apps at once, securing your main account is essential. Turn on two-factor authentication and use a strong, unique password.

Review app permissions regularly

Only connect the apps you truly need. If you stop using a tool, remove it from Zapier to avoid unnecessary access to your data.

Handle client information carefully

Avoid sending sensitive customer data to apps that shouldn’t store it. Before creating a Zap, make sure each destination app is appropriate for the type of information being shared.

Check and review your Zaps once in a while

Your business processes will change over time. Reviewing your automations helps ensure they still make sense and aren’t moving data where it shouldn’t go.

Is Zapier Worth It for Your Small Business?

If you often feel slowed down by admin work, repeated tasks, or keeping track of information across different apps, Zapier is worth considering. Once you set up an automation, it keeps working quietly in the background, helping you stay organized and saving you time.

Because Zapier connects directly to your business apps, it’s also important to keep those accounts secure. Use Bitdefender Ultimate Small Business Security to protect your devices and online accounts from phishing, malware, and scam attempts, and have a safer foundation for any automations you build or apps you use for your business.

If you want to try it, there’s a free trial for 30 days

FAQs

Is Zapier difficult to use?

No, Zapier is designed for non-technical users. You choose a trigger, choose an action, and Zapier guides you through the setup. Most people can build their first automation in a few minutes.

Is Zapier safe for my business?

Zapier is generally safe to use, but it’s important to protect your connected accounts. Use strong passwords, enable two-factor authentication, and avoid sending sensitive data to apps that shouldn’t store it. Adding a security solution like Bitdefender helps reduce risks from phishing and malware.

Can I use Zapier if my business uses niche apps?

Most likely, yes. Zapier supports more than 8,000 apps, including many industry-specific tools. Even if your exact app isn’t listed, there are workarounds such as email triggers, webhooks, or connecting through a more common tool your app already integrates with.

Can I use Zapier if my business manages sensitive information?

Yes, but with care. Before creating a Zap, make sure the destination app is appropriate for the type of data you’re sending. Avoid automating highly sensitive client information unless the receiving app is secure and intended to store it.

Which is safer: using Zapier or hiring someone?

Both can be safe when handled properly. Zapier reduces human error and limits how many people access your data, while a human assistant can apply judgment and spot unusual situations. The safest option is often a mix: use Zapier for routine tasks and protect your accounts with strong security tools so no one—human or automated—can access them without permission.