The first time I set up a Zapier automation I sat back and watched it work and thought — why did I wait so long to do this?
In about 20 minutes I had automated a task that was eating 30 minutes of my day, every single day. That’s 2.5 hours a week. Over a year that’s 130 hours — more than three full work weeks — handed back to me because of one simple automation.
This guide will show you exactly how to get started with Zapier even if you’ve never automated anything in your life.
What Is Zapier?
Zapier is a tool that connects your apps and makes them talk to each other automatically.
Think of it like a digital assistant that watches for something to happen in one app — then automatically does something in another app in response.
The trigger and action model is simple: WHEN this happens → DO that
Examples: When someone fills out my contact form → Add them to my email list When I get a new 5-star review → Post it to my Facebook page When an invoice is paid → Send me a Slack notification
Each one of these connections is called a Zap. And you can build them in minutes with zero coding knowledge.
Who Should Use Zapier?
Zapier is for you if: You find yourself copying and pasting information between apps You’re sending the same type of email over and over You forget to follow up with leads You spend time on tasks that happen the same way every time
If any of those sound familiar — Zapier will change your week.
How Much Does Zapier Cost?
The free plan lets you run 100 tasks per month and build up to 5 Zaps. For most small business owners starting out that’s more than enough to get started and see the value.
The Starter plan at $19.99 per month gives you 750 tasks per month and unlimited Zaps. That’s where most business owners end up once they’re hooked.
Getting Started: Your First Zap Step by Step
Step 1: Create your free Zapier account Go to zapier.com and sign up. No credit card required for the free plan.
Step 2: Click Create Zap Once you’re logged in click the orange Create Zap button in the top left.
Step 3: Choose your trigger The trigger is what starts the automation. Click the trigger app and search for whatever app you want to use. For your first Zap let’s use a form submission as the trigger.
Select your form tool and choose New Submission as the trigger event. Connect your account.
Step 4: Choose your action The action is what happens automatically. Let’s add the person to HubSpot CRM.
Select HubSpot, choose Create Contact, connect your HubSpot account, and map the form fields to the HubSpot fields.
Step 5: Test and activate Zapier will run a test to make sure the connection works. Once it passes click Publish Zap and you’re live.
That’s it. Your first automation is running 24/7 without you doing anything.
The 7 Zaps Every Small Business Owner Should Have
These are the automations I recommend setting up first — in order of how much time they’ll save you.
- New lead to CRM Trigger: New form submission on your website Action: Create new contact in HubSpot Time saved: 5 to 10 minutes per lead, adds up to hours per week
- New customer welcome email Trigger: New contact added in HubSpot Action: Send welcome email via Gmail Time saved: Manual follow-up eliminated, better customer experience
- Invoice paid notification Trigger: Invoice marked paid in your accounting software Action: Send yourself a Slack or text notification Time saved: No more checking your invoicing app all day
- New Google review to social media Trigger: New review on Google Business Profile Action: Create a draft post in Buffer for Facebook and Instagram Time saved: Every review becomes free marketing automatically
- Appointment confirmation texts Trigger: New appointment booked in your calendar Action: Send confirmation text via Twilio Time saved: Eliminates no-shows, zero manual effort
- Daily sales report Trigger: Every morning at 7am schedule trigger Action: Send email summary from your CRM with yesterday’s activity Time saved: No more logging into 5 apps to see how yesterday went
- New email lead to spreadsheet Trigger: New email received matching certain criteria Action: Add row to Google Sheets with contact details Time saved: Builds your prospect list automatically
Real Talk: What Zapier Is NOT Good For
Zapier is amazing but it’s not magic. Here’s where it falls short:
It requires some setup time upfront. Building your first few Zaps takes an hour or two. It pays off quickly but don’t expect zero effort.
Complex multi-step workflows need the paid plan. The free plan only supports single-step automations. For the more powerful Zaps you’ll want the Starter plan.
It can’t replace human judgment. Zapier automates processes that always happen the same way. Anything that requires a decision still needs you.
The Bottom Line
Zapier is the closest thing to hiring a free assistant that exists today.
Start with the free plan. Build the form-to-CRM automation first — it’s the easiest and most valuable one for most business owners. Watch it work. Then build the next one.
In a month you’ll have 5 or 6 automations running silently in the background saving you hours every single week. That time goes back to running your business, being with your family, or building your next revenue stream.
Try Zapier Free →