Zapier consultant for B2B processes the first flow live in one day
We work as Zapier consultants for B2B companies: we pick the process worth automating, build Zaps with filters, conditional logic and error handling, document them and train your team to change them without us. Zapier has the largest catalogue of ready connectors, over 6,000 apps, so the first flow goes live in a day rather than in a quarter.
- 6,000+ appsthe size of the Zapier connector catalogue, including the niche tools nobody writes a bespoke integration for
- 1 dayhow long a simple Zap takes to build: one trigger and two or three actions, tested on your own records
- 3 to 7 dayshow long a branching flow takes, with filters, paths and exception handling, documentation and training included
- 100 taskswhat the free Zapier plan gives you each month, which is enough to pilot one process at no licence cost
The problem
Why has the first automation not started for six months?
Typeform collects enquiries from the website, HubSpot runs the sales pipeline, Slack carries the conversation, Trello holds the projects. Each of those tools works fine on its own. The problem sits between them: someone retypes the form data into the CRM, then posts on Slack that a new lead came in, then opens a card in Trello once the deal closes. Every time, for every enquiry.
That work has no owner and nobody measures it, so it appears in no budget either. It usually spreads across a few people, a quarter of an hour a day each, and during holidays or a sales peak it simply drops. Then the enquiry sits in an inbox, the invoice never reaches the sheet, and the ticket waits to be categorised.
The second reason runs deeper: the company is waiting for the platform it will settle on. The choice between Make, n8n and custom API integrations drags on, and in the meantime nothing runs at all. Zapier breaks that wait, because it bills per task and lets you test a process without committing to a rollout. In Zapier pricing the free plan gives 100 tasks a month, which is exactly enough to see whether a process is worth automating at all. Check the current thresholds at that link, because the vendor moves them.
- A person retypes form data although the CRM already has a ready connector
- Choosing the target platform takes a quarter, and for that quarter nothing runs
- Automation built after hours has no documentation and no error handling
- A Zap built by someone who has since left is a black box
- Nobody knows the monthly run count, so the tool cost is a guess
- The same work comes back after a holiday as a backlog, not as a task
Why now
What does Zapier do better than Make and n8n?
One thing: the number of ready connectors. Over 6,000 apps in the catalogue means the tool your bookkeeper or your support desk uses is most likely already there. No reading API documentation, no matching field types, no asking a developer for a first attempt. You pick a trigger, pick an action, map the fields.
The second thing is the step by step flow. A Zap has one trigger and then actions lined up in order, so you can take it in at a glance without learning an interface first. A non-technical person can add a field, change who gets the notification or switch a Zap off during a migration after a single training session. That matters later, when we are no longer sitting in the project.
Those two things produce a third, which for us is the important one. Zapier is the best place to pilot. Instead of arguing in a meeting about whether a process can be automated, we run it in a day and look at real data. If the process holds up and starts generating volume, we move it to Make or n8n, this time with a specification that has already been through production.
The last change is about questions. A Zap will move the data, but it will not tell your head of operations how many enquiries came in from the form yesterday and how many stopped on an error. BOND, our company AI agent, answers that in 5 to 10 seconds from your own company data, without another panel to log into.
What changes
What does the team get once the Zaps are running?
A result in the same week
A simple flow, one trigger and two or three actions, gets built and tested in a day. The team sees a working automation before the debate about the target platform is even over.
1 day for a simple Zap, 3 to 7 days for a flow with branches
The niche tool gets connected too
The Zapier catalogue reaches small regional systems that other platforms never added. Where a connector is genuinely missing, we go in through a webhook and an HTTP request to the API.
Over 6,000 apps in the catalogue, plus a webhook for everything outside it
A Zap that does not break quietly
Every flow gets filters, conditions and error handling: what happens when a field is empty, when the API does not answer, when the record already exists. The error goes to Slack or email, not to a log nobody reads.
A notification about a failed run within seconds of the event
Documentation and training, not a black box
Each Zap comes with a written description: what starts it, what it does in order, where it writes the data and what to do when it stops. We train someone on your side to make changes alone.
A written description of every Zap plus one team training at handover
A pilot instead of a decision by feel
We test the process on real data before anyone signs off a rollout of the target platform. After 30 days you know how many tasks actually run and what they cost.
Measurement after 30 and 90 days on the task count, not on impressions
An honest limit to the tool
When your volume or a requirement to keep data in house goes past what Zapier does well, we say so and show the plan for moving to Make or n8n. The specification from the pilot travels with the process.
The migration threshold agreed in the workshop, not after the first invoice
And in your company
What if our case is different?
Four sentences we hear most often about Zapier, and what we answer. Three of them are fair, because Zapier has real limits and it is better to meet them before a rollout than after the first invoice.
We heard Zapier gets expensive.
At high task counts it does get expensive, and that is true. Zapier bills per task, so the invoice grows with volume, and Make and n8n cost less for the same work. That is why in the workshop we count your runs per month and say plainly at what threshold it pays to move the process somewhere else.
Our data cannot leave the company.
Then Zapier is the wrong choice and we will tell you so. In Zapier the data passes through a third party vendor's servers, so for higher risk personal data or documents covered by a client agreement, n8n on your own hosting makes more sense. We keep Zapier for the processes where only identifiers and statuses travel.
Our process has several paths, not one.
Branching in Zapier sits on the paid plans and at three or four paths it gets expensive to maintain. Up to two conditions Zapier is enough. Above that we propose a visual scenario in Make or a custom workflow in n8n, and leave Zapier on the simple notifications.
Who maintains this once your project ends?
Your own person, and that is part of the scope. A Zap is a step by step flow, so after one training session someone can add a field, change who gets the notification or pause a Zap during a migration. You keep a written description of every flow, and for a change that means rebuilding the logic we come back on an hourly basis.
- CRM and sales
- HubSpot, Pipedrive, Salesforce, Zoho
- Marketing and forms
- Typeform, Mailchimp, ActiveCampaign, ConvertKit, GA4
- Online selling
- Shopify, WooCommerce, PrestaShop, BaseLinker, marketplaces
- Team tools
- Google Workspace, Microsoft 365, Slack, Notion, Trello, Asana, ClickUp, Jira
- Finance and support
- Xero, QuickBooks, sevDesk, Fakturownia, Comarch Optima, Zendesk, Freshdesk
- Outside the catalogue
- webhook, HTTP request to an API, Google Sheets, BigQuery, Make, n8n
When Zapier, and when another platform
The criteria we use in the workshop to pick the tool. The recommendation follows from the run count, the number of paths and where the data is allowed to sit, not from what we enjoy building.
| Your situation | What we recommend | Why |
|---|---|---|
| Up to 100 tasks a month, one trigger and two actions | Zapier, free plan | the free plan gives 100 tasks a month, so the pilot costs nothing |
| Common SaaS tools, a result needed this week | Zapier | a ready connector instead of an integration written from scratch |
| A niche tool and no developer on your side | Zapier | a catalogue of over 6,000 apps reaches small regional systems too |
| Tens of thousands of runs a month | Make or n8n | the Zapier bill grows with the task count, competitors charge less per operation |
| Personal data or documents that cannot leave the company | n8n on your own hosting | in Zapier the data passes through a third party vendor's servers |
| Three or more paths, data transformed at every step | Make or n8n | Zapier branching sits on paid plans and costs more with each condition |
| A pilot before deciding on the target platform | Zapier | the shortest route to testing a process on real data |
The rows are a starting point. With most clients it ends in a split: Zapier for the low volume processes, Make or n8n for the ones that run thousands of times a month.
How we work
Five steps from retyping by hand to Zaps in production
Every step ends with something you can judge before you decide on the next one.
Workshop
We break the process down: what starts the work, who does it, how many times a month and where it breaks today. We count runs, because that number decides whether the tool is Zapier or Make or n8n.
Zap design
We pick the trigger, the order of actions, the filters and the conditions. We settle what happens on an empty field, a silent API and a duplicate record. We write down which data enters the Zap, because in Zapier it passes through a third party service.
Build and test on live data
A simple flow takes one day, a complex one 3 to 7 days. We test on your records from recent weeks, including the incomplete ones and the ones that used to break the manual routine. The old way of working keeps running alongside.
Go live and training
We switch to production with notifications on failed runs. Someone on your side learns to add a field, change the recipient and pause a Zap. You get a written description of every flow.
Measurement after 30 and 90 days
We look at the task count, the error count and the real tool cost. If volume has crossed the point where Zapier stops paying off, we prepare the move to Make or n8n, with a specification that has already been through production.
Before and after
How the week changes for the person who retypes data today
Before
- Mornings spent moving form enquiries into the CRM and posting about them on Slack
- After an invoice goes out, typing it into a sheet and pinging the bookkeeper
- A new hire waits for accounts because someone has to create them one by one
- An unanswered ticket surfaces only when the client complains
After
- The enquiry lands in the CRM with a notification to the salesperson within seconds
- The invoice reaches the sheet on its own and changes the status in the CRM
- Google Workspace, Slack and Asana accounts exist on the day the contract is signed
- A ticket with no answer after 4 hours escalates to the manager automatically
The first flow runs on the day it goes live. We judge the task count, the error count and the tool cost after 30 days and again after 90 days.
For the person signing this off
What an operations director gets out of it
You do not have to put a budget behind a platform nobody at your company has tested yet. Zapier lets you show the board a working process before the question of licence cost and long term ownership comes up. Project risk drops, because you decide on the target platform from a task count taken off production rather than from a vendor deck.
The second point is about your own peace of mind. The Zaps are documented and your own people change them, so a holiday or one resignation does not stop the process. And when the tool stops being enough, you learn that from the measurement after 30 days, not from an invoice three times higher than last month's.
- A working process to show the board in one day, not in a quarter
- The target platform decided on data taken off production
- A written description of every Zap and training, so maintenance stays with you
- The threshold for moving to Make or n8n agreed up front, in the workshop
What it costs
The workshop has a published price, the rollout is quoted after it
The process workshop costs EUR 3,500 net per week, and runs from 1 to 7 weeks. For a single process one week is usually enough. We quote the rollout after the workshop, once it is clear how many flows are in scope, how many paths they have and what state the data in your systems is in.
You pay the Zapier licence directly to the vendor, on its own pricing and your task count, with no margin from us. The same goes for Make, for n8n and for model costs when an AI agent joins the process, where a query costs the provider roughly EUR 0.005 to 0.07. That way you see the real tool cost and can walk away from it without a conversation with us.
Process workshop
EUR 3,500 net
per week, from 1 to 7 weeks, usually one week for a single process
A self-contained piece of work. It ends with a process map, a monthly run count and a tool recommendation you could act on without us.
- A map of today's process and the places where the work gets lost
- Runs per month calculated, because the tool choice rests on that number
- A recommendation: Zapier, Make, n8n or an integration over the API
- The list of fields and data that enter the automation
- The metrics to measure against after 30 and 90 days
- The volume threshold at which the process moves to Make or n8n
- Most popular
Workshop and Zapier rollout
Quoted after the workshop
scope follows from the number of processes and the number of paths
The option most companies choose. A simple Zap in one day, a branching flow in 3 to 7 days, tested on your own data.
- Everything in the workshop
- Zaps with filters, conditions and error handling, wired into your systems
- A webhook and an HTTP request wherever a ready connector is missing
- Notifications on failed runs, to Slack or by email
- A written description of every flow and team training at handover
Zapier and an AI agent
Quoted after the workshop
for teams that ask about the same data a dozen times a day
Everything in the rollout plus BOND, the company AI agent that answers from your company data in 5 to 10 seconds.
- Everything in the Zapier rollout
- BOND wired into the CRM, the sheets and the task system
- Answers about the state of a process without logging into the systems
- Alerts on stopped Zaps and on tasks that stopped running
- Team access, in English and in Polish
The workshop ends with a document that stands up without us: a process map, a run count and a tool recommendation. If the numbers say Zapier is the wrong choice at your volume, we say so and show you what to pick instead. If it turns out there is nothing worth automating, we say that too, and the matter ends at the workshop.
Frequently asked questions
What does a Zapier consultant do?
A Zapier consultant decides which process is worth putting into Zapier, designs the Zaps, builds them on your data and hands them over with documentation. In our case that means filters and conditions, error notifications to Slack or email, a written description of every flow and one training session for the person who will maintain it. We also say when Zapier is the wrong tool and Make or n8n fits the process better.
When is it worth hiring a Zapier consultant instead of building Zaps yourself?
A simple Zap with one trigger and one action is easy to build yourself, and for that you do not need us. A consultant pays off when the flow touches the CRM or invoicing, when it has conditions and exceptions, when several people depend on it, or when nobody knows how many tasks a month it will use. Those are the cases where an undocumented Zap breaks quietly and the cost shows up weeks later.
What is Zapier and how does a Zap work?
Zapier is a platform that connects apps into automated workflows called Zaps. Every Zap has a trigger, meaning the event that starts it, and one or more actions carried out in order. The catalogue covers over 6,000 apps, so in most cases there is no integration to write: you pick the trigger, pick the actions and map the fields.
How long does a Zapier rollout take?
A simple flow, one trigger and two or three actions, gets built and tested in a single day. A complex flow with filters, paths and exception handling takes 3 to 7 working days, documentation and training included. The workshop we start from takes one week.
How much does Zapier cost?
Zapier bills per task, meaning per action carried out by a Zap, and the free plan gives 100 tasks a month. Current thresholds and plan prices sit in the vendor's own pricing and you pay them straight to Zapier, with no margin from us. In the workshop we count your runs so the invoice is not a surprise after the first month.
When is Zapier the wrong choice?
At high task counts, because billing per task makes the invoice grow with volume. At three or more paths in one process, because branching sits on the paid plans and costs more with each condition. And when the data cannot pass through a third party vendor's servers. In those three cases we recommend Make or n8n.
Is our data safe in Zapier?
The data passes through Zapier infrastructure, because that is where the actions run, and that is a fact to accept knowingly. We let only the fields the process actually needs into a Zap, and we agree them in the workshop. If data is involved that cannot leave the company, we propose n8n on your own hosting, where the flow stays with you.
What if our tool is not in the Zapier catalogue?
First we check the catalogue, because at over 6,000 apps most accounting and sales systems are already there, including regional ones. Where a connector really is missing, we go in through a webhook and an HTTP request to the tool's API. If that is missing too, we say so in the workshop and look for another entry point into the process.
Let us find the process you can switch on in one day
The free consultation takes 30 minutes. You tell us which tools you use and what gets retyped by hand today. We tell you which process already has ready connectors and suits a Zapier pilot, and which one is worth building in Make or n8n straight away. You do not have to share any systems at this stage.
We run at most two rollouts at a time, so that someone is genuinely sitting on each of them.
Book a free consultationPS. If someone at your company is retyping form data into the CRM today, that is exactly the process. Zapier is not the cheapest at high volume and not the best with complicated logic, but it is the fastest route to a first working automation. And a first working automation convinces a team better than any deck. Process first. Tools second.