This Fantastic Tool is Great for Quick Fixes and Easy Automations, Connecting your Favourite Apps and Software
Let’s be honest—Zapier looks intimidating at first
If you’ve ever opened Zapier, stared at all the buttons, and quietly closed the tab again… you’re in good company.
Loads of brilliant business owners are put off by it. The name alone sounds a bit like science fiction, and the interface can feel like something designed for coders or Silicon Valley start-ups.
But here’s the thing: Zapier isn’t nearly as complicated as it first looks. Once you get your head around what it actually does, it’s one of the most useful time-saving tools you can have in your business. You don’t need to be techy, and you don’t need to know how to code. You just need someone to explain it like a human.
So, what does Zapier actually do?
Zapier is a no-code automation tool that connects the apps you already use—like Gmail, Google Sheets, Trello, Dubsado, Xero, Mailchimp, or Calendly—and gets them to talk to each other.
It’s the digital version of handing a note between departments.
For example: you can tell Zapier, “When someone fills in my website contact form, please pop their details into my CRM, send them a thank you email, and add a task to my to-do list.” Zapier does it all automatically. No copying and pasting. No forgetting. No faffing.
Why it’s worth using—even if you’re not ‘into tech’
We work with many clients who are brilliant at what they do but hate fiddling with tech. And that’s totally fair enough. Most small business owners are busy enough without adding another system to learn.
But here’s what usually happens: once they see what Zapier can do for them—especially the really simple, practical stuff—they get it. Not only does it save them hours each week, it also takes the pressure off trying to remember everything.
Three simple Zapier automations that actually help
If you’re thinking, “That’s nice, but I’ve got enough on my plate without building automations,” don’t worry. You can start small. Here are three Zaps we often set up for clients that make a big difference:
- New enquiry → auto-response
When someone fills in your contact form, Zapier can instantly send a personalised email to let them know you’ve got their message. You look on the ball, and they don’t feel ignored. - Calendar booking → spreadsheet log
If you use a tool like Calendly or Acuity, you can automatically log all bookings into a Google Sheet—no manual input required. Ideal for keeping track without duplicate entries. - New payment → internal notification
Got an online shop or service checkout? When a client pays via Stripe or PayPal, Zapier can notify your team (or just you!) with all the key info. Quick, tidy, and less “did I check Stripe today?” stress.
Common worries around using Zapier—and why they’re mostly unfounded
“What if I mess something up?”
Totally understandable—but Zapier lets you test every step before it goes live. You won’t break anything, and if something doesn’t work the first time, it’s easy to adjust.
“I don’t know where to start.”
You don’t have to start with anything fancy. One or two helpful Zaps can take tedious admin off your hands straight away. And if you need help getting set up, you can always ask us to do it for you.
It’s not about being ‘efficient’—it’s about protecting your time
We’re not fans of productivity for productivity’s sake. The point of automation isn’t to cram more work into your day—it’s to give you back some headspace.
You don’t need to be glued to your inbox, nudging leads, or chasing tasks you meant to do yesterday. Let Zapier do the boring stuff, so you can focus on the parts of your business that need you.
Need a hand getting started?
If the thought of setting it up still makes you feel queasy, that’s completely fine. We can help you figure out where automation would actually help (and where it’s not worth the hassle), and either walk you through it or just sort it out for you.
Have a look at our support packages, or book a quick call. No pressure, no jargon—just honest support that fits around the way you work.
