The ultimate Zapier Examples post: Top 10 everyday examples

February 2021

Looking for Zapier examples? We got them. We have searched the whole (yes, the whole) Internet for one bundled post to capture the countless possibilities of Zapier. If you're still missing something, you can simply browse through the suggestions Zapier has for your apps and their integration.

Here we go.

What is Zapier all about? Here you can find an explanation, here you can visit the official site.

To cut a long story short: Zapier is a powerful automation tool that allows countless (more than 2,000 in total) applications to be linked together without in-depth programming knowledge to create fully automated workflows. This saves time, increases productivity and takes tiresome, repetitive workflows off your hands. As Zapier experts in Germany, we do the whole thing with in-depth programming knowledge anyways in order to realize the full potential of Zapier.

In advance, a few definitions of terms in the world of Zapier:

Zap: Zapier calls a Zap an automated workflow between at least two apps.

Trigger: Actually self-explanatory: The entire workflow is started by a trigger. This has to be defined in the beginning and Zapier monitors the app for this very event.

Action: The action is the event that closes the Zap.

Automation with Zapier can help in countless places, but there is one restriction: Cloud is key, because only cloud software and apps are supported by the automation platform (byebye SAP).

When you get into the depths of the Zapier community and world of Cloud Automation, it can be quite overwhelming at first. While GMail, Facebook and Twitter are certainly not unknown apps, with Netlify, Miro or Coda, somewhat less familiar names come into play. And this is exactly where Zapier scores: Over 2,000 apps (you read that right) are supported and can be linked together. Since Zapier comes from the US, a correspondingly large number of US apps and providers are supported. Many of them are either unknown in Germany or simply not represented on the German market. This also means that the possibilities with Zapier are all the greater, especially when it comes to those unknown applications.

But enough talking: What are the specific Zapier examples?

Let’s start light:

E-Mail Zapier Examples

You are so organized that you even create to-do lists? With simple Zaps you can take incoming e-mails, no matter if GMail, Office365 or other mail providers, directly into your to-do's or tasks.

Simply connect your e-mails to Trello, Asana, GitHub or Todoist and let them automatically take over new tasks.

E-Mail Zapier examples

Next Step: Save attachments automatically.

Same game here: No matter whether GMail, Office365 or other mail providers: with just a few clicks you can save e-mail attachments easily in Dropbox, Google Drive or OneDrive, without having to manually download and upload them again.

Zapier example: save E-Mail attachements

You have already sent numerous e-mails back and forth with customers and are slowly losing track of where exactly this one important task was? Just track your conversation and transfer important information into Slack, Evernote or a Google spreadsheet. Apply search filters and get a Slack message sent to you as soon as a new e-mail with the appropriate criteria comes in. Or save those emails that meet certain criteria in your Google Spreadsheet.

Updates are important, especially when working in a team, but are often forgotten or become annoying after a while. Let this be done with Zapier and save yourself some working time. A Google Sheet is updated? Connected to the mail account, an automated mail is sent out without any further action. This works just as well with Airtable.

You have won a new Facebook Lead? Let yourself be updated automatically and you will receive a mail about it. Or there is a new SurveyMonkey answer - here you can also get an easy update by mail.

Zapier Examples for Document Management

You share a GoogleDrive folder? Get an update via Slack if a new document has been uploaded there. Or (same principle) get a mail sent to you when files are uploaded in the Dropbox folder. Attention, now it's getting crazy: You can also get a mail if a new document was uploaded in the GoogleDrive folder. This example shows that the individual applications are easily interchangeable in nearly all Zapier workflows, especially when they fulfill nearly the same function.

Zapier examples for document management

A new project starts and the kick-off is approaching? Just have a new folder created where all relevant files and documents are stored. No matter if Dropbox or GoogleDrive, connect them with Trello, Harvest or other project management and collaboration tools to make the project start easier.

Probably the most unnecessary task since the invention of unecessary tasks: Move files via copy&paste or via download and upload. Just connect GoogleDrive and Dropbox, or GoogleDrive and OneDrive, or OneDrive and Dropbox (get creative) and let files move automatically. If you are just implementing an example from this blog post, then this one. Because as the great Mahatma Ghandi always said: "Life is too short to move files manually." (Wall tattoo for this will be available soon in our store)

By the way, you can also print files from Dropbox, GoogleDrive or OneDrive automatically (via Google Cloud Print).

E-Commerce: Zapier examples for your online retail

Instead of simply managing your online store, you should focus on clever automation and thus gain more time for new product innovations and market expansion. Here's how:

There is a new product in your store? Post it on Facebook or Twitter - automatically, of course. Simply connect social media with Shopify, Storenvy or similar apps and let Zapier do the sharing.

Just as important is a notification about a new order. Just let yourself be notified automatically, for example by receiving the notification about a new order automatically in Slack.

Zapier example: shopify to slack

"After the purchase is before the next sale", to quote Sepp Herberger at this point. To get an overview of customers and orders, it is important to store the relevant information in a suitable place. This is why store systems can be easily integrated with GoogleSheets or, for example, Salesforce. Shopify orders can be transferred directly to a GoogleSheet Spreadsheet or be created as a new lead in Salesforce. This also saves you a few clicks per day.

Zapier example e-commerce

E-mail marketing can also be connected to sales and, you guessed it, be automated. If you use mailing tools such as MailChimp or ActiveCampaign, these can be, easy peasy lemon squeezy, connected to your store system , such as Shopify, and automatically run into your mailings.

Zapier examples for Human Resource Management

HR can be quite time-consuming. Especially recurring, daily tasks eat up time that should rather be spent on strategic matters. So here are a few examples of successful HR management with Zapier:

Recruiting is probably one of the most time-consuming tasks in the HR department, whether active or passive. Get informed about new applicants in Slack, automatically send confirmation e-mails to new candidates, create new Asana tasks upon receipt of application or automatically save job interview dates in the Google calendar.

Now you think: "Recruiting is time consuming? Hold my Excel file, administration is the real time guzzler" and here are also useful automations that make the life of the HR professionals easier as well.

Collect new typeform answers as lines in Google Sheets

Store new Eventbrite participants in a Google Sheets table

Create Trello maps from new lines in Google Sheets

Log HelloSign signature requests in a Google Sheets table

Add lines in Google Sheets with data analyzed by Docparser from new PDF documents

Create Google Calendar events from new Google Sheets lines

Google Sheets is excellently suited for numerous integrations and can therefore be absolutely helpful especially in the administration of large amounts of data.

One of our favorites for the German market: Lexoffice integration with Zapier

If you don't operate in Germany, skip this. However, if you've ever heard about Lexoffice, there's some solutions for it as well.

"I love accounting, there is simply nothing like correct accounting, accounting rates and tax returns" - doesn't sound like you at all? That's what we thought. We have already written a separate blog post about the successful automation of Lexoffice and, by the way, we are also official integration partner of Lexoffice, so here is just a short summary of what is possible:

E-mail attachments: Important documents from your accounting department, such as invoices, are received as attachments. Automate Lexoffice and have these attachments sent to Lexoffice and uploaded to your account.

Upload documents: Documents can be easily uploaded to Lexoffice and used as new documents via the connection to Dropbox or GoogleDrive.

Transfer files from OneDrive: Link selected folders of your OneDrive and let new files always appear automatically in your Lexoffice account.

Manage contacts: It is possible to manage your contacts, such as customers or suppliers, via the Lexoffice API interface. Addresses, phone numbers or e-mail addresses can be bundled in a contact collection and automatically created, retrieved or updated.

Create credit notes: Different types of credit notes, such as net, gross or tax-free, can be created automatically with or without reference to an invoice. Both the partial and the total amount of an invoice is thus refunded to your customers.

Changes to data in Lexoffice: Through a so-called event subscription you can be informed about changes to your resources, for example if a contact in Lexoffice changes. This eliminates the need for manual data retrieval and you always have all the necessary information at your fingertips. Best of all, these changes are automatically passed on to all linked programs.

More Zapier examples for your business

Automatic replies to messages and mentions: It is natural to set up automatic replies for your mailbox during your vacation or change the status in Slack or Teams. But Zapier goes further: If you are mentioned or contacted directly, you can also set up an automatic reply in these chat tools. By the way, this is not only possible during your vacation, but also if you want to minimize distractions during work and don't want to be interrupted constantly.

Assign an agenda automatically: Meetings without an agenda - the modern definition of unproductivity. A meeting is scheduled and for it to be somehow reasonably effective, it needs at least an agenda. This is easy with Zapier: A meeting is planned in the Google Calendar, for example, and a person gets selected who is given a task in asana. This person can of course also be yourself. That way you will never sit in a meeting again without knowing why you are meeting in the first place (at least it is not the missing agenda that is to blame).

Create social media posts: Blog posts in WordPress can be automatically posted to all your relevant social media channels like Facebook, LinkedIn or Twitter with a simple workflow. The same works if you want to automatically create a Pinterest Pin from an Instagram post without spending a lot of time creating it again. So you can keep all your social media activities synchronized.

Have your tweets automatically published on Instagram: You are very active on Twitter and want your Instagram followers to take part in it? Most of the time this is done via screenshots that are first manually created and then manually uploaded to Instagram - two times "manually" too much for our taste. With the help of a screenshot service (yes, there is such a thing) and Zapier this is done automatically. Granted, this is where APIs come into play, but the step-by-step instructions should make it possible for you anyway.

Not necessarily important for the company, but still worth mentioning:

Create your own Spotify Playlist with Zapier: With a Spotify account and the specified playlists to be searched, you can start right away. We admit, it is not quite that simple. But if you select a desired playlist as your trigger, you can create the perfect customized playlist that Spotify's algorithm always successfully bypasses ("Your Discover Weekly" - yeah, for sure). The detailed instructions can be found here.

A little tip at the end: The automation community is extremely helpful. If you should ever have problems with a workflow or Zap, there are many helping hands on Facebook or, who are happy to advise you and suggest solutions. Give it a try.

Should you decide to leave Zapier to the professionals after reading this post, we're happy to help. Just arrange a free appointment today for automation & IT consulting. We are happy to provide support in the analysis and subsequent automation of business processes, explain possibilities and address your company's processes individually.

Cloud Integration, iPaaS, SaaS, BPA… Ough, hard to keep track of all these terms. They are currently used frequently (and increasingly) in the context of automation, and it is sometimes difficult to make a clear distinction and distinction. We have already written blog posts on the terms iPaaS, SaaS and BPA, but we’ll take them up again here to make the difference.

But let’s start with cloud integration, because that’s the central umbrella term in which we embed all the other technologies in this blog post.

Arrange a free cloud integration consultation now

What does Cloud Integration mean?

What does Cloud Integration mean?


  • Is available in real time
  • Can be accessed from almost anywhere
  • Reduce potential sources of error by entering the same data multiple times
  • Require less installation and maintenance
  • Can optimize business processes

Arrange a free cloud integration consultation now

To illustrate these advantages, an example is suitable that we know well from our everyday work as an automation agency:

The central data to be used here is the data of a major customer. This can be the simplest information, such as the address. This address is required in numerous but completely different processes in the company: on the one hand, for correct invoicing in accounting. On the other hand, in the CRM system, where all the data of the large customer is also stored. But the address is also important in sales, for example, when employees go to the sales meeting on site.

Now the customer announces that the address of the company has changed after a move. This information will reach you by e-mail. There are now two options:

01. The e-mail is forwarded to all affected departments, accounting, sales, customer service, marketing… All persons open their corresponding program, CRM, accounting software, marketing tools (such as newsletter marketing) and change the data already stored there of the customer. This means that in multiple applications, different people do exactly the same thing: change one address.

02. But there is also an alternative: By connecting your applications, thus by integrizing them, the customer’s e-mail, or rather the information it contains about the address change, is automatically passed on to all affected applications: CRM, accounting, marketing, ERP. This does not require any clicks, because the cloud integration detects a trigger, i.e. address change, and thus automatically starts the process.

What sounds unimpressive in a single process becomes more effective when such a process occurs several times a day or weekly. Because there is a lot of data that is available in different applications and should always be correct. If these applications are cloud applications they are suitable for cloud integration.

But cloud integration doesn’t just happen. There are now a variety of applications that enable and implement this. Such tools usually allow us to link the relevant cloud applications on a central platform and define clear rules on when, how, where, how much data should be passed on and what happens to them.

IPaaS, SaaS, BPA, ABC – who can still see through it?

To realize cloud integration, there are various applications and technologies that are sometimes used interchangeably.

We have made a first distinction between iPaaS and BPA here.

We explain the term SaaS in more detail here.

Here the short version, again:
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Cloud integration cannot be done without SaaS, iPaaS and BPA

Cloud integration is rather an umbrella term that includes numerous technologies, such as SaaS, iPaaS and BPA, and this is also absolutely necessary. Cloud integration is a concept that is made possible by appropriate technologies.

However, all terms share the commonality that they are cloud-based and thus offer enormous potential for growth and scaling. In addition, they are often cheaper to implement and maintain because changed requirements are easy to implement.

As an independent automation agency, we implement cloud integration according to your requirements. We use a variety of SaaS tools and iPaas (strictly speaking BPA) software. Together we find individual solutions that are flexible and scalable.

Arrange a free cloud integration consultation now

Automation consulting. Automate. Improve. Succeed.

We advise you independently and offer our expertise.
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Automation consulting. Automate. Improve. Succeed.

We advise you independently and offer our expertise.