Zapier is Great — Until It Isn't
Let's be clear: Zapier is excellent for what it does. Simple automations, quick setup, no code required. For many businesses, it's the right choice.
But there's a point where Zapier starts working against you. Here's how to know when you've reached it.
Signs You've Outgrown Zapier
1. Your Zaps Keep Breaking
If you're constantly fixing failed automations, you've hit Zapier's limits. Complex workflows with multiple conditions, error handling, and edge cases need more robust solutions.
2. The Monthly Bill is Climbing
Zapier charges by task. When you're running thousands of tasks daily, that $50/month plan becomes $500, then $5,000. At some point, custom development is actually cheaper.
3. You Need Real Business Logic
Zapier is great for "when X happens, do Y." It's not great for "when X happens, check A, B, and C, then do either Y or Z based on the results, and if that fails, notify these three people."
4. Performance Matters
Zapier has delays. Webhooks aren't instant. When you need real-time sync for time-sensitive operations, those delays hurt.
5. You Want One Source of Truth
With Zapier, you're building shadow infrastructure — a parallel system that's invisible to most of your team. Custom integrations can live inside Salesforce, where everyone can see what's happening.
The Middle Ground
You don't have to choose between Zapier and custom everything. Many businesses use both:
- •Zapier for simple, stable automations that rarely change
- •Custom integrations for core business processes that need reliability and flexibility
Making the Transition
Start with the integrations that hurt the most. What manual process costs the most time? What errors cause the biggest problems?
A Discovery Sprint can help you prioritize. We map every automation opportunity, rank them by impact, and give you a roadmap — whether you build with us or someone else.