Comparison · Automation
Zapier or workflows you own? At the entry tiers Zapier wins. At high volume it tips.
Zapier is quick to set up and bills per task. Custom workflows cost more once and the server afterwards. This page runs a named scenario and states the actual runtime limits.
As of August 2026, zapier.com.
How we compare
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We sell the alternative
This is not a neutral review. That is why price date, assumptions and the maths sit openly next to it.
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Both outcomes are shown
Including the scenarios where the vendor wins. A comparison that always ends in our favour would be advertising.
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Only evidenced numbers
List prices with a source. Where a vendor does not publish, no invented total appears.
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Your numbers decide
The calculator takes your users, your volume and your term instead of our assumption.
In short
At the published entry tiers Zapier wins outright. From USD 19.99 a month no custom build beats that arithmetic, and we would not propose one. Custom workflows only become interesting once task volume dominates the bill, steps run longer than the plan allows, or the logic does not fit a chain of Zaps. The argument this page used to make, that Zapier has a hard 30-second limit, is no longer accurate: paid plans can opt into an extended runtime.
Why there is no calculation here: There is deliberately no three-year total on this page. Zapier publishes entry prices from USD 19.99 a month for Professional and USD 69 for Team, each at the lowest task tier. Above that the price scales with the task volume booked, which the vendor does not publish as an open list. A total without your volume would be invented. At the entry tiers Zapier is clearly cheaper than any custom build.
In detail
What else differs
| Point | Zapier | FW Delta |
|---|---|---|
| Billing | per executed task, in tiers | no per-task billing from us |
| Runtime per step | 30 seconds on Professional and Team, 2 minutes on Enterprise, extendable up to 8 minutes at the cost of tasks | runtime follows the server it runs on |
| Volume stop | usage stops at three times the subscribed task volume until the next cycle | no stop from a billing tier |
| Setup | very fast, no development | a project with analysis, build and testing |
| Integrations | a very large set of ready connections | the connections built; more cost effort |
| Error handling | retries and logs in the interface | freely definable, but it has to be built |
| Operations | run by the vendor | your infrastructure or a maintenance agreement |
| Leaving | subscription ends, automation ends | code and configuration stay |
The decision
What speaks for which route.
Custom workflows pay off when
- task volume dominates the bill
- steps run longer than the plan allows
- the logic branches, holds state or transforms data
- credentials and execution data should stay in-house
- the automation is business-critical and has to be documented
Stay with Zapier when
- · it is a handful of well-covered standard connections
- · task volume is low and predictable
- · nobody in-house can look after workflows
- · speed matters more than control
- · the automation is not business-critical
Documented facts
Documented facts
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Zapier publishes entry prices of USD 19.99 per month for Professional and USD 69 per month for Team, each billed annually and each at the lowest task tier. Above those tiers the price scales with the task volume booked, so a three-year total cannot be stated without a specific volume.
As of 2026-08-10 · Source
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Zapier code steps include 1 second of runtime on Free, 30 seconds on Professional and Team, and 2 minutes on Enterprise. Paid plans can opt into an extended runtime of 1, 2, 4, 6 or 8 minutes per step, billed in 30-second blocks that each consume one task.
As of 2026-08-10 · Source
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Zapier stops usage once it reaches three times the subscribed task volume until the next billing cycle.
As of 2026-08-10 · Source
If you want to switch
What happens next
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30 minutes
Conversation
We walk through your starting point and say honestly whether a move pays off for you.
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within five working days
Fixed-price proposal
With scope, assumptions and what is explicitly not included.
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depending on scope
Build and handover
Code access from day one, manual at the end, no obligation to keep us.
Common questions
Does Zapier not have a hard 30-second limit?
Not as a blanket rule any more. Code steps include 30 seconds of runtime on Professional and Team and 2 minutes on Enterprise. Paid plans can select an extended runtime of 1, 2, 4, 6 or 8 minutes per step; time beyond the allowance is billed in 30-second blocks, each consuming one task.
Do custom workflows run without limits?
No. Per-task billing goes away, physics does not. Throughput and runtime depend on the server they run on, and the limits of the connected APIs still apply.
When does switching pay off?
It depends on task volume and the tier you sit on. The break-even for the scenario above is calculated next to it. On a higher Zapier tier it arrives considerably sooner.
Read on
Where to go next.
How these figures were produced
- Price as of
- August 2026
- Basis
- Publicly listed prices from Zapier, together with the assumptions on this page for user count, volume and term.
- Not included
- Discounts, annual prepayment, enterprise terms, partner rates and country-specific pricing. Internal staff cost on either side is not counted.
- Limits
- Vendor pricing and packaging change. This calculation is a model, not a quote and not a general market price. Check the current vendor price list before deciding, and run the numbers with your own figures.
Next step
Run it with your own volume
Your task count and your term decide, not our assumption.
Reply within 24 hours. No obligation, confidential.