How to automate a repetitive job with Zapier

"Every time an order comes in, I copy the details into a spreadsheet and send a thank-you. It eats an hour a day." Building and testing your first automation may take longer.

Last checked: 16 October 2026

Copy this prompt

Use it in ChatGPT or Claude to plan the automation before you build it.

I want to automate this repetitive job: [describe]. Apps I use: [list]. Break it into trigger → steps → result, suggest the simplest automation, and list what could go wrong and how I'd notice.

UK note: Automations often move customer data between services, some of them outside the UK, so check the ICO's guidance on international transfers. (ICO, checked 16 Oct 2026)

Worked example

Illustrative example: written by us, not a recorded AI output. Amy sells candles on Etsy. She writes: "Every Etsy order, I copy the buyer's name and item into a Google Sheet and send a thank-you." Example output: trigger "new order" → add a row to the sheet → send a thank-you email. It also flags a check for refunds: refunded orders still have a row, so add a "Refunded" column.

Your first 10 minutes

1. Pick one job

   Choose something you do the same way every day, e.g. copying new enquiries into a spreadsheet.

2. Plan it with the prompt

   Paste it into a free AI chat.

   You should see trigger → steps → result.

3. Create a Zapier account

   Go to zapier.com and choose the sign-up option.

4. Describe it in plain English

   In a new Zap, type your workflow into the Copilot prompt box at the top of the Zap editor, e.g. "When a new form is submitted, add a row to Google Sheets and email me", then click Start Building. Copilot is in beta (Zapier quick start guide, checked 16 Oct 2026). (Zapier Help Center, updated 29 May 2026, checked 16 Oct 2026)

   You should see a draft Zap with a trigger and actions to review.

5. Test with a real example

   Run it once and check the sheet row and the email. Check every field (never skip this): names, items and amounts must match the original.

6. Turn it on and watch it for a week

   Check the results each day, then add an AI step to draft replies once you trust it.

What you'll get

An hour or more back each week on one job. Automations can fail without telling you, so keep an eye on them for the first few weeks.

Cost

Zapier: Free plan; Professional from £15.30/month billed yearly (£22.96 monthly); Team from £52.81/month billed yearly (£79.22 monthly), excluding tax. Checked 16 Oct 2026 at https://zapier.com/pricing. Make (best free option): Make's free plan includes 1,000 credits a month. Its paid plans are priced in USD only, with no £ price published (checked 16 Oct 2026).

Compare

• Make: no £ price published (US pricing only)
• Google Gemini: Free plan; Google AI Plus £4.49/month; Google AI Pro £18.99/month; Google AI Ultra from £79.99/month (checked 16 Oct 2026, Source)

What to do next

• Tidy the sheet your automation fills → Spreadsheets.
• Send actions from client calls automatically → Meeting notes.
• Get the free starter kit → /starter-kit.

Related: Zapier · Make