Zapier vs. Make.com — Which Automation Tool Should You Choose?
Two Automation Titans Enter the Ring: Which One Will Simplify Your Author Life?
Zapier or Make.com? It’s the automation showdown you didn’t know you needed. Think of them as the Batman and Iron Man of no-code tools. Both are powerful. Both get the job done. But which one’s better for your specific needs?
Spoiler alert: it’s not an either-or decision. These tools aren’t direct replacements for each other—they’re more like cousins who grew up in different neighborhoods. Zapier is dependable and straightforward, while Make.com is the creative tinkerer who thrives on complexity. And honestly? You might need both.
So, how do you figure out which one to use—and when? This week, we’ll take a closer look at what makes them different, where they shine, and why my own setup includes both. (And yes, we’ll get into the quirks that make each one a little frustrating but oh-so-useful.)
Zapier: The Gold Standard (With a Few Quirks)
Let’s start with Zapier, because it’s been the reigning champion of automation tools for a while now. And for good reason: it just works when it’s the right tool. If you need a tool that can connect all your favorite apps with minimal setup and maximum reliability, Zapier is the way to go.
Take my newsletter signup workflow as an example. I always start with my own Gravity Forms instead of the forms provided by email service providers (ESPs). Why? Because I believe in owning your tech stack. ESP forms are essentially rented land—if you ever switch platforms, you lose that data. By starting with my own forms, I ensure I’m always in control.
From there, Zapier steps in to handle the automation:
Email Verification: It checks new subscribers using X-Email Verify to ensure the address is deliverable. Since ESPs charge by the subscriber, this step saves me from paying for fluff or dead addresses while keeping my deliverability rates high.
Backup Data: Zapier then logs the subscriber’s details into a Google Sheet. This is my safety net in case of a catastrophe at my ESP (because let’s be honest—how many of us back up our subscriber lists regularly?).
Add to the ESP: Finally, Zapier sends the validated subscriber to my ESP, completing the workflow.
Zapier handles these workflows effortlessly.
Zapier is also my go-to for creating custom RSS feeds, aggregating content from various sources to power newsletters or other distribution channels. Make.com doesn’t offer custom RSS feeds, but it does have a couple killer features —reading Google Docs and getting images via the HTTP module.
See why it’s complicated?
Where Zapier really stands out for me is its advanced features like Tables, Chatbots, and Canvas, which we’ll dive into next week. These tools go beyond basic automation and let you build more robust systems for managing your author business. For instance, I use Tables for heavy-duty data management (it’s ridiculously fast) and Slack integrations, where Zapier excels at keeping my team updated in real time.
And then there’s Gmail. Since Make.com doesn’t have a Gmail module, Zapier is my go-to for sending transactional emails directly from my Gmail account. These 1:1 emails improve deliverability (because they’re personal and less likely to hit spam) and show up in my "Sent" folder—so I always have a record of what was sent.
That said, Zapier isn’t without quirks. Its task-based pricing means that if you’re running high-volume workflows, costs can creep up quickly. And while it handles some complex workflows beautifully, there are times when I hit a wall—like trying to build branching logic or manage parallel processes. That’s where Make.com comes in.
Make.com: The Creative Powerhouse
Make.com (formerly Integromat) is like the overachiever in your tech toolbox. It thrives on complexity and offers a visual, flowchart-style interface that lets you see exactly how your workflows connect. If Zapier is a checklist that checks itself, Make.com is a mind map come to life.
I turn to Make.com when my workflows get… messy. For instance, my social media automation system is a masterpiece of branching logic and multi-step processes, and Zapier just can’t handle that level of nuance. Here’s how it works:
Make.com pulls content from my Airtable base, generates captions using AI, and fetches images from Pexels or custom prompts in Leonardo.ai.
It processes all this data into ready-to-go social media posts for X, Instagram, Threads, Facebook, and TikTok—each tailored for its platform.
It then uses Airtable to schedule these posts, merging the visuals and captions into final images based on my templates.
This system is the epitome of "set it and forget it"—and Make.com makes it possible because of its flexibility and cost-effectiveness. Unlike Zapier, which charges for every individual task, Make.com groups actions into operations, making it more affordable for heavy-duty workflows.
That said, Make.com has its own set of quirks. For example, it doesn’t handle lookup results in tables as cleanly as Zapier does, and its integrations with Slack are a bit clunky. It’s also worth mentioning that while both tools offer AI helpers, neither is particularly strong in this area—so I still rely on external tools like OpenAI for more advanced tasks.
Why Not Both?
Here’s the thing: you don’t have to choose just one. In fact, my own automation setup uses Zapier and Make.com side by side, depending on the task.
For example, I might use Zapier to handle the trigger—say, when someone fills out a form on my website or signs up for my newsletter. Zapier then passes the data to Make.com, which takes over for the heavy lifting, like processing the data, generating responses, and scheduling follow-ups.
This hybrid approach gives me the best of both worlds: Zapier’s reliability for straightforward tasks, and Make.com’s flexibility for everything else. And while it might seem overwhelming at first, the real magic happens when you start experimenting with both tools and discovering what works for you.
My Verdict: Trial and Error Wins the Day
Automation isn’t one-size-fits-all. The tools you choose will depend on your workflows, your goals, and sometimes just personal preference. The best way to figure it out? Start with a specific task or project, try both tools, and see which one fits better.
You’ll probably find that Zapier is your go-to for tools with Zapier-forward integrations (like VistaSocial) and for anything involving Slack, WordPress, or WooCommerce. Make.com, on the other hand, is a lifesaver for multi-step workflows, advanced logic, and scaling complex processes.
Masterclass Replay Available!
If you missed last week’s Automations Masterclass, the replay is now live! I break down real-world workflows, including pulling stock images, creating captions with AI, and managing multi-platform campaigns. Watch it here: https://indieauthortraining.com/courses/automations-masterclass/.
Next Week: Zapier’s Hidden Superpowers
We’ll go deep into Zapier’s Tables, Chatbots, and Canvas—features that can completely transform the way you manage your author workflows. If you think Zapier’s just for simple automations, next week will blow your mind.
Until then, happy automating!