Zapier alternative for IT teams

The Zapier alternative for IT teams that doesn’t charge per flow run

Zapier is great for moving data between apps. For IT operations, you need more: offboarding, access requests, licence operations and approvals built from named Google Workspace Admin and Microsoft Entra ID actions — without API workarounds, lookup tables or a task meter that runs on every step. Zenphi has no per-user or per-run fees, and ZAIA, its AI workflow builder, only uses actions that actually exist.

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ZAIAMicrosoft Entra ID

You

When an employee leaves in our HR system, disable their Entra ID account, remove them from their groups and third-party apps, reclaim their licence and notify their manager.

Workflow built · every action validated

TriggerEmployee departs in HR systemHRIS
Entra IDDisable UserNative
Entra IDRemove Member from Group · each groupNative
Entra IDList User Application AssignmentsNative
Entra IDRemove User from Enterprise ApplicationNative
Entra IDRemove User LicenseNative
Entra IDGet ManagerNative
TeamsNotify manager and ITNative

Named actions only — no workaroundsNo per-run fees

Trusted by IT & operations teams at

Google Admin and Entra ID

Zapier vs Zenphi: the admin actions IT actually needs

Zapier has integrations for both Google Workspace Admin and Microsoft Entra ID. The difference is which administrative operations your team can pick as named, ready-made workflow steps — and which ones turn into custom API work. Action catalogues reviewed in October 2026.

Google Workspace and Microsoft Entra ID administrative actions in Zapier and Zenphi
IT administrative capability	Zapier · Google Admin	Zapier · Entra ID	Zenphi · Google Workspace	Zenphi · Entra ID
Create, find and update users	Native	Native	Native	Native
Disable or suspend users	Native suspend	Native disable	Native Suspend User and Sign Out User	Native disable / enable
Manage group membership	Native	Native	Native, including group settings	Native, including owners
Get a user’s manager for approvals	No dedicated action	No dedicated action	Native Find Manager (Directory)	Native Get Manager
Assign or revoke user licences	Native	No dedicated action	Native update, delete, find and list	Native assign / remove / list
Third-party app access	—	No dedicated action	Native list and remove connected apps	Native enterprise app assign and remove
Google Vault operations	No dedicated integration	—	Dedicated Vault actions	—
Authenticated API requests	API Request (Beta)	API Request (Beta)	HTTP / API step	HTTP / API step

Microsoft Entra ID in Zenphi 38 named actions

Expanded in September 2026 — users, managers, groups and owners, licences, deleted-object recovery and enterprise application assignments.

Find User
List Users
Invite User
Disable User
Enable User
Delete User
Reset User Password
Get Manager
Assign Manager
Remove Manager
List Direct Reports
Add Member to Group
Remove Member from Group
Add Owner to Group
Remove Owner from Group
Check User Group Membership
List User Groups
List Transitive User Groups
Find Group
List Groups
List Group Members
List Transitive Group Members
List Group Owners
List Deleted Users
List Deleted Groups
Restore Deleted Group
Assign User License
Remove User License
List User Licenses
List Tenant Licenses
Find Enterprise Application
List Enterprise Applications
Assign User to Enterprise Application
Remove User from Enterprise Application
Assign Group to Enterprise Application
Remove Group from Enterprise Application
List Enterprise Application Assignments
List User Application Assignments

Google Workspace in Zenphi 100+ named actions

Google Directory and Google Workspace administration — users, groups, licences, roles, organisational units, data transfer, devices, connected apps, Gmail and Drive settings, plus Google Vault.

Google Directory

Create User
Find User
Update User
Suspend User
Sign Out User
Delete User
Restore User
List Users
List Recently Deleted Users
Update User to Admin
Find Manager
List Direct Reports
Find Group
List Groups
Update Group
Update Group Settings
Find Group Member
List Group Members
Delete Group Member
Delete Alias
Find License
List Licenses
List User Licenses
Update License
Delete License
Create Role Assignment
Delete Role Assignment
List Roles
List Privileges
Find Organizational Unit
List Organizational Units
Update Organizational Unit
Transfer User's Data
List Data Transfers
Find Users Usage
List Activities

Google Workspace administration

List User's Connected Applications
Remove User's Connected Application
Disable 2-Step Verification
Generate Verification Code
List User's Devices
Take Action on Managed Mobile Device
Delete Managed Mobile Device
List User's Shared Files
List User's Shared Drives
List Drives Shared Externally
List Permissions for User
Delete Permission for User
Move Files/Folders for User
Create Gmail Delegate for User
Update Auto Forwarding for User
Update Gmail Vacation Settings for User
Create Calendar Delegate for User
Delete All User's Calendar Events
List User's Chat Spaces
Google Vault actions

AI workflow builders

AI that builds with real actions — and never asks you to upgrade for one that doesn’t exist

AI builders are only as good as the actions they use. In a documented October 2026 test, Zapier Copilot proposed a manager-lookup action for Entra ID and suggested upgrading to Professional to use it — then acknowledged the action didn’t exist. ZAIA, Zenphi’s AI workflow builder, validates every step against the live action catalogue before placing it on the canvas.

Zapier CopilotDocumented test · paraphrased

Look up the requester’s manager in Entra ID and send them the approval.

Use the Find User’s Manager action in Microsoft Entra ID. You’ll need to upgrade to Professional to continue.

Upgrade to Professional

Does that action exist in the Entra ID integration?

You’re right — there isn’t a direct Find User’s Manager action in the Entra ID integration.

ZAIALive action validation

Look up the requester’s manager in Entra ID and send them the approval.

TriggerAccess request submitted
Entra IDGet Manager
ApprovalManager approves in Teams or Outlook

Every action exists in the live catalogue · placed on the canvas

Pricing at IT volume

On Zapier, the bill grows with every run. On Zenphi, it doesn’t.

Zapier bills each successful external action as a task — writing a log entry, looking up a user, requesting an approval, changing a permission, sending a notification. Triggers and built-in tools such as Filter, Paths, Delay and Looping don’t count, but the actions that do the work do.

Take an external file-sharing review for 50 people over 21 working days, with four to six billable actions per sharing event. As sharing grows, so do the tasks — and the Zapier bill. Zenphi has no per-run or per-user fees, so the same workflow costs the same however often it runs.

ZapierBill follows billable actions

More events, more tasks, a higher plan or overage.

ZenphiSame price at any volume

Pricing follows the workflows you automate, not how often they run.

External sharing review · 50 people · tasks per month on Zapier

Zapier tasks per month for an external sharing review, 50 people, 21 working days
Shares per person per day	Sharing events	Tasks at 4 actions	Tasks at 6 actions
1	1,050	4,200	6,300
2	2,100	8,400	12,600
3	3,150	12,600	18,900
5	5,250	21,000	31,500

How the options compare

How Zenphi compares to Zapier for IT teams

Zapier’s strength is breadth — one of the largest app catalogues anywhere, and a fast way to wire up a simple trigger-action automation. The trade-off shows up when the work is an IT process: identities, permissions, licences, approvals and audit evidence across Google Workspace and Microsoft 365. Capabilities checked in October 2026.

Zenphi compared with Zapier
Dimension	Zenphi	Zapier
Best for	Multi-step IT processes — lifecycle, access, licences, approvals — across Google Workspace and Microsoft 365	Broad, simple automation across a very large app catalogue
App catalogue	300+ native integrations, plus HTTP / API steps	9,000+ apps — Zapier’s clear strength
Google Admin and Entra ID depth	Named actions incl. Get Manager, licences, enterprise apps, Google Vault	Google Admin users, groups, roles, licences; Entra ID users and groups
Approvals	Sequential, parallel and conditional, with reminders, delegation and escalation	Human in the Loop on paid plans; not within or after a Looping step
Bulk processing	Foreach and Parallel Foreach over Sheets or other collections	Looping by Zapier
AI in workflows	Gemini, OpenAI, Claude or your own models per step; lock models and system instructions centrally	AI steps and Agents; Bring Your Own Model on enterprise plans
AI workflow builder	ZAIA builds complete, ready-to-run workflows from a prompt — every step a real, validated action	Copilot drafts Zaps; can suggest premium apps or higher-tier features
Audit trail	Workflow and decision trail on every run; full audit-log history on Enterprise	Zap history; audit log on Team and Enterprise
HIPAA	BAA available on paid plans	Regulated health data not supported; no BAA
Pricing model	Per workflow — no per-user, per-tenant or per-run fees	Per task — each successful action counts

Use cases

What IT teams automate with Zenphi

Lifecycle

Onboarding and offboarding

Start from your HR system and run the whole sequence — accounts, groups, licences, file handover, mailbox export — in Google Workspace or Entra ID.

Google Admin automation

Access

Access requests with manager approval

Look up the manager natively, route the approval to Teams, Outlook, Gmail or Google Chat, then grant group, licence or app access.

Approval automation

Licences

Licence management

Assign, change and reclaim licences when people join, move or leave — and report on what’s allocated.

Licence workflows

Security

External sharing reviews

Detect external shares, ask the owner’s manager to approve, remind, then keep or remove access — with the decision recorded.

IT operations automation

Compliance

Google Vault retention and exports

Use dedicated Google Vault actions to retain and export a leaver’s data as part of offboarding or legal requests, without manual Vault sessions.

Vault workflows

Mixed estates

Google and Microsoft in one process

Run processes that cross Google Workspace and Microsoft 365 — for acquisitions, subsidiaries or migrations — with one set of approvals and one record.

Power Automate for Google

Automation with human oversight

High-stakes decisions stay with people

IT processes need decisions: who gets access, which licence, whether an external share stays. In Zenphi, approvers act with one click from Gmail, Outlook, Google Chat or Microsoft Teams, without opening another tab. Approvals can run in sequence or in parallel, with reminders, delegation and escalation.

Exceptions are routed too — errors or missing information go automatically to the right person, so nothing stalls silently.

Approve where people workGmail, Outlook, Google Chat or Teams
Manager found automaticallyNative Get Manager in Entra ID and Find Manager in Google Directory
Exception routingErrors and missing data go to the right owner
One decision trailRequester, approver, action and outcome in one record

Match the tool to the job

How to choose a Zapier alternative for IT

The best fit depends on where your work lives and how much process logic you need. Read the full comparison of Zapier alternatives for IT teams.

Simple app-to-app automation, widest catalogueZapier

Still an excellent fit for lightweight automations and long-tail SaaS integrations.

Visual automation with a different cost modelMake

The closest mainstream alternative, with detailed visual control over branching and iteration.

Self-hosting and infrastructure controln8n

For engineering-led teams willing to own hosting, upgrades and governance.

Microsoft-first estatesPower Automate

For organisations standardised on Microsoft licensing and tooling.

Identity-led lifecycle with Okta as the control planeOkta Workflows

When joiner-mover-leaver events start from Okta.

Broad SaaS lifecycle administrationBetterCloud

When the job is managing users and access across a large SaaS estate.

Governed IT processes across Google Workspace and Microsoft 365Zenphi

When the work involves user lifecycle, manager lookups, licence operations, approvals and audit evidence at volume — without per-user or per-run pricing.

Proven in production

See how IT and operations teams scale without the manual overhead

Home care

Saving 250+ hours a month in home care

A home care operator automated call transcription and analysis, cutting thousands of hours of manual work and reducing compliance risk.

Read the case study

IT Ops

Automating offboarding in Google Workspace

Deprovisioning, access removal and file handover run automatically across Google Admin — no manual checklist.

Read the case study

Approvals

Approval workflows for Google Workspace

Multi-stage approvals with escalation, routed and recorded end to end.

Read the post

Human support

Real people, ready when you need them

While other platforms push you through chatbots before you reach a person, Zenphi's Customer Success team responds directly — experts who understand Google Workspace and Microsoft 365 administration and can help you build or improve your workflows. Even though Zenphi is an AI platform, we believe some things should never be automated — like the way we support our customers.

No chatbots, ever
Workflow experts on every conversation
<1 h average first response

Talk to us

Team online now

<1 houraverage response time

5.0 ★★★★★support rating

Why customers love us

Real results from teams who trust Zenphi

Zenphi is used to automate multiple approval and self-service processes in Gordon Food Service. Just several months after implementation, our support ticket volume was reduced by 83%.

Jeff JohnsonEnd User Experience Lead, Gordon Food Service

Previously we were forced to outsource our workflow of invoice verification and processing overseas. With Zenphi, we were able to bring it back in-house, reduce our costs, and decrease our processing time significantly.

Josh CohenPresident, Tavezio

Zenphi allowed us to automate end-to-end our hiring and onboarding process, ensuring smooth communication and data management throughout the onboarding journey.

Kevin VacantiAdvanced HR Support Specialist, Purple Wave

Zenphi allows us to handle patient onboarding end-to-end. After switching to Zenphi, we reduced time-per-patient from 20 minutes to 3–4 minutes. A big plus is that Zenphi supports HIPAA-compliant deployments.

Delilah MittermaierOperations Manager, CIT Clinics

Of course, Zenphi has a learning curve — everything does. But it allows our non-technical team at the camp to automate the most mundane and task-heavy processes, like intake, document validation, communication, and more. So we can focus on the children instead of admin.

Matt KaufmanDirector at Camp Ramaquois

We automated incoming call transcription and analysis using Zenphi, saving thousands of hours of manual work for our team and significantly reducing compliance-related risks. Zenphi has become a backbone of our operations.

Parker WellsCOO, Care To Stay Home

Knowledge base

Zapier & automation platforms — frequently asked questions

Answers to the questions IT teams ask when comparing Zapier with other automation platforms, checking what it can do, and understanding its pricing.

Choosing an Automation Platform

Which automation tools like Zapier are worth testing?

It depends on what you're automating. Make offers a visual, canvas-based builder that handles branching well and tends to be cost-effective at higher volumes. Workato is an enterprise platform for connecting many business systems with heavier data transformation. n8n is open-source and self-hostable, which appeals to developer teams. Microsoft Power Automate is the natural fit inside the Microsoft ecosystem.

For IT teams, Zenphi is worth testing when the work involves Google Workspace Admin or Microsoft Entra ID — user onboarding and offboarding, access requests, licence operations and approvals. It has named actions such as Entra ID Get Manager, licence assignment and Google Vault, and it's no-code, so IT staff build workflows without a developer.

How does Zapier compare to other automation platforms?

Zapier's main strengths are one of the largest integration catalogues available and how quickly a non-technical user can build a simple trigger-action automation; pricing is based on the tasks you run. Make tends to be more economical at volume and more capable for visual branching. Workato targets enterprise integration with stronger data handling. n8n trades some ease of use for open-source flexibility. Microsoft Power Automate is strongest where the stack is already Microsoft.

Zenphi focuses on IT and operational processes across Google Workspace and Microsoft 365: native Google Admin and Entra ID actions, multi-step approvals and branching in a no-code canvas, a record of every step, and no per-user or per-run fees — useful for high-volume IT operations automation.

What alternatives to Zapier are there?

General-purpose automation platforms include Make, n8n and Pipedream (developer-oriented). Enterprise integration platforms include Workato and Tray. Ecosystem-native tools include Microsoft Power Automate. For lightweight consumer automations there's IFTTT. Identity-led options include Okta Workflows, and SaaS lifecycle tools include BetterCloud.

Zenphi is the alternative to consider for IT teams automating processes across Google Workspace and Microsoft Entra ID — provisioning, deprovisioning, access approvals, licence operations and Vault — built no-code and priced per workflow.

IT Administration

Does Zapier have a Get Manager action for Microsoft Entra ID?

Zapier's Microsoft Entra ID integration doesn't list a dedicated Get Manager action; its Find User action is different. A Microsoft Graph request may be possible through its API Request (Beta) action, with the right permissions.

Zenphi has a first-class Entra ID Get Manager action, so approvals can be routed to the requester's manager without custom API work. In Google Workspace, Zenphi's Find Manager action reads the manager from the directory.

Will upgrading to Zapier Professional unlock a Get Manager action for Entra ID?

No. In a documented test in October 2026, Zapier Copilot proposed a Find User's Manager action and suggested upgrading to Professional; when asked to verify, it acknowledged that no such Entra ID action existed. A paid plan enables the premium Entra ID integration, but it doesn't add an action that isn't in the catalogue.

Zenphi's ZAIA builds workflows only with actions that exist in the live Zenphi action catalogue — every step is validated before it's placed on the canvas, so you never pay to unlock a step that isn't there.

Can Zapier manage Microsoft Entra ID licences and enterprise application assignments?

Zapier's published Entra ID integration doesn't list dedicated actions for user licence assignment or enterprise application assignment. Its API Request (Beta) action may allow additional Microsoft Graph operations.

Zenphi's Entra ID actions include Assign User License, Remove User License, List User Licenses, Assign User to Enterprise Application and Remove User from Enterprise Application — all available as named, no-code steps.

Can Zapier manage Google Workspace users and licences?

Yes, to a meaningful extent. Zapier's Google Workspace Admin integration supports user and group actions, roles, suspension and deletion, plus licence assignment and revocation, and an API Request action for operations outside the named list.

Zenphi adds what IT teams often need next: Find Manager, Transfer User's Data, Sign Out User, List and Remove User's Connected Applications, managed mobile device actions, Shared Drive and permission reviews, and Google Vault actions — combined with multi-step approvals and a full decision trail.

Does Zapier support Google Vault automation?

A dedicated Google Vault integration doesn't appear in Zapier's public app catalogue. API-based approaches may exist, but they aren't the same as ready-made workflow actions.

Zenphi provides dedicated Google Vault actions, so retention and exports can be part of offboarding or legal-request workflows.

Capabilities & AI

Can Zapier be used for complex workflows?

To a point, yes. Zapier supports multi-step Zaps, Paths for branching, filters, delays, webhooks, looping and sub-Zaps, plus a Human in the Loop approval action on paid plans. Its limits show up with approvals inside bulk processes — Human in the Loop can't be placed within or after a Looping step — long-running processes with several human checkpoints, and workflows that need a full decision trail in one place.

Zenphi is built for that more complex end: sequential, parallel and conditional approvals with reminders and escalation, Foreach and Parallel Foreach over large lists, and step-level logging — all no-code, across Google Workspace and Microsoft 365.

Can I integrate AI tools with Zapier for smarter automation?

Yes. Zapier offers AI steps inside Zaps, Agents and Chatbots, and Bring Your Own Model options for enterprise organisations. Governance depth varies by plan and product.

In Zenphi, AI steps — Gemini, OpenAI, Claude or your own models — sit inside workflow rules, and administrators can lock model choice and system instructions centrally and see token usage. AI runs only on the steps that need it, so costs stay under control.

Does Zapier have approval workflows?

Yes. Zapier's Human in the Loop tool includes a Request Approval action on paid plans, with reminders and timeouts, and approve or reject events appear in the Team and Enterprise audit log. It can't be added within or after a Looping step, which matters for bulk IT processes.

Zenphi supports sequential, parallel and conditional approvals with reminders, delegation and escalation — and approvers act with one click from Gmail, Outlook, Google Chat or Teams.

Is Zapier HIPAA compliant?

Zapier's data-privacy documentation says regulated healthcare and medical data, including PHI, isn't supported, and that Zapier can't sign a Business Associate Agreement. Organisations handling PHI should confirm contractual terms directly before choosing any platform.

Zenphi is HIPAA compliant, with a BAA available on paid plans, and is ISO 27001 certified, GDPR compliant and CASA Tier 2 verified.

Pricing

What are the costs associated with using Zapier?

Zapier uses task-based pricing: a free tier with a limited monthly task allowance and two-step Zaps, and paid tiers that add tasks, multi-step Zaps, Paths and premium apps. Triggers and built-in tools such as Filter, Paths, Delay and Looping don't count as tasks, but each successful external action does — so cost grows with the billable work your workflows do. Check Zapier’s pricing page for current figures.

Zenphi doesn't charge per flow run or per user. Pricing is based on the workflows you automate, so costs stay predictable as volume grows — which matters for high-frequency IT operations automation.

What's Zapier enterprise pricing?

Zapier's enterprise plans are quoted rather than listed. Pricing generally depends on task volume, the number of users, and administrative and security features such as SSO, advanced admin controls and premier support. The underlying model still scales with task usage.

Zenphi enterprise costs don't rise with automation volume or headcount. Enterprise plans add full audit-log history and own-cloud deployment, on top of role-based access, approval gates, step logging and US, AU or EU data regions available on every tier.

Get started today

Running Zapier for IT work and hitting the ceiling?

Bring one process your team handles by hand — ideally the one with the awkward approval, user-lifecycle or admin path — and we’ll map how it runs as a Zenphi workflow across Google Workspace or Microsoft 365.

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