In this guide · 8 sections
- 01What a business automation actually costs
- 02Tool subscriptions: Zapier, Make and built-in options
- 03Worked example: does an automation pay for itself?
- 04Which processes to automate first
- 05Hidden costs and risks to plan for
- 06Grants for automation projects
- 07Do it yourself or get help?
- 08Frequently asked questions
Short answer
Expect a one-off build fee (from a few hundred dollars per simple workflow, more for custom integrations), a tool subscription (free tiers exist; Zapier Professional starts at US$19.99 a month), and upkeep when apps change. A workflow that saves a few hours a week usually pays back within months.
What a business automation actually costs
Every automation has the same three cost lines, whether you build it yourself or pay someone.
- Build (one-off)Mapping the process, building, testing and documentingYour time, or a fixed fee
- Automation toolZapier, Make, or scripts included with tools you already haveFree to about US$70/month
- Paid app featuresSome apps need a higher plan before they allow integrations or an APIVaries
- UpkeepFixing a step when an app changes its form, login or fieldsA few hours a year
- Message or AI costsWhatsApp templates, SMS or AI model calls are billed by the providerPer use
Third-party prices approximate, as of October 2026.
For a single workflow with a handful of steps, the build is usually the largest cost and the subscription the smallest. Costs rise with the number of apps involved, how messy the data is, and how much error handling you need.
Tool subscriptions: Zapier, Make and built-in options
The tools charge by usage. Zapier counts tasks; each step that moves data or completes an action uses one. Make counts credits; most actions use one credit each. Check how many runs your workflow will do in a month before you pick a plan.
| Tool | Free tier | Paid plans | Good for |
|---|---|---|---|
| Zapier | 100 tasks/month, two-step Zaps | Professional from US$19.99/month; Team from US$69/month | Simple, reliable app-to-app workflows |
| Make | 1,000 credits/month | Priced by credits per month | Multi-step, branching workflows at lower cost per step |
| Google Apps Script | Included with Google accounts | No separate fee | Automations inside Sheets, Gmail and Forms |
| Native app integrations | Often included | Sometimes needs a higher app plan | Two apps that already connect (e.g. Shopify to Xero) |
From Zapier's pricing page: Professional adds multi-step Zaps, premium apps and webhooks; Team adds shared workspaces, up to 25 users and SAML SSO. From Make's pricing page: credits replaced operations as the billing unit, unused credits expire at the end of the term, and scenarios stop running if credits run out.
Worked example: does an automation pay for itself?
Take a common case: website enquiries are copied by hand into a spreadsheet, then someone emails a reply and WhatsApps the sales person. The figures below are an example; replace them with your own.
| Item | Before | After automation |
|---|---|---|
| Enquiries per month | 120 | 120 |
| Staff minutes per enquiry | 6 | 1 (checking only) |
| Staff hours per month | 12 | 2 |
| Cost at S$25/hour | S$300/month | S$50/month |
| Tool subscription | None | About US$20/month |
Saving: about S$250 a month in staff time, less a tool subscription of about US$20, so a little over S$200 a month. A one-off build of S$390 pays back in about two months. The faster reply time to new leads is a bonus that is harder to price.
Use the same formula for any idea: hours saved per month x hourly cost - monthly running cost, then divide the build cost by that number to get the payback in months. If payback is longer than 12 months, the process may be too rare or too variable to automate yet.
Which processes to automate first
The best candidates are frequent, rule-based and annoying. Start with one, prove it works, then add the next.
Good first automations for an SME
Avoid automating a process that changes every week or that nobody has written down. Fix the process on paper first. For WhatsApp messages specifically, the official API has its own per-message charges; our WhatsApp Business API cost guide explains them.
Grants for automation projects
Enterprise Singapore's EDGE Grant supports listed single-function digital solutions under its Automation & Digitalisation area, generally at up to 50% for SMEs, paid back after you complete and claim. Small custom workflows on Zapier or Make are not usually listed solutions. Our EDGE Grant guide explains what is covered and how to apply; check eligibility before you commit to a vendor.
Do it yourself or get help?
A two-step workflow (form to spreadsheet, or new order to email) is a good DIY project on a free plan. Multi-step workflows with filters, error handling and several apps take longer to get right.
Workflow Automation (S$390 per workflow) builds one workflow of up to five steps on Make, Zapier or Google Apps Script in your own account, with error alerts and documentation. For integrations that no off-the-shelf tool handles, Custom Tool or Dashboard (from S$1,990) starts with a written scope and a fixed quote. If your idea involves AI answering customers, see our AI chatbot guide first.
Frequently asked questions
Zapier lists prices in US dollars. As of October 2026, the Free plan includes 100 tasks a month with two-step Zaps, Professional starts from US$19.99 a month with multi-step Zaps and premium apps, and Team starts from US$69 a month with shared workspaces and SSO. Prices rise with the number of tasks you need.
Often, for complex workflows, because Make bills by credits and most actions use one credit, while Zapier counts every action as a task. Make's free plan includes 1,000 credits a month. Compare by estimating how many steps run each month on each platform, and remember that Zapier is usually quicker to set up.
Multiply the hours saved each month by the hourly cost of the staff who did the work, then subtract the monthly tool cost. Divide the one-off build cost by that monthly saving to get the payback period in months. Add a little for upkeep, and treat faster response times as an extra benefit.
Start with frequent, rule-based tasks that annoy staff: logging website enquiries and sending acknowledgements, chasing overdue invoices, booking reminders and copying orders or payments into accounting. Automate one process, check it runs reliably for a month, then move to the next.