Automation platform comparison
Zapier vs DigitalStaff: When DIY Automation Isn't Enough
Zapier is fantastic for simple cloud integrations. But what about software that's not on Zapier? Legacy systems? Complex workflows? That's where we come in.
Works with anything
Legacy software, on-premise, no-API systems
Complex logic
Multi-step workflows with real business rules
Done for you
We build and maintain—you just use it
Quick comparison
| ⚡ Zapier | 🤖 DigitalStaff | |
|---|---|---|
| Best for | Simple triggers between cloud apps (Gmail → Sheets, Slack → Trello) | Complex workflows, legacy systems, and software without Zapier connectors |
| Supported software | 6,000+ cloud apps with official integrations | Any software—including on-premise, legacy, and no-API systems |
| Workflow complexity | Linear trigger → action chains, basic filters | Multi-step logic, conditionals, AI processing, error handling |
| Who builds it | You build it yourself (no-code) | We build it for you (done-for-you) |
| Maintenance | You fix it when it breaks | We monitor and maintain everything |
When Zapier is the right choice
Zapier is great—we're not here to bash it. Use Zapier when:
- ✓ Both apps have official Zapier integrations
- ✓ Your workflow is simple: "when X happens, do Y"
- ✓ You're comfortable building and debugging automations yourself
- ✓ Standard API integrations work for your use case
- ✓ You want to start immediately with no setup time
When DigitalStaff is the better fit
Come to us when Zapier can't do what you need:
- ✓ Your software isn't on Zapier (Sage 300, Viewpoint, Yardi, PCLaw, etc.)
- ✓ You need to automate desktop or on-premise applications
- ✓ Workflows require complex logic, AI, or multi-system orchestration
- ✓ You want someone else to build and maintain the automation
- ✓ Standard connectors don't handle your specific business rules
Not sure if Zapier can handle it?
Tell us what you're trying to automate. We'll honestly tell you if Zapier will work or if you need something custom.
Key differences
Software coverage
Zapier
Cloud apps with Zapier connectors only
DigitalStaff
Anything: legacy, on-premise, no-API
Workflow complexity
Zapier
Simple trigger-action patterns
DigitalStaff
Complex logic, conditionals, AI
Who does the work
Zapier
You build it (DIY)
DigitalStaff
We build it (done-for-you)
Maintenance
Zapier
You troubleshoot and fix
DigitalStaff
We monitor and maintain
Simple decision framework
Are both apps available on Zapier with the triggers/actions you need?
Is your workflow just "when X happens, do Y" (no complex logic)?
Do you have time to build and maintain automations yourself?
Real examples: when Zapier couldn't help
These companies tried Zapier first. It wasn't the right fit. Here's what we built instead.
Construction company
A contractor wanted to sync time entries from Procore to Sage 300 CRE. Sage isn't on Zapier (no API), so they were stuck with manual entry. We built file-based automation that extracts Procore data and imports to Sage automatically.
Result:
20 hours/week saved on timecard entry.
Law firm
A firm using PCLaw (on-premise, no API) wanted client intake automation. Zapier couldn't connect. We built an intake portal that syncs to PCLaw, runs conflict checks, and creates matters automatically.
Result:
50% faster client onboarding, PCLaw preserved.
Healthcare practice
A medical practice needed to check claim status across 20+ payer portals daily. No payer has Zapier integration. We built RPA bots that log into each portal, check statuses, and update their practice management system.
Result:
3 hours/day of portal work eliminated.
Stuck with software Zapier can't touch?
Legacy ERPs, on-premise systems, government portals, industry-specific software—we automate the stuff that doesn't have Zapier connectors. If a human can use it, we can probably automate it.