n8n vs Zapier

You're looking to automate your workflows but can't decide between n8n and Zapier? You're not alone. These two platforms dominate the no-code automation space and choosing the right one impacts your productivity and budget.

Both tools connect your favorite apps and services without writing code. Zapier leads the market with its user-friendly interface and massive app library. n8n offers a powerful open-source alternative with self-hosting options and advanced customization features.

Your choice depends on several factors: technical expertise, budget constraints, data privacy requirements and workflow complexity. This comparison breaks down the key differences to help you make an informed decision.

What Are N8n and Zapier?

N8n and Zapier are workflow automation platforms that connect your apps and automate repetitive tasks without coding. Both platforms serve as integration bridges between different software tools but operate with distinct approaches and capabilities.

Understanding N8n

N8n is an open-source workflow automation tool that you can self-host or use through their cloud service. The platform operates on a node-based visual editor where you connect different services through workflows.

You gain complete control over your data with n8n's self-hosting option. The platform runs on your own servers if you choose the self-hosted version. N8n supports over 400 integrations including popular services like Google Sheets, Slack, and MySQL.

Key characteristics of n8n include:

• Open-source architecture: Access and modify the source code on GitHub
• Self-hosting capability: Install on your own infrastructure using Docker or npm
• Fair-code license: Free for personal and commercial use with revenue restrictions
• Visual workflow editor: Create complex automations with branching logic and loops
• Code flexibility: Write custom JavaScript or Python functions within workflows

The platform charges based on workflow executions in the cloud version. Self-hosted instances remain free regardless of usage volume. N8n's pricing starts at $20 per month for 2,500 workflow executions.

Understanding Zapier

Zapier is a cloud-based automation platform that connects over 6,000 apps through pre-built integrations. You create automated workflows called "Zaps" using a step-by-step builder interface.

The platform focuses on accessibility for non-technical users. Zapier handles all infrastructure and maintenance through its cloud-only model. You access the platform entirely through web browsers without installation requirements.

Core features of Zapier include:

• Extensive app library: Connect 6,000+ apps including Salesforce, HubSpot, and Microsoft 365
• Template gallery: Access 100,000+ pre-made workflow templates
• Multi-step workflows: Build automations with up to 100 steps per Zap
• Built-in tools: Use formatters, filters, and paths without external apps
• Team collaboration: Share workflows and manage permissions across organizations

Zapier operates on a task-based pricing model. Each successful action in your workflow counts as one task. Plans start at $19.99 per month for 750 tasks with access to premium apps and multi-step Zaps.

Key Features Comparison

Both n8n and Zapier offer distinct capabilities that cater to different automation needs. Understanding their core features helps you determine which platform aligns with your workflow requirements and technical expertise.

Workflow Automation Capabilities

n8n provides visual workflow building with unlimited steps per workflow. You can create complex branching logic using IF/ELSE conditions and loop through data arrays without restrictions. The platform supports error handling nodes that catch failures and route them to alternative paths. You can execute JavaScript or Python code directly within workflows for custom logic.

Zapier limits workflows based on your subscription tier. Starter plans allow 20 steps per Zap while higher tiers remove this restriction. Multi-step Zaps connect multiple apps in sequence with filters and formatters between steps. Path branching lets you create conditional logic but requires a Professional plan or above. Code steps using JavaScript or Python are available on paid plans only.

Execution differences:

• n8n executes workflows in real-time with sub-second processing
• Zapier processes tasks in 1-15 minute intervals depending on your plan
• n8n allows manual workflow triggers for testing at any time
• Zapier limits manual triggers to 10 per hour on free plans

Available Integrations and Apps

Zapier connects with 6,000+ applications through pre-built integrations. Popular apps like Gmail, Slack, Salesforce, and HubSpot work instantly without configuration. The platform adds 100+ new integrations monthly based on user requests.

n8n offers 400+ native integrations with major platforms. You can connect to any API endpoint using HTTP request nodes even without official integrations. The open-source community contributes custom nodes regularly through the n8n store.

Integration quality factors:

• Zapier integrations undergo rigorous testing before release
• n8n allows direct database connections (MySQL, PostgreSQL, MongoDB)
• Zapier requires premium apps for enterprise software access
• n8n supports GraphQL and SOAP protocols natively

User Interface and Ease of Use

Zapier uses a linear step-by-step builder. You add triggers and actions by selecting from dropdown menus. The interface guides you through each configuration with tooltips and examples. Testing happens automatically after each step completion.

n8n displays workflows as flowcharts on a canvas. You drag and drop nodes to build automations visually. Connections between nodes show data flow explicitly. The interface requires more initial learning but offers greater visibility of complex workflows.

Learning curve comparison:

• Zapier takes 30 minutes to create your first automation
• n8n requires 2-3 hours to understand the node-based system
• Zapier provides 24/7 chat support for all paid users
• n8n relies on community forums and documentation
• Zapier includes pre-built templates for 1,000+ use cases
• n8n lets you zoom in/out to view entire workflows
• Zapier shows task history in a simple list format
• n8n provides execution logs with detailed error messages

Pricing Models

Both n8n and Zapier offer different pricing approaches that affect your automation budget. N8n provides flexible options including free self-hosting while Zapier operates on a task-based subscription model.

N8n Pricing Structure

N8n offers three pricing options: self-hosted (free), cloud starter ($20/month), and cloud pro ($50/month). The self-hosted version gives you complete control without monthly fees if you manage your own infrastructure.

Cloud pricing depends on workflow executions rather than tasks. The starter plan includes 2,500 workflow executions monthly and supports 5 active workflows. The pro plan increases limits to 10,000 executions and unlimited workflows.

You pay nothing extra for adding team members on self-hosted instances. Cloud plans charge $20 per additional user beyond the first user included in your subscription.

Enterprise pricing starts at $120/month and includes advanced features like SSO, custom data retention, and dedicated support. Contact n8n directly for custom execution limits above 10,000 monthly.

Zapier Pricing Structure

Zapier structures pricing around tasks - each successful action in your workflows counts as one task. The free plan allows 100 tasks monthly with single-step Zaps between two apps.

Paid plans start at $19.99/month for 750 tasks. The Starter plan supports multi-step Zaps up to 3 steps and includes premium app connections. The Professional plan ($49/month) provides 2,000 tasks and unlimited Zap steps.

Task overages cost $0.04 per task on the Starter plan and $0.02 on Professional plans. Annual billing saves you 33% compared to monthly payments.

Team plans begin at $69/month and include shared workspaces, user permissions, and shared app connections. Enterprise options add features like advanced admin controls, custom data retention policies, and SAML SSO authentication.

Technical Requirements and Hosting Options

Your choice between n8n and Zapier depends significantly on technical requirements and deployment preferences. Each platform offers distinct hosting approaches that affect control, maintenance responsibilities, and infrastructure costs.

Self-Hosting vs Cloud-Based Solutions

N8n provides two deployment options: self-hosting on your infrastructure or using their cloud service. Self-hosted n8n runs on Docker containers, Kubernetes clusters, or bare metal servers. You maintain complete control over your data, workflows, and system resources. The self-hosted version requires 2GB RAM minimum and supports PostgreSQL, MySQL, or SQLite databases.

Zapier operates exclusively as a cloud-based service. You access the platform through web browsers without managing servers or databases. All workflow processing happens on Zapier's infrastructure across multiple data centers. Your workflows run on shared resources with guaranteed uptime of 99.9% according to their service level agreement.

Technical Expertise Needed

N8n self-hosting demands intermediate technical skills. You configure Linux environments, manage Docker containers, and troubleshoot server issues. Database administration knowledge helps optimize performance for high-volume workflows. You handle SSL certificates, firewall rules, and network configurations.

N8n cloud reduces technical requirements to basic workflow design skills. You focus on building automations while n8n handles infrastructure. JavaScript knowledge enhances your ability to create custom nodes and complex data transformations.

Zapier requires minimal technical expertise. You connect apps through point-and-click interfaces without coding. The platform guides you through each integration step with pre-built templates. Advanced features like webhooks and formatter steps benefit from basic API understanding.

• Basic automations (email notifications, form submissions): Zapier requires zero coding
• Complex workflows (conditional logic, data processing): n8n benefits from JavaScript knowledge
• Custom integrations (proprietary APIs, legacy systems): n8n self-hosted needs programming skills
• Enterprise deployments (compliance, security): n8n self-hosted demands DevOps expertise

Performance and Scalability

Performance and scalability determine how effectively your automation platform handles growing workloads and complex processes. Both n8n and Zapier approach these challenges differently through their architectural designs and resource allocation strategies.

Workflow Limits and Execution Speed

N8n processes workflows without imposing hard limits on the number of steps you can include. You can create workflows with 50, 100, or even 500 nodes if your use case requires such complexity. Self-hosted n8n instances execute workflows as fast as your server resources allow. Cloud-hosted n8n processes standard workflows in 1-3 seconds and complex workflows with multiple API calls in 5-10 seconds.

Zapier restricts workflow complexity based on your subscription tier:

N8n executes workflows in real-time when triggered through webhooks. Your workflows run immediately upon receiving data. Zapier processes most workflows on scheduled intervals ranging from 1 to 15 minutes depending on your plan.

Memory allocation differs significantly between platforms. N8n self-hosted instances use RAM based on your server specifications—a workflow processing 10,000 records typically requires 2-4GB RAM. Zapier manages memory internally and limits data processing to 10MB per task execution.

Enterprise-Ready Features

N8n provides enterprise deployment options through dedicated instances and on-premises installations. You control the infrastructure, security protocols, and compliance measures. Organizations processing sensitive data often choose n8n for its ability to run entirely within private networks.

Zapier offers enterprise features through its Company and Enterprise plans:

• Single Sign-On (SSO) integration with providers like Okta and Azure AD

• Advanced admin controls for team management

• Custom data retention policies

• Priority support with dedicated account managers

• Service Level Agreements (SLA) guaranteeing 99.95% uptime

N8n's enterprise capabilities focus on customization and control:

• Custom node development for proprietary systems

• Direct database connections to PostgreSQL, MySQL, and MongoDB

• Load balancing across multiple instances

• Custom authentication methods

• White-labeling options for agencies

High-availability configurations work differently on each platform. N8n requires you to set up redundant instances and configure load balancers yourself. You manage failover mechanisms and backup strategies. Zapier handles redundancy automatically across its global infrastructure.

Audit logging and compliance features vary between platforms. N8n logs all workflow executions to your chosen storage system—you decide retention periods and access controls. Zapier maintains audit logs for 90 days on Team plans and 365 days on Enterprise plans. Both platforms support GDPR compliance but implement it differently based on their hosting models.

Pros and Cons

Each platform brings distinct strengths and limitations that impact your automation workflow design and execution. Understanding these differences helps you align platform capabilities with your specific automation requirements.

Advantages of N8n

N8n's open-source architecture provides complete control over your automation infrastructure. You own your data and can modify the source code to meet specific requirements.

Cost-effective scaling: Self-hosted deployments eliminate recurring fees for unlimited workflows. Cloud plans start at $20 monthly for 2,500 executions compared to Zapier's task-based pricing.

Technical flexibility: Write JavaScript or Python code directly within workflow nodes. Access raw API responses and manipulate data using custom functions.

Unlimited workflow complexity: Build workflows with infinite steps and branching logic. Create nested loops and conditional paths without tier restrictions.

Data privacy control: Host on your servers to maintain complete data sovereignty. Process sensitive information without third-party data exposure.

Real-time execution: Workflows run immediately upon trigger activation. Webhooks process incoming data within milliseconds rather than scheduled intervals.

Custom integrations: Connect to any API endpoint using HTTP request nodes. Build proprietary integrations without waiting for official support.

Advantages of Zapier

Zapier's extensive ecosystem connects 6,000+ applications through pre-built integrations. Popular business tools like Salesforce, HubSpot, and Slack work instantly without configuration.

User-friendly interface: Step-by-step builder guides you through workflow creation. No coding knowledge required to automate complex business processes.

Rapid deployment: Create working automations in under 5 minutes. Pre-configured templates accelerate common workflow patterns.

Managed infrastructure: Zero server maintenance or security updates needed. Automatic scaling handles traffic spikes without intervention.

Built-in app authentication: OAuth connections simplify app authorization. Credentials store securely without manual token management.

Enterprise reliability: 99.95% uptime SLA guarantees consistent performance. Automated failover systems prevent workflow interruptions.

Extensive documentation: Detailed guides cover every integration feature. Active community forum provides solutions to common challenges.

Compliance certifications: SOC 2 Type II and GDPR compliance built-in. Enterprise plans include advanced security features like SSO and audit logs.

Which Platform Should You Choose?

Your choice between n8n and Zapier depends on your technical skills, budget constraints, and workflow requirements. Each platform excels in specific scenarios that match different organizational needs.

Best Use Cases for N8n

N8n fits organizations that prioritize data control and technical customization. You achieve optimal results with n8n when your workflows require complex logic and conditional branching.

Technical teams benefit from n8n when they:

• Build multi-step workflows with 20+ nodes
• Process sensitive customer data on-premises
• Create custom API integrations for proprietary systems
• Execute workflows in real-time without delays
• Scale beyond 10,000 monthly executions

Small startups save $500-2,000 monthly by self-hosting n8n instead of paying for enterprise automation tools. Development agencies use n8n to create client-specific workflows with custom JavaScript functions embedded directly in automation nodes.

Healthcare organizations choose n8n for HIPAA compliance through self-hosted deployments. Financial institutions run n8n on private servers to maintain PCI DSS standards while processing payment data.

Your team gains advantages with n8n if you have:

• Linux server administration experience
• JavaScript or Python programming knowledge
• Complex data transformation requirements
• Budget limitations under $100 monthly
• Regulatory compliance obligations

Best Use Cases for Zapier

Zapier serves non-technical users who value quick deployment and minimal maintenance. You experience immediate productivity gains with Zapier's pre-built templates and guided setup process.

Marketing teams excel with Zapier when they:

• Connect mainstream SaaS tools like Salesforce, HubSpot, and Mailchimp
• Create simple 2-5 step automations
• Deploy workflows within 10 minutes
• Access 6,000+ app integrations
• Require 99.9% uptime guarantees

E-commerce businesses automate order processing between Shopify, QuickBooks, and shipping providers using Zapier's native connectors. Content creators sync social media posts across Instagram, Twitter, and LinkedIn through Zapier's built-in scheduling features.

Sales teams reduce manual data entry by 3-5 hours weekly through Zapier automations between CRM systems and email platforms. Customer support departments connect Zendesk tickets to Slack notifications in under 2 minutes using Zapier templates.

• Limited technical resources
• Standard business applications
• Simple linear workflows
• Budget flexibility above $50 monthly
• Immediate automation needs

Conclusion

Your choice between n8n and Zapier ultimately comes down to your team's technical capabilities and business priorities. If you value complete control over your data and need complex workflow logic without breaking the bank then n8n's open-source flexibility makes it the stronger choice.

However if you're looking for immediate results with minimal technical overhead then Zapier's vast integration library and intuitive interface will get you up and running faster. Small businesses and marketing teams often find Zapier's simplicity worth the premium pricing while development teams and data-conscious organizations gravitate toward n8n's customization potential.

Consider starting with free trials of both platforms to test them against your actual workflows. You'll quickly discover which interface feels more natural and whether you need advanced features like custom code execution or if pre-built integrations meet your needs.

Remember that you're not locked into either platform forever. Many organizations successfully migrate between automation tools as their needs evolve so focus on solving today's challenges while keeping future scalability in mind.

Frequently Asked Questions

What is the main difference between n8n and Zapier?

N8n is an open-source workflow automation tool that can be self-hosted, offering complete data control and unlimited workflow complexity. Zapier is a cloud-based platform with over 6,000 app integrations and a user-friendly interface designed for non-technical users. The choice depends on whether you prioritize technical flexibility and data privacy (n8n) or ease of use and extensive pre-built integrations (Zapier).

How much does n8n cost compared to Zapier?

N8n offers a free self-hosted version, with cloud plans starting at $20/month for 2,500 workflow executions. Zapier has a free plan for 100 tasks monthly, with paid plans starting at $19.99/month for 750 tasks. N8n charges based on workflow executions, while Zapier uses a task-based pricing model, making n8n potentially more cost-effective for complex workflows.

Can I self-host either platform?

Only n8n offers self-hosting capabilities, allowing you to run it on your own infrastructure for complete data control and privacy. Zapier operates exclusively as a cloud-based service with no self-hosting option. Self-hosting n8n requires intermediate technical skills but provides unlimited workflow executions without additional costs.

Which platform is better for non-technical users?

Zapier is significantly better for non-technical users with its intuitive step-by-step builder interface and minimal setup requirements. It handles all technical infrastructure and offers guided workflow creation. N8n requires more technical knowledge, especially for self-hosting, and has a steeper learning curve with its visual flowchart approach.

How many app integrations does each platform support?

Zapier leads with over 6,000 pre-built app integrations, covering most popular business applications. N8n supports 400+ native integrations but compensates with the ability to create custom API connections and write custom code within workflows. Your choice should depend on whether you need specific pre-built integrations or flexibility for custom connections.

Which platform should I choose for handling sensitive data?

N8n is the better choice for sensitive data handling due to its self-hosting option, which keeps all data on your infrastructure. This provides complete control over data privacy and helps meet regulatory compliance requirements like GDPR. Zapier stores data on its cloud servers, which may not suit organizations with strict data residency or privacy requirements.