Automation tools have become essential for small and mid-sized businesses: forms that create CRM contacts, orders that trigger shipping labels, leads that are qualified and contacted automatically. The three names that come up most are Zapier, Make and n8n. We build most of our automation projects on self-hosted n8n, but we also work with clients who already use Zapier or Make.
This comparison is based on our experience. We have delivered a limited number of automation projects, so there are no statistics here.
The short version
- Zapier: easiest to start, huge library of integrations, costs grow with volume.
- Make: more visual and flexible than Zapier for multi-step logic, usage-based pricing.
- n8n: most control, can be self-hosted, handles complex logic and code, needs technical care.
Where self-hosted n8n wins
Data control
With self-hosting, data flows through a server the client controls, for example in the EU. For businesses handling personal data, this simplifies data protection questions.
Complex logic
n8n handles branching, loops, custom code, sub-workflows and error workflows comfortably. Our lead generation engines – trigger, lead source API, AI qualification, enrichment, storage and outreach – would be awkward and expensive in simpler tools.
Running costs at volume
Hosted tools charge per task or operation. Workflows that process thousands of items per day can become expensive. Self-hosted n8n costs the server and maintenance, regardless of the number of executions.
Custom integrations
When a service has an API but no ready-made connector, n8n's HTTP and code nodes make integration straightforward.
Where Zapier or Make win
Speed to start
A simple automation – form to spreadsheet, new customer to email list – can be live in minutes in Zapier, without any server.
No infrastructure
Nothing to host, update, back up or monitor.
Non-technical users
Marketing or office staff can build and adjust simple automations themselves.
Breadth of ready connectors
Zapier in particular has connectors for almost every SaaS tool.
What self-hosting really involves
Clients sometimes underestimate this part. A self-hosted n8n instance needs:
- A server, typically running n8n in Docker behind a reverse proxy with SSL
- Regular updates of n8n and the server
- Backups of workflows and credentials
- Monitoring and alerts
- Someone who understands it when something breaks
We set this up and can maintain it, but it is a real ongoing responsibility.
Comparison
| Zapier | Make | Self-hosted n8n | |
|---|---|---|---|
| Ease of start | Very easy | Easy | Needs setup |
| Complex logic | Limited | Good | Very good |
| Custom code | Limited | Some | Full |
| Hosting | Vendor | Vendor | Your server |
| Data location | Vendor's infrastructure | Vendor's infrastructure | Your choice |
| Cost at high volume | High | Medium | Low (plus maintenance) |
| Maintenance | None | None | Yours or ours |
| Best for | Simple, low-volume automations | Mid-complexity workflows | Complex, high-volume, data-sensitive workflows |
How we choose for clients
- A few simple automations, low volume, no technical staff: Zapier or Make.
- Existing Zapier or Make setup that works: keep it, and only move workflows that are expensive or hitting limits.
- Complex workflows with AI, APIs and data processing: n8n.
- Sensitive data or strict data location requirements: self-hosted n8n.
- High volume: n8n, to control costs.
Lessons regardless of tool
- Error handling is essential. Every tool can fail silently if you let it. Set up alerts for failed runs.
- Minimise paid API calls. Filter early, enrich late, cache results.
- Document workflows. Name steps clearly and write down what each workflow does and who owns it.
- Build and test before going live. We build in our environment first, then migrate to the client's server.
- Keep credentials secure. Use the tool's credential store, never hard-code keys in steps.
A typical mixed setup
Many clients end up with a combination. Marketing keeps a handful of simple Zapier or Make automations they can adjust themselves – newsletter signups, notification messages, a spreadsheet log. The heavier workflows – lead engines with AI steps, order processing, data syncs between business systems – run on self-hosted n8n, maintained by us. That split keeps simple things simple and puts the complex, costly or sensitive workflows where they can be controlled.
Costs to compare honestly
When comparing, include all costs: subscription or usage fees for hosted tools; server, updates, backups and support hours for self-hosted n8n; and the paid APIs every workflow calls regardless of platform, such as data enrichment or AI models. In our projects, the API costs often matter more than the platform itself, which is why we design workflows to call paid services only when needed.
Migrating between tools
Moving from Zapier or Make to n8n is a rebuild, not an export. The logic can be recreated, often more cleanly, but each workflow must be tested again. We usually migrate the most expensive or most complex workflows first and leave simple ones where they are.
FAQ
Is n8n free?
The self-hosted community edition can be used without licence fees for many use cases, but you pay for the server and maintenance. Check the licence terms for your use.
Can non-developers use n8n?
For simple workflows, yes. Complex workflows with code and APIs benefit from technical skills.
Can you maintain our self-hosted n8n?
Yes. We handle updates, backups, monitoring and fixes as part of a support arrangement.
Which process should we automate first?
A repetitive, rule-based task that happens often and costs real time, such as lead routing or data entry between two tools. Start small, measure, then extend.
Can AI output go live without review?
Not in our projects. AI-drafted texts, lead scores or images are always reviewed and confirmed by a person before they are used.
Planning a automation project?
If you want a realistic plan for your own project, book a short call with our team and we will walk you through the phases, what we need from you and where projects like yours usually lose time. You can also browse finished work in our automation portfolio.
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