n8n vs Zapier: The Complete Comparison for Teams Ready to Scale

Zapier’s pricing model is designed to punish your success. The more you automate, the more you pay. Not linearly, but exponentially. What starts as a reasonable $20/month can balloon to $500+ before you realize what happened.

This isn’t opinion. It’s math. And understanding this math is the difference between automation that scales your business and automation that drains your budget.

The Hidden Cost Problem

Most Zapier comparisons show you price tables. They don’t show you how Zapier counts “tasks” versus how n8n counts “executions.” This distinction matters more than any feature comparison because it determines whether your automation investment compounds in your favor or against you.

The math that matters: A 10-step workflow running 1,000 times monthly costs 10,000 tasks in Zapier but only 1,000 executions in n8n. Same work, dramatically different billing.

Two Fundamentally Different Philosophies

Zapier is a consumer SaaS that prioritizes simplicity. Everything runs on their cloud. You pay per task. The interface holds your hand through every step. It’s designed for people who want automation without thinking about infrastructure.

n8n is an open-source workflow tool that prioritizes control and flexibility. You can self-host it for free, run unlimited executions, and access features that Zapier reserves for enterprise tiers. It’s designed for people who want automation they actually own.

Neither philosophy is wrong. But they serve different needs at different stages of business growth. Understanding which fits your trajectory saves thousands of dollars and countless hours of frustration.

What You’ll Learn

How task-based vs execution-based pricing actually works (with real numbers)
The true cost comparison at different automation volumes
AI and LLM integration capabilities on both platforms
When self-hosting makes financial sense
Data security and compliance considerations
What migration actually requires
A decision framework based on your specific situation
Answers to the questions real users ask

Quick Comparison: n8n vs Zapier at a Glance

Factor	n8n	Zapier
Pricing Model	Per execution (or free self-hosted)	Per task (each action counts)
Self-Hosting	Yes (free, unlimited)	No
Open Source	Yes (fair-code license)	No
Integrations	500+ native, unlimited via HTTP	7,000+ native apps
AI/LLM Support	Native nodes (OpenAI, Anthropic, LangChain)	Limited AI actions
Code Support	Full JavaScript/Python	Code by Zapier (limited)
Sub-Workflows	Yes	No
Error Handling	Advanced (custom paths, retries)	Basic
Learning Curve	Moderate (1-2 hours to start)	Easy (15-30 minutes)
Best For	Technical teams, complex workflows, scale	Non-technical users, simple automations

The verdict: n8n wins for growing businesses that need cost control, flexibility, and advanced capabilities. Zapier wins for quick, simple automations where time-to-value matters more than long-term cost.

The Pricing Deep Dive: Tasks vs Executions

This section alone could save you thousands of dollars. Understanding how each platform counts usage is the foundation of every cost decision.

How Zapier Counts Tasks

Zapier charges per “task.” A task is any action that successfully executes in your Zap. The trigger doesn’t count, but every subsequent step does.

Example: Lead enrichment workflow

Trigger: New form submission (free)
Action: Look up company in Clearbit (1 task)
Action: Create contact in HubSpot (1 task)
Action: Add to Mailchimp list (1 task)
Action: Send Slack notification (1 task)

Total: 4 tasks per form submission

If you receive 500 form submissions monthly, that’s 2,000 tasks just for this one workflow. Zapier’s Professional plan includes 2,000 tasks. You’ve used your entire monthly allowance on a single automation.

Now add loops. If your workflow processes a table with 50 rows, each row execution counts separately. A 5-action Zap processing 50 rows uses 250 tasks per run.

How n8n Counts Executions

n8n charges per “execution.” An execution is one complete workflow run, regardless of how many nodes it contains.

The same lead enrichment workflow in n8n:

Trigger: Webhook receives form data
Node: HTTP Request to Clearbit
Node: HubSpot create contact
Node: Mailchimp add subscriber
Node: Slack send message

Total: 1 execution per form submission

500 form submissions = 500 executions. Not 2,000.

For self-hosted n8n, even this doesn’t matter. Executions are unlimited. You pay only for your server.

Real Cost Scenarios

Let’s calculate actual costs for realistic business scenarios:

Scenario 1: Small E-commerce (1,000 orders/month)

Order workflow: New order → Update inventory → Send confirmation → Notify warehouse → Update CRM (4 actions)

Platform	Calculation	Monthly Cost
Zapier	1,000 orders × 4 tasks = 4,000 tasks	$49/mo (Professional) + overage
n8n Cloud	1,000 executions	$20/mo (Starter)
n8n Self-Hosted	Unlimited	~$10-20/mo (VPS)

Savings with n8n: $29-39/month minimum

Scenario 2: Growing SaaS (5,000 events/month)

User activity workflow: Event triggered → Segment users → Update analytics → Trigger campaigns → Log to database (4 actions)

Platform	Calculation	Monthly Cost
Zapier	5,000 × 4 = 20,000 tasks	~$100-200/mo
n8n Cloud	5,000 executions	$50/mo (Pro)
n8n Self-Hosted	Unlimited	~$20-40/mo

Savings with n8n: $50-160/month

Scenario 3: Agency/Enterprise (50,000 workflows/month)

Multiple client workflows averaging 6 actions each.

Platform	Calculation	Monthly Cost
Zapier	50,000 × 6 = 300,000 tasks	Enterprise pricing ($500-1,500+/mo)
n8n Cloud	50,000 executions	Enterprise (~$200-400/mo)
n8n Self-Hosted	Unlimited	~$50-100/mo

Savings with n8n: $300-1,400/month

At scale, the savings fund entire positions on your team. We’ve helped businesses cut automation costs by 70-90% through Zapier to n8n migration.

The Compound Effect

The pricing difference compounds in three ways:

1. Workflow complexity increases over time. Simple 3-step Zaps become 10-step workflows with error handling and branching. Each added step multiplies your Zapier bill.

2. Automation adoption spreads. Success with one workflow leads to more workflows. The team that started with 5 Zaps now runs 50. Each workflow multiplies the task count.

3. Volume grows with your business. More customers, more orders, more events. The automations that served 100 customers now serve 1,000. Ten times the tasks.

In Zapier, all three factors multiply your costs. In n8n (especially self-hosted), your costs stay relatively flat while capability grows.

Feature Comparison: Beyond the Basics

Raw feature lists don’t tell the story. Here’s what actually matters when building production workflows.

Workflow Building

Capability	n8n	Zapier
Visual editor	Canvas-based, unlimited nodes	Linear step builder
Branching logic	Unlimited branches, complex conditions	Limited to 2-3 paths
Loops	Native loop nodes, batch processing	Per-item billing, limited control
Error handling	Custom error paths, retry logic	Basic retry only
Sub-workflows	Execute Workflow node	Not available
Merge data	Multiple merge modes	Filter and Paths only
Scheduling	Cron expressions, intervals	Limited scheduling options

Error Handling: Where n8n Excels

Production workflows fail. APIs go down. Data comes malformed. Rate limits trigger. How your platform handles failures determines whether you sleep at night.

Zapier’s approach: Automatic retries (up to 3 times), error notifications, that’s mostly it. When a Zap fails, you get an email. Debugging means reading logs and hoping you understand what went wrong.

n8n’s approach: Error Trigger workflows catch failures and route them to custom handling. You can:

Send failures to a dedicated error-handling workflow
Implement custom retry logic based on error type
Log failures to your own database for analysis
Trigger alerts through any channel you choose
Replay failed executions with fixed data

For mission-critical workflows, n8n’s error handling is the difference between “automation helps” and “automation you can trust.” Learn more about building resilient workflows in our workflow testing guide.

Code Access

Zapier’s Code by Zapier lets you write JavaScript or Python, but with significant limitations:

1-second execution timeout
128MB memory limit
No external packages
Limited input/output size

n8n’s Code node gives you full programming capability:

// Example: Complex data transformation in n8n
const items = $input.all();

const enrichedData = items.map(item => {
  const score = calculateLeadScore(item.json);
  const segment = determineSegment(item.json, score);

  return {
    json: {
      ...item.json,
      leadScore: score,
      segment: segment,
      processedAt: new Date().toISOString()
    }
  };
});

return enrichedData;

No timeout restrictions in self-hosted deployments. Install npm packages. Process large datasets. Build sophisticated logic that would require multiple Zapier steps or simply isn’t possible.

For JavaScript patterns in n8n, see our Code Node guide and expressions reference.

AI and LLM Integration: The New Battleground

AI transforms what’s possible with automation. Both platforms support AI, but the depth of integration differs dramatically.

n8n’s AI Capabilities

n8n treats AI as a first-class integration category:

Native LLM Nodes:

OpenAI
Anthropic
Google AI
Cohere, Hugging Face, Ollama, and more

LangChain Integration:

Build chains and agents directly in workflows
Vector store connections (Pinecone, Supabase, Qdrant)
Memory nodes for conversation context
Tool-calling for autonomous agents

AI Agent Node: Create autonomous agents that can:

Make decisions based on context
Call tools and APIs
Maintain conversation state
Route to different workflow paths

Example AI workflow in n8n:

Webhook receives customer inquiry
AI node classifies intent (support, sales, billing)
Vector search retrieves relevant documentation
LLM generates contextual response
Route to human if confidence is low
Send response and log interaction

This entire workflow runs as a single execution in n8n.

Zapier’s AI Capabilities

Zapier offers AI features, but they’re more limited:

AI Actions: Pre-built actions for text generation and data extraction
Formatter by Zapier: Some AI-powered transformations
Code by Zapier: You can call AI APIs, but with the restrictions mentioned above

Zapier doesn’t offer the same depth of agent-building, chain construction, or vector store integration that n8n provides through LangChain.

Cost Implications for AI Workflows

AI workflows hit Zapier’s pricing especially hard. Consider a customer support workflow:

Workflow: Email received → Classify → Generate response → Search knowledge base → Refine response → Send

Each AI step is a task. If you classify, search, and generate separately (often necessary for quality), that’s multiple tasks per email. A thousand customer emails becomes thousands of Zapier tasks.

In n8n, the same workflow with 10 AI nodes is still one execution. The only AI cost is what you pay your LLM provider directly, which you control.

Integration Ecosystem

The Numbers Game

Zapier: 7,000+ app integrations. Nearly every SaaS tool has a Zapier integration. If it’s a popular business app, Zapier probably connects to it natively.

n8n: 500+ native nodes. Covers major tools (Google, Microsoft, Salesforce, HubSpot, Slack, Notion, Airtable, and hundreds more), but the raw count is smaller.

Why Raw Numbers Mislead

Integration count matters less than integration capability.

Zapier’s integrations are pre-built by partners. You get the actions Zapier (or the app vendor) decided to support. If you need an unsupported action, you’re stuck with workarounds or waiting for Zapier to add it.

n8n’s HTTP Request node connects to any REST API. If a service has an API, n8n can integrate with it. You’re not limited to pre-built actions. Our HTTP Request guide shows how to connect virtually anything.

Real example: You need to integrate with a niche CRM that has an API but no Zapier integration. In Zapier, this might be impossible or require custom Zapier app development. In n8n, you configure the HTTP Request node with the API documentation and build your integration in minutes.

Custom Node Development

n8n lets you build custom nodes for integrations you use repeatedly:

Package common API integrations for reuse
Share nodes across your organization
Contribute to the community node library
Maintain full control over integration logic

Zapier doesn’t offer this level of customization. You use what they provide.

Self-Hosting: The Game Changer

Self-hosting transforms n8n from “cheaper alternative” to “completely different economics.”

Why Self-Hosting Matters

Cost control: Unlimited executions for the price of a VPS ($5-50/month depending on scale). No per-execution billing ever.

Data sovereignty: Your workflows and data never leave your infrastructure. Critical for regulated industries and privacy-conscious businesses.

Performance: Dedicated resources mean consistent execution speed. No shared infrastructure throttling.

Customization: Install community nodes, modify configurations, integrate with internal systems directly.

Getting Started with Docker

Self-hosting n8n is simpler than most expect. Basic Docker setup:

docker run -it --rm \
  --name n8n \
  -p 5678:5678 \
  -v n8n_data:/home/node/.n8n \
  docker.n8n.io/n8nio/n8n

For production, you’ll want PostgreSQL instead of SQLite and proper configuration. Here’s a production-ready Docker Compose starting point:

version: '3.8'
services:
  n8n:
    image: docker.n8n.io/n8nio/n8n
    restart: always
    ports:
      - "5678:5678"
    environment:
      - DB_TYPE=postgresdb
      - DB_POSTGRESDB_HOST=postgres
      - DB_POSTGRESDB_DATABASE=n8n
      - DB_POSTGRESDB_USER=n8n
      - DB_POSTGRESDB_PASSWORD=${POSTGRES_PASSWORD}
      - N8N_ENCRYPTION_KEY=${ENCRYPTION_KEY}
    volumes:
      - n8n_data:/home/node/.n8n
    depends_on:
      - postgres

  postgres:
    image: postgres:15
    restart: always
    environment:
      - POSTGRES_USER=n8n
      - POSTGRES_PASSWORD=${POSTGRES_PASSWORD}
      - POSTGRES_DB=n8n
    volumes:
      - postgres_data:/var/lib/postgresql/data

volumes:
  n8n_data:
  postgres_data:

For detailed setup instructions, see our Docker setup guide and PostgreSQL configuration. Avoid common pitfalls with our self-hosting mistakes guide.

Infrastructure Cost Breakdown

Monthly Volume	Recommended VPS	Estimated Cost
Under 5,000 executions	2 vCPU, 4GB RAM	$10-20/mo
5,000-50,000 executions	4 vCPU, 8GB RAM	$40-80/mo
50,000+ executions	8+ vCPU, 16GB+ RAM or queue mode	$100-200/mo

Even at high volume, self-hosted n8n costs a fraction of equivalent Zapier usage.

Need help with setup? Our self-hosted setup service handles everything from deployment to monitoring configuration.

Data Security and Compliance

For many businesses, data handling isn’t optional. It’s legally mandated.

Compliance Requirements

HIPAA (Healthcare): Patient data cannot flow through third-party cloud services without Business Associate Agreements. Zapier offers BAAs on enterprise plans. n8n self-hosted keeps data entirely within your compliant infrastructure.

GDPR (EU Data): Data must be processed with appropriate safeguards. Self-hosted n8n within EU infrastructure provides clear data residency. Zapier processes data in the US by default.

SOC 2: Requires demonstrable security controls. Self-hosted deployments give you full control over security implementation. Zapier Cloud has SOC 2 compliance, but you’re trusting their controls, not implementing your own.

Industry-Specific Regulations: Finance (PCI-DSS), government (FedRAMP), legal (attorney-client privilege). Self-hosting provides the control these requirements often demand.

Data Residency

Where does your data physically reside?

Zapier: US-based cloud infrastructure. Data crosses borders for non-US businesses. Some enterprise options for regional hosting.

n8n Cloud: Hosted options in US and EU.

n8n Self-Hosted: Wherever you deploy. Host in Germany for German data laws. Host in Singapore for ASEAN compliance. Host in your own data center for maximum control.

When Cloud-Only Becomes a Dealbreaker

Self-hosting isn’t just about cost. For these scenarios, it’s often mandatory:

Healthcare organizations handling PHI
Financial services with customer data
Legal firms with privileged communications
Government contractors
Companies with strict vendor security requirements
Businesses operating in regions with data localization laws

If your compliance team asks “where exactly does this data go?”, n8n self-hosted gives you an answer. With Zapier, the answer is “Zapier’s infrastructure, wherever that is.”

For secure credential handling across your workflows, see our credential management guide and webhook security practices.

Scaling and Performance

What happens when your automation grows from hundreds to thousands to millions of executions?

n8n’s Scaling Options

Single instance: Handles most small-to-medium workloads. Adequate for thousands of daily executions on modest hardware.

Queue mode: For high volume, n8n separates webhook handling from execution processing. Multiple workers process jobs from a Redis queue. Scale horizontally by adding workers.

Our queue mode guide covers the complete setup for processing 10,000+ workflows without crashing.

Key scaling configurations:

# Enable queue mode
EXECUTIONS_MODE=queue

# Redis connection
QUEUE_BULL_REDIS_HOST=redis
QUEUE_BULL_REDIS_PORT=6379

# Worker concurrency
QUEUE_WORKER_CONCURRENCY=10

Zapier’s Scaling Constraints

Zapier handles scaling for you, which is both a benefit and a limitation:

Benefits: No infrastructure management. Zapier’s systems handle the load.

Limitations:

Execution throttling during high volume
No control over execution priority
Rate limits can impact time-sensitive workflows
Cost scales linearly (or worse) with volume

For enterprise scale, n8n’s architecture provides more control. For casual use, Zapier’s managed approach is simpler.

Handling API Rate Limits

Both platforms must handle external API rate limits. The difference is how much control you have.

Zapier implements automatic throttling, but you can’t customize the behavior. n8n lets you build sophisticated rate limiting into your workflows with delays, queuing, and retry logic.

For strategies on handling rate limits, see our API rate limits guide and timeout troubleshooting.

Migration: What It Actually Takes

Thinking about switching from Zapier to n8n? Here’s the realistic picture.

What Migrates Easily

Simple trigger-action workflows: “When X happens, do Y” Zaps translate directly to n8n workflows. Connect the same services, map the same fields.

Common integrations: Google Workspace, Microsoft 365, Slack, Salesforce, HubSpot, and other popular tools have equivalent n8n nodes.

Basic conditional logic: Simple if/then routing works similarly in both platforms.

What Requires Rework

Multi-step Zaps: Linear Zapier workflows may need restructuring for n8n’s node-based approach. This is usually an improvement, but requires thought.

Zapier-specific features: Paths, Formatter actions, and Zapier Tables don’t have direct equivalents. You’ll rebuild the logic using n8n’s capabilities.

Schedules and triggers: Some trigger configurations differ between platforms. Test timing-sensitive workflows carefully.

Migration Timeline

Complexity	Number of Workflows	Expected Timeline
Simple	5-10 basic Zaps	1-2 days
Moderate	20-30 varied workflows	1-2 weeks
Complex	50+ with custom logic	3-6 weeks

The Parallel Running Strategy

Don’t flip a switch and hope. Run both platforms simultaneously:

Build n8n equivalents while Zaps continue running
Test n8n workflows with production data (duplicate triggers or use test mode)
Gradually shift traffic by disabling Zaps one at a time
Monitor both systems for discrepancies
Full cutover once confidence is established

This approach eliminates downtime risk and lets you catch issues before they impact operations.

Our migration playbook provides step-by-step guidance. For hands-off migration, our migration service handles the transition end-to-end.

Decision Framework: Which Platform Is Right for You?

After everything above, here’s the practical framework for deciding.

Choose Zapier If:

You need something working in the next hour. Zapier’s guided setup and massive integration library means you can connect apps and have a working automation faster than any alternative.

Your team has zero technical resources. Zapier is genuinely easier for non-technical users. The interface guides every step, and you don’t need to understand data structures or API concepts.

Volume will stay low permanently. If you’ll never exceed a few hundred automations monthly, Zapier’s simplicity may outweigh the cost premium.

You need a specific integration only Zapier has. Some niche apps only support Zapier. Check your required integrations before committing to any platform.

You’re testing automation viability. Zapier’s free tier lets you validate use cases before investing in infrastructure.

Choose n8n If:

Cost control matters. If automation is core to your operations and volume will grow, n8n’s pricing model saves substantial money long-term.

You’re building complex workflows. Branching, loops, sub-workflows, sophisticated error handling. n8n handles complexity that Zapier struggles with.

Data privacy is required. Compliance requirements, customer expectations, or internal policies mandate data control. Self-hosted n8n provides it.

AI integration is central to your automation. Building AI-powered workflows, agents, or LLM chains works better in n8n’s architecture.

You have technical capability. Your team can handle self-hosting, or you’re willing to use n8n Cloud and invest in learning the platform.

You want to own your automation infrastructure. No vendor lock-in, no pricing surprises, full control over your workflows.

When NOT to Migrate

Being honest: migration isn’t always the right choice.

Don’t migrate if:

Your current Zapier costs are genuinely acceptable and stable
You have hundreds of Zaps with no one to rebuild them
Your team strongly resists learning new tools
Critical workflows can’t tolerate any migration risk
You need integrations that only Zapier provides

Sometimes the cost of change exceeds the benefit. That’s okay.

Need Help Deciding?

Still uncertain which direction fits your situation? Our consulting services can assess your specific workflows, calculate true cost comparisons, and provide recommendations based on your business context.

Frequently Asked Questions

How much will I actually save switching from Zapier to n8n?

Savings depend on your workflow volume and complexity. For concrete numbers:

Light usage (1,000 simple workflows/month): Save $20-40/month
Moderate usage (10,000 workflows/month): Save $100-300/month
Heavy usage (50,000+ workflows/month): Save $500-1,500+/month

The more complex your workflows (more steps per workflow), the greater the savings because n8n doesn’t charge per step.

Self-hosted n8n provides maximum savings. Cloud n8n still saves significantly compared to equivalent Zapier tiers.

Can my non-technical team use n8n?

Yes, but with caveats. n8n has a steeper initial learning curve than Zapier. Budget 2-4 hours for team members to become comfortable with basic workflows.

Once past the learning curve, many non-technical users find n8n’s visual approach intuitive. The canvas clearly shows data flow, making debugging easier than reading Zapier’s linear step logs.

For teams transitioning, consider having a technical team member handle initial setup and complex workflows while others learn progressively.

What happens to my Zaps when I migrate?

Nothing automatic. There’s no “import Zaps to n8n” button. Migration means rebuilding workflows in n8n, which is actually an opportunity to improve them.

The practical approach:

Export your Zap configurations for reference
Prioritize which workflows to migrate first
Rebuild in n8n, often simplifying in the process
Run parallel during transition
Disable Zaps as n8n equivalents prove stable

Is n8n reliable enough for business-critical workflows?

Yes. n8n powers production workflows for thousands of businesses, including enterprises processing millions of executions monthly.

For maximum reliability:

Use PostgreSQL instead of SQLite for the database
Implement proper error handling in workflows
Set up monitoring and alerting
Consider queue mode for high-volume scenarios
Maintain regular backups

Self-hosted reliability depends on your infrastructure. n8n Cloud provides managed reliability if you prefer not to handle operations. Our workflow testing guide covers building reliable workflows.

How do AI workflows compare cost-wise between platforms?

AI workflows dramatically favor n8n’s pricing model.

Example: Content generation workflow

Steps: Receive request → Generate outline (LLM) → Generate draft (LLM) → Review and edit (LLM) → Format output → Publish

In Zapier, each LLM call is a task. Four AI steps means 4 tasks per content piece. Generate 100 articles monthly = 400+ tasks just for AI steps.

In n8n, this entire workflow is one execution regardless of LLM calls. Your only AI cost is what you pay OpenAI/Anthropic directly.

For AI-heavy use cases, n8n often provides 5-10x cost advantage.

Can I try n8n without committing fully?

Absolutely. Several low-risk approaches:

Local testing: Install n8n via Docker on your computer. Free, no commitment, full functionality.

docker run -it --rm -p 5678:5678 docker.n8n.io/n8nio/n8n

n8n Cloud trial: Test with cloud-hosted n8n without managing infrastructure.

Parallel pilot: Build a few workflows in n8n while keeping Zapier running. Compare the experience before deciding.

Start with non-critical workflows: Migrate internal automations first. Move customer-facing workflows after gaining confidence.

What’s the learning curve really like?

Honest assessment:

First workflow: 1-2 hours. Longer than Zapier’s 15-30 minutes because you’re learning a new interface and concepts.

Basic competency: 1-2 weeks of regular use. You’ll understand nodes, data flow, expressions, and common patterns.

Advanced capability: 1-2 months. Sub-workflows, complex error handling, custom code, API integrations become natural.

The curve is steeper at the start but flattens quickly. Most users find n8n more intuitive than Zapier for complex workflows once they’re past initial learning.

Resources that accelerate learning:

n8n’s official courses
Our workflow debugger tool for troubleshooting
The n8n community forum for questions
Our best practices guide for building maintainable workflows

Making Your Decision

The choice between n8n and Zapier comes down to what you value:

Value simplicity above all? Zapier delivers.

Value cost control, flexibility, and ownership? n8n delivers.

Most growing businesses eventually outgrow Zapier’s model. The question is whether to start with n8n or migrate later. Migration is always possible, just easier the sooner you do it.

If you’re evaluating automation platforms strategically, n8n deserves serious consideration. The learning investment pays dividends in cost savings, capability, and control.

Ready to explore n8n?

The right automation platform is the one that grows with your business instead of billing you for that growth.