n8n vs Zapier: Which Automation Platform Should Your Agency Choose?

Choosing between n8n and Zapier is one of the most important decisions for agency automation. Both are powerful, but serve different needs. Here's the complete breakdown.

Pricing Comparison

Zapier Pricing

• Free: 100 tasks/month
• Starter: $20/month - 750 tasks
• Professional: $50/month - 2,000 tasks
• Team: $75/month - 50,000 tasks

n8n Pricing

• Self-hosted: Free (open source)
• Cloud: $20/month - 10,000 executions
• Enterprise: Custom pricing

Winner for agencies: n8n (especially self-hosted) offers significantly better value at scale.

Feature Comparison

Complexity & Logic

n8n: Visual workflow builder with advanced logic, loops, error handling, code nodes

Zapier: Simpler interface, limited branching, Paths feature (paid plans only)

Winner: n8n for complex workflows, Zapier for simple automations

Custom Integrations

n8n: HTTP requests, custom nodes, full API access

Zapier: Limited to pre-built integrations, Webhooks available

Winner: n8n for custom needs

Data Transformation

n8n: Built-in expressions, JavaScript code nodes, advanced data manipulation

Zapier: Formatter actions, limited transformation options

Winner: n8n

Use Case Recommendations

Choose Zapier If:

• Non-technical team members need to build workflows
• Simple, linear automations (A → B → C)
• Pre-built integrations cover your needs
• Low volume (< 2,000 tasks/month)

Choose n8n If:

• You need complex logic and branching
• Custom integrations or APIs required
• High volume or cost-sensitive
• Technical team comfortable with workflows
• Need self-hosted solution (data privacy)

Real-World Example: Lead Processing Workflow

Zapier Approach

Cost: ~$50/month for 2,000 leads

Limitations: Simple enrichment only, limited logic

n8n Approach

Cost: $20/month or free (self-hosted) for unlimited leads

Advantages: Advanced enrichment, custom scoring, conditional routing, retry logic

Our Recommendation

For agencies processing 1,000+ leads/month or needing custom logic, n8n is the clear winner. For smaller agencies with simple needs, Zapier's ease of use might be worth the premium.

Many of our clients start with Zapier to prove value, then migrate to n8n as they scale and need more complex workflows.

Detailed Feature Comparison

Execution Limits

Zapier: Strict task limits based on plan. Once you hit the limit, workflows stop working until next month or you upgrade.

n8n: Self-hosted has no limits. Cloud plans offer generous execution limits (10,000+ for $20/month).

Impact: For high-volume operations, n8n is significantly more cost-effective.

Workflow Complexity

Zapier: Best for linear workflows (A → B → C). Paths feature (premium) adds conditional logic but is limited.

n8n: Supports complex branching, loops, error handling, and can include custom JavaScript code nodes.

Example: A lead processing workflow with multiple conditional branches, retry logic, and error handling is straightforward in n8n but challenging in Zapier.

Integration Depth

Zapier: Pre-built integrations with limited customization. You're limited to what's available in the integration.

n8n: Can call any API directly via HTTP requests, create custom nodes, and integrate with services that don't have official integrations.

Data Transformation

Zapier: Formatter actions for basic transformations. Limited ability to manipulate data structures.

n8n: Built-in expressions, JavaScript code nodes, and advanced data manipulation capabilities. Can handle complex data transformations.

Migration Path: From Zapier to n8n

If you're currently on Zapier and hitting limits, here's how to migrate:

Phase 1: Parallel Running

Keep Zapier running while building n8n workflows. This ensures no downtime during migration.

Phase 2: Migrate High-Volume Workflows

Start with workflows that consume the most Zapier tasks. These will give you the biggest cost savings.

Phase 3: Migrate Complex Workflows

Move workflows that benefit from n8n's advanced logic and error handling.

Phase 4: Complete Migration

Migrate remaining workflows and cancel Zapier subscription.

Cost Analysis: Real Numbers

Let's compare costs for a typical agency processing 10,000 leads/month:

Zapier Cost

• 10,000 leads = 50,000 tasks (enrichment, scoring, routing, etc.)
• Required plan: Team ($75/month) or higher
• Annual cost: $900+

n8n Cost

• Self-hosted: $0 (just server costs ~$10-20/month)
• Cloud: $20/month for 10,000 executions
• Annual cost: $0-240

Savings: $660-900/year just on this one workflow. Scale this across multiple workflows and the savings compound.

Learning Curve Comparison

Zapier: Very easy. Non-technical users can build workflows in minutes. Great for quick wins.

n8n: Moderate learning curve. Visual interface is intuitive, but advanced features require some technical knowledge. Worth the investment for long-term scalability.

When to Use Both

You don't have to choose one or the other. Many agencies use both:

• Zapier: Simple, one-off automations built by non-technical team members
• n8n: Complex, high-volume workflows that require advanced logic

This hybrid approach maximizes ease of use while controlling costs.

Final Recommendation by Use Case

Start with Zapier If:

• You're new to automation
• You have < 5,000 tasks/month
• Your team is non-technical
• You need quick wins to prove value

Start with n8n If:

• You process 5,000+ tasks/month
• You need custom integrations
• You have technical team members
• Cost optimization is important
• You need advanced logic and error handling

The right choice depends on your volume, technical capability, and growth plans. Most agencies start simple and migrate as they scale—and that's perfectly fine.