n8n vs Zapier vs Make: Open-Source Workflow Automation for SMBs

If you're running a small or medium-sized business, you've probably hit the automation wall: Zapier's pricing explodes as you scale, Make (formerly Integromat) gets complex fast, and you're left wondering if there's a better way.

There is. It's called n8n.

In this comprehensive guide, we'll compare the three leading workflow automation platforms—n8n, Zapier, and Make—and explain why open-source automation is becoming the go-to choice for cost-conscious, privacy-aware businesses.

What Is Workflow Automation?

Before we dive into the comparison, let's clarify what workflow automation actually does:

Workflow automation connects your business apps and automates repetitive tasks between them. Instead of manually copying data from your CRM to your email marketing tool, an automation does it instantly, every time.

Common Automation Examples:

• Lead Management: New form submission → Create CRM contact → Send welcome email → Notify sales team on Slack
• Invoice Processing: Receive invoice email → Extract data → Create accounting entry → Update spreadsheet
• Customer Onboarding: New customer signup → Create accounts in multiple systems → Send onboarding sequence
• Social Media: New blog post → Create social posts → Schedule across platforms

The Big Three: n8n vs Zapier vs Make

Let's break down the key differences:

Quick Comparison Table

Deep Dive: What Makes n8n Different

1. True Open Source

n8n is fair-code licensed, meaning:

• The source code is publicly available
• You can self-host it for free
• You can modify it for your needs
• You can contribute to the project

Why this matters for business: You're never locked into a vendor. If n8n the company disappeared tomorrow, you'd still have your automations running.

2. Self-Hosting = Complete Control

When you self-host n8n, your data never leaves your infrastructure:

Your Data Flow (Self-Hosted n8n):
CRM → Your Server (n8n) → Your Database → Your Email System

Your Data Flow (Cloud Automation):
CRM → Zapier's Servers → Their Database → Your Email System
       ↑
       Third party sees all your data

For businesses handling sensitive data (healthcare, legal, financial), this is a game-changer.

3. Unlimited Executions

Here's where the cost savings get real:

Scenario: 10,000 automations per month

Annual savings vs Zapier: $6,948

4. Advanced Workflow Capabilities

n8n supports features that Zapier charges premium prices for:

• Branching logic (if/then/else)
• Loops and iterations
• Error handling with retry
• Sub-workflows
• Custom JavaScript code at any step
• Webhook endpoints (unlimited)
• Manual triggers for testing

When to Choose Each Platform

Choose Zapier If:

• You need the absolute simplest setup
• You have budget and don't mind paying for convenience
• You need a specific integration only Zapier has
• You have no technical resources whatsoever
• You're doing less than 750 tasks/month (free tier)

Choose Make If:

• You need visual, complex branching workflows
• You're comfortable with a moderate learning curve
• You want more capability than Zapier at lower cost
• You don't need self-hosting or source code access

Choose n8n If:

• You want to control your data completely
• You're scaling and costs matter
• You need custom code or API integrations
• You have some technical capability (or a partner who does)
• You're in a regulated industry (healthcare, finance, legal)
• You want unlimited automations without per-task pricing

Getting Started with n8n

Option 1: n8n Cloud (Easiest)

1. Sign up at n8n.io
2. Start with the free trial
3. Build your first workflow in minutes

Best for: Trying n8n before committing to self-hosting.

Option 2: Self-Hosted (Most Control)

Requirements:

• A server (VPS, Docker, Kubernetes)
• Basic command line knowledge
• 15-30 minutes for setup

Docker Setup:

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

Best for: Production use, sensitive data, cost optimization.

Option 3: Managed Self-Hosting

Don't want to manage servers? We can:

• Set up n8n on your infrastructure
• Configure security and backups
• Provide ongoing maintenance
• Build your initial automations

Book a free consultation to discuss your needs.

Real-World n8n Use Cases for SMBs

Case Study 1: E-commerce Order Processing

The Problem: A Shopify store was manually updating inventory, sending shipping notifications, and syncing to their accounting software.

The n8n Solution:

1. Webhook receives Shopify order
2. Update inventory in multiple warehouses
3. Create invoice in Xero
4. Send personalized confirmation email
5. Add customer to email marketing segment
6. Notify warehouse via Slack

Result: 15 hours/week saved, zero manual errors.

Case Study 2: Lead Qualification Pipeline

The Problem: A B2B company received leads from multiple sources, manually qualified them, and assigned them to sales reps.

The n8n Solution:

1. Aggregate leads from website, LinkedIn, and trade shows
2. Enrich lead data using Clearbit API
3. Score leads based on company size and role
4. Route high-priority leads to senior sales reps
5. Add to appropriate nurture sequences
6. Update CRM with full context

Result: 2x faster lead response time, 30% higher conversion.

Case Study 3: Financial Reporting Automation

The Problem: A wealth management firm spent 20+ hours monthly on compliance reports.

The n8n Solution:

1. Extract data from portfolio management system
2. Pull transactions from custodian
3. Calculate required metrics
4. Generate formatted reports
5. Email to compliance team for review
6. Archive with audit trail

Result: 80% time reduction, improved accuracy.

Building Your First n8n Workflow

Let's build a practical automation: New form submission → CRM → Email notification

Step 1: Set Up the Trigger

1. Create a new workflow in n8n
2. Add a Webhook node
3. Copy the webhook URL
4. Add it to your form (Typeform, JotForm, or custom)

Step 2: Process the Data

1. Add a Set node to format the data
2. Map form fields to your CRM fields:
   • name → contact_name
   • email → contact_email
   • company → company_name

Step 3: Create CRM Contact

1. Add your CRM node (HubSpot, Salesforce, Pipedrive, etc.)
2. Configure the connection
3. Map the formatted fields

Step 4: Send Notification

1. Add an Email or Slack node
2. Compose notification message with lead details
3. Set recipient (sales team channel or manager)

Step 5: Add Error Handling

1. Add an Error Trigger workflow
2. Capture failed executions
3. Notify your team of issues
4. Store failed data for manual review

n8n Best Practices for Business

1. Version Control Your Workflows

Export workflows as JSON and store in Git:

# Export workflow
curl -X GET http://localhost:5678/workflows/1 > workflow-lead-capture.json
 
# Commit to repository
git add workflow-lead-capture.json
git commit -m "Updated lead capture with new routing logic"

2. Use Environment Variables

Never hardcode API keys or secrets:

// Bad
const apiKey = "sk_live_abc123";
 
// Good
const apiKey = $env.STRIPE_API_KEY;

3. Implement Proper Error Handling

Every production workflow should:

• Catch and log errors
• Notify appropriate team members
• Store failed data for retry
• Have a manual fallback process

4. Monitor and Alert

Set up monitoring for:

• Workflow execution failures
• Unusual execution times
• Queue backlogs
• Resource utilization

Common n8n Integrations for SMBs

CRM Integrations

• HubSpot
• Salesforce
• Pipedrive
• Zoho CRM
• Freshsales

Accounting & Finance

• Xero
• QuickBooks
• Stripe
• PayPal
• Square

Communication

• Slack
• Microsoft Teams
• Email (SMTP, Gmail, Outlook)
• Twilio (SMS)
• WhatsApp Business

Marketing

• Mailchimp
• ActiveCampaign
• ConvertKit
• Facebook Ads
• Google Ads

Productivity

• Google Sheets
• Airtable
• Notion
• Trello
• Asana

Developer Tools

• GitHub
• GitLab
• Jira
• Linear
• Custom APIs (HTTP Request node)

Migration Guide: Moving from Zapier to n8n

If you're ready to switch, here's how to migrate:

Step 1: Audit Your Current Automations

List all your Zapier zaps with:

• Trigger app and action
• Data being passed
• Frequency of execution
• Business criticality

Step 2: Prioritize Migration

Start with:

1. High-volume workflows (biggest cost savings)
2. Simple workflows (easiest to migrate)
3. Non-critical workflows (lowest risk)

Step 3: Recreate in n8n

For each workflow:

1. Set up the trigger (often a webhook)
2. Add equivalent action nodes
3. Map data fields
4. Test thoroughly
5. Run in parallel with Zapier for validation

Step 4: Cut Over

Once validated:

1. Update trigger sources to n8n
2. Monitor for 1-2 weeks
3. Disable Zapier workflow
4. Cancel after grace period

Cost Analysis: ROI of Switching to n8n

Small Business (5,000 tasks/month)

5-year savings: $14,500+

Medium Business (50,000 tasks/month)

5-year savings: $43,000+

Getting Professional Help

Self-hosting n8n is straightforward for technical teams, but if you:

• Don't have in-house technical resources
• Want to migrate complex workflows quickly
• Need custom integrations built
• Require enterprise security configuration
• Want ongoing maintenance and support

We can help. Our team specializes in n8n implementations for SMBs:

1. Assessment: Audit your current automation needs
2. Architecture: Design optimal workflow structure
3. Implementation: Build and deploy on your infrastructure
4. Training: Teach your team to maintain and extend
5. Support: Ongoing maintenance and optimization

Book Your Free Consultation

Conclusion

The automation platform you choose has long-term implications for your business:

• Cost: n8n can save thousands annually
• Control: Self-hosting means your data stays yours
• Capability: Open source means unlimited customization
• Continuity: No vendor lock-in

For SMBs serious about automation, n8n offers the best combination of power, flexibility, and value. Whether you self-host or use their cloud offering, you're investing in a platform that grows with your business without exploding your budget.

Ready to explore n8n for your business? Contact us for a free assessment of your automation opportunities.

Related Guides:

• API Integration Guide for Small Businesses
• Zapier vs Make for Financial Services
• Custom CRM vs Salesforce & HubSpot

Explore Our Services:

• Workflow Automation Services
• Custom Software Development