n8n Automation Services: Why We Use It Instead of Zapier

n8n Automation Services: Why We Use It Instead of Zapier

When it comes to workflow automation, most people think of Zapier first. But at Balane Tech, we've been using almost exclusively n8n since 2024. Why? In this article, we explain the reasons and show when n8n is the better choice.

Table of Contents

1. What is n8n?
2. n8n vs. Zapier: The Comparison
3. When n8n is the Better Choice
4. Typical Use Cases
5. Cost Comparison
6. FAQ

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What is n8n?

n8n (pronounced "n-eight-n") is an open-source workflow automation platform. Like Zapier, it connects different apps and services - but with significantly more flexibility and control.

Key Features

1. Open Source

• Code is public on GitHub
• No vendor lock-in
• Community-driven

2. Self-Hostable

• Run on your own servers
• Full data control
• No external dependencies

3. Code Flexibility

• JavaScript/Python directly in workflows
• Custom functions
• Complex logic possible

4. Visual Editor

• Drag & drop interface
• Easy for non-developers
• Clear workflows

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n8n vs. Zapier: The Comparison

Feature Comparison

Feature	n8n	Zapier
Self-Hosting	✓	✗
Open Source	✓	✗
Custom Code	✓ (JS/Python)	Limited
Complex Logic	✓	Limited
Branching/Loops	✓	Limited
Error Handling	Advanced	Basic
API Calls	Unlimited	Limited
Execution Time	Unlimited	30 sec - 5 min
Webhooks	✓	✓
Scheduled Triggers	✓	✓
Multi-Trigger	✓	Extra cost
Sub-Workflows	✓	✗

Ease of Use

Aspect	n8n	Zapier
Getting Started	Medium	Very Easy
Simple Automations	Similar	Similar
Complex Automations	Easier	Harder
Debugging	Better	Limited
Documentation	Good	Very Good

Integrations

Aspect	n8n	Zapier
Native Integrations	~400+	~5000+
API Integration	Very Flexible	Possible
Custom Apps	Easy to Build	More Complex
Community Nodes	Yes	No

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When n8n is the Better Choice

1. High Volumes

When you run many automations:

• Zapier: Per-task pricing (expensive at volume)
• n8n: Flat-rate or self-hosted (unlimited)

Break-even: From ~5,000 tasks/month, n8n almost always pays off financially.

2. Complex Logic

When your workflows need more than "If This Then That":

• Loops over lists
• Nested conditions
• Error handling with retry
• Sub-workflows

3. Sensitive Data

When data shouldn't flow through third parties:

• Self-hosting = full control
• GDPR compliance easier
• No data with US provider

4. Custom Integrations

When you use APIs that Zapier doesn't have:

• n8n: HTTP Request node for any API
• Zapier: Limited to available integrations

5. Long-term Investment

When automation becomes a core asset:

• No vendor lock-in
• Workflow code belongs to you
• Scales with your growth

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Typical Use Cases

1. Lead Processing Pipeline

Scenario: Process leads from different sources

Workflow:

1. Webhook receives lead (website, LinkedIn, etc.)
2. Duplicate check against CRM
3. Data enrichment via API (Clearbit, etc.)
4. Lead scoring based on criteria
5. Create CRM entry
6. Slack notification to sales
7. Start automatic email sequence

Why n8n: Complex logic, multiple API calls, custom scoring.

2. Content Syndication

Scenario: Automatically distribute blog posts on all channels

Workflow:

1. Monitor RSS feed
2. Detect new post
3. Format for each platform
4. Post on LinkedIn, Twitter, newsletter
5. Track in analytics sheet

Why n8n: Loops over platforms, custom formatting.

3. Customer Onboarding Automation

Scenario: Fully automatically onboard new customers

Workflow:

1. Payment detected in Stripe
2. Create account in SaaS tool
3. Send welcome email
4. Create Slack channel
5. Book onboarding appointments
6. Provide documentation
7. After 3 days: Check-in email

Why n8n: Multi-step, delays, error handling important.

4. Data Synchronization

Scenario: Keep data synchronized between systems

Workflow:

1. Change detected in System A
2. Transform data
3. Update in Systems B, C, D
4. On conflict: Notification
5. Write audit log

Why n8n: Complex transformations, multi-output.

5. AI Workflows

Scenario: Integrate AI into workflows

Workflow:

1. Receive support ticket
2. Categorize with GPT
3. Search knowledge base
4. Generate response draft
5. Send to agent for review

Why n8n: Native AI nodes, long execution time possible.

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Cost Comparison

Monthly Costs by Volume

Tasks/Month	Zapier	n8n Cloud	n8n Self-Hosted
1,000	€49	€20	€0 + Server
5,000	€129	€20	€0 + Server
10,000	€329	€50	€0 + Server
50,000	€599+	€120	€0 + Server
100,000+	Custom	€120-€500	€0 + Server

Self-Hosting Costs

Item	Cost/Month
VPS (2GB RAM, 2 CPU)	€10-€30
Database (optional)	€0-€20
Backup	€5-€10
Total	€15-€60

TCO Over 12 Months (10,000 Tasks/Month)

Solution	Annual Costs
Zapier	€3,948
n8n Cloud	€600
n8n Self-Hosted	€180-€720 + Setup

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Conclusion

n8n isn't for everyone - but for most professional automation projects, it's the better choice. More flexibility, lower costs at volume, full data control.

At Balane Tech, we're n8n specialists. We help you with setup, workflow development, and migration from Zapier. Contact us for a free initial consultation.

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FAQ

Is n8n harder to learn than Zapier?

For simple automations, similar. For complex ones, n8n is actually easier because it offers more possibilities.

Can I migrate from Zapier to n8n?

Yes, but workflows need to be rebuilt. There's no automatic migration.

Do I need programming skills for n8n?

Not necessarily. The visual editor is very powerful. For complex logic, basic JavaScript knowledge helps.

How reliable is n8n self-hosted?

Very reliable with correct setup. Use Docker, regular backups, and monitoring.

What happens if n8n as a company disappears?

Being open source: Community can continue. Your code belongs to you.

Is there support for n8n?

n8n Cloud: Yes, included. Self-hosted: Community forum or paid enterprise support.