Quick Verdict
Zapier is the fastest way to connect apps with zero technical knowledge. n8n is the better long-term investment for teams that need complex workflows, data privacy, or want to stop paying per task. And when both platforms hit their limits, Python scripts or AWS Lambda functions handle high-volume processing, bespoke integrations, and latency-sensitive operations without the overhead of a visual builder.
Side-by-Side Comparison
| Feature | n8n | Zapier |
|---|---|---|
| Self-hosting option | ||
| Open source | Fair-code (source available) | |
| Pricing model | Free (self-hosted) or cloud from $20/mo | From $20/mo, scales by tasks |
| Task-based billing | Execution-based, generous limits | Per task, costs scale fast |
| Visual workflow builder | ||
| Code nodes (JS/Python) | Full JavaScript and Python | Code by Zapier (limited) |
| Pre-built integrations | 500+ built-in nodes | 7,000+ app connections |
| Webhook support | Native webhooks, custom endpoints | Webhooks by Zapier (trigger only) |
| Error handling | Built-in error workflows | Basic retry logic |
| Multi-step branching | Native IF/Switch nodes, merge branches | Paths (paid plans only) |
| Versioning and rollback | Built-in workflow versioning | No native versioning |
| Scheduling granularity | Cron expressions, sub-minute intervals | Minimum 1-minute (paid), 15-minute (free) |
| AI/LLM integration | Native AI nodes (OpenAI, Anthropic, etc.) | Via third-party Zaps |
| Team collaboration | Shared workflows, role-based access | Shared workspaces (Team plan+) |
| Complexity ceiling | High: complex, branching logic | Medium: best for linear workflows |
| Data privacy | Full control (self-hosted) | Data passes through Zapier servers |
| Best for | Technical teams, complex workflows | Non-technical teams, quick integrations |
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Take the free audit →When to choose n8n
Complex branching logic
Native IF/Switch nodes, merge branches, and error handling workflows. If your automation needs conditional paths and fallback logic, n8n handles it cleanly without fighting the platform.
Self-hosting and data privacy
Run n8n on your own infrastructure. Data never leaves your servers. Essential for regulated industries, GDPR-sensitive workflows, or any team that needs full control over where data flows.
AI-native workflows
Built-in nodes for OpenAI, Anthropic, and local LLMs. Classify emails, summarise documents, or route support tickets using AI, all within the same automation platform.
Cost control at scale
Execution-based pricing means costs stay flat as workflows grow. A workflow with 10 steps counts as one execution. On Zapier, the same workflow costs 10 tasks per run.
When to choose Zapier
Non-technical teams
Zapier requires no coding knowledge. If your ops or marketing team needs to set up automations without engineering support, Zapier is the fastest path.
Massive app catalogue
7,000+ pre-built app connections. If you need to connect niche marketing tools, CRMs, or industry-specific SaaS, Zapier likely has a connector already built.
Quick setup
Simple automations can be live in minutes. For "when X happens, do Y" workflows with no branching or error handling, Zapier is genuinely faster to configure.
Simple linear automations
Trigger, action, done. If your workflows are straightforward chains without conditional logic, Zapier does the job without the overhead of a more powerful platform.
When to Skip Both and Write Python
Visual workflow builders are excellent for orchestration. But there are cases where dragging nodes around a canvas adds overhead rather than value. When you need raw processing power, sub-second latency, or bespoke logic, a Python script or AWS Lambda function is the better tool.
High-volume data processing is the clearest example. If you are transforming thousands of records per hour, a 50-line Python script on Lambda handles it at pennies per invocation. Trying to push that volume through n8n or Zapier hits rate limits, memory constraints, and costs that scale linearly.
Bespoke API integrations are another. When a SaaS tool has a complex API that neither platform has a pre-built connector for, writing a Python wrapper gives you full control over authentication, pagination, error handling, and retry logic. No fighting with generic HTTP request nodes.
The sweet spot we see most often is a hybrid: n8n for orchestration and workflow management, Python scripts or Lambda functions for the heavy lifting. n8n triggers the workflow, calls a Lambda function for the data processing, and handles the routing and notifications. You get the visual overview of n8n with the raw power of Python where it matters.
What We Actually See in Practice
Most companies start with Zapier because it is the easiest on-ramp. And for simple integrations (Slack notifications, CRM updates, form routing) it works perfectly. The problem comes when workflows get complex or volumes increase.
We have seen clients spending $500-2,000/month on Zapier for workflows that cost $20/month to run on a self-hosted n8n instance. The per-task pricing model means costs are unpredictable and scale linearly with usage. n8n's execution-based model is dramatically cheaper at scale.
The real differentiator is complexity ceiling. Zapier struggles with branching logic, error handling, and multi-step conditional flows. n8n handles these natively with its visual workflow builder. If you need to check a condition, branch into three paths, handle errors differently for each, and log results, n8n does this cleanly. In Zapier, you are fighting the platform.
For AI-powered workflows, n8n has native nodes for OpenAI, Anthropic, and local LLMs. This makes it straightforward to build workflows that classify emails, summarise documents, or route support tickets using AI, all within the same automation platform. On Zapier, you are chaining third-party integrations together, which adds latency and cost.
We also deploy Python scripts and Lambda functions alongside n8n for clients who need raw processing power. A recent project involved processing 10,000+ webhook events per hour. n8n handled the orchestration and routing. A Lambda function handled the data transformation and API calls. The result was a system that cost under $50/month instead of $2,000+ on Zapier.
n8n vs Zapier FAQs
Is n8n really free?
Is Zapier easier to use than n8n?
Why does Zapier get expensive so fast?
Can n8n replace Zapier entirely?
Does Volobyte build with n8n?
When should I just write Python instead?
Can I migrate from Zapier to n8n?
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