n8n vs Zapier (2026): Which Tool Should You Use?

n8n vs Zapier: Quick Comparison

Before getting into the details, here’s a high-level overview of how these platforms compare:

What Is n8n?

n8n (pronounced “n-eight-n”) is an open-source workflow automation tool launched in 2019. It follows a fair-code model. That is, the core platform is free to use, modify, and self-host, while advanced features like SSO, audit logs, and team management are reserved for paid cloud or enterprise licenses.

The platform is built for technical users who want control over their automation infrastructure. Its defining characteristic is flexibility: you can self-host n8n on your own servers, write custom code when pre-built nodes are insufficient, and connect to any API even without a native integration.

n8n uses a node-based visual builder where you connect different nodes (representing apps, logic, or data transformations) to create workflows. Unlike simpler automation tools, n8n supports complex logic including branching, loops, error handling, and sub-workflows. Each workflow can contain unlimited steps, and you can add custom JavaScript or Python code when needed.

Key characteristics of n8n:

• Open source foundation. The core platform is source-available with an active community contributing integrations and improvements.

• Self-hosting as default. Most n8n users run it on their own infrastructure, though managed cloud hosting is available.

• Developer-friendly. Code nodes, full API access, webhooks, and Git integration give developers complete flexibility.

• Execution-based pricing. Cloud plans charge per workflow execution, not per individual action or step.

• AI-native capabilities. Built-in support for LangChain, vector databases, and custom AI model integrations.

What Is Zapier?

Zapier is a cloud-based automation platform founded in 2011. It has become the default automation tool for businesses seeking to connect apps without technical expertise. With over 3 million businesses using the platform and 8,000+ app integrations, Zapier has the largest ecosystem in the automation space.

Zapier is designed for accessibility. Its visual workflow builder (creating "Zaps") allows non-technical users to connect apps and automate tasks within minutes. The interface prioritizes simplicity, with most workflows following a straightforward trigger-action pattern that anyone can understand.

The platform runs entirely in the cloud with no self-hosting option. All workflows execute on Zapier's servers (hosted on AWS in the United States), and billing is based on tasks, which are the individual actions your workflows perform.

Key characteristics of Zapier:

• Massive integration library. Over 8,000 pre-built app connectors, far more than any competitor.

• No-code first. Built for business users who want to automate without developer involvement.

• Fully managed. Zero infrastructure to maintain. Zapier handles everything.

• Task-based pricing. Plans charge per task, where each action in your workflow counts separately.

• Enterprise features. SOC 2 Type II compliance, SSO, advanced admin controls, and audit logging.

Pricing Comparison: What You’re Really Paying For

The biggest difference between n8n and Zapier is how they charge you.

And that difference changes everything about how you design workflows, how much you’ll pay as you grow, and whether your automation costs stay predictable or spiral out of control.

Zapier: You Pay for Every Single Action

Zapier bills by tasks. A task is counted every time an action in your workflow successfully runs.

• If your Zap has 4 actions (e.g., “get data → enrich → create record → send Slack message”), that’s 4 tasks per run.

• If it runs 100 times, that’s 400 tasks.

Important: Polling does not use tasks. Zapier only charges when an action actually completes. If it checks for new Gmail messages every 5 minutes but finds nothing, that’s free. Only when it does something (like add a row to a sheet) does it count.

But here’s where it gets expensive fast:

• Filters, formatters, and paths still count as actions if they’re part of the flow.

• AI steps cost double: each AI field or MCP call = 2 tasks.

• Batch operations multiply costs: processing 50 rows from a spreadsheet? That’s 50 tasks, one per row.

Note: Zapier's pricing is now task-tier based. The Professional plan starts at $19.99 but the number of tasks varies depending on which tier you select.

Zapier Plans (2026):

* Higher task volumes available as paid add-ons (e.g., 10K, 100K, 1M tasks).

* Task tiers start at 750 tasks/month and scale based on your needs

n8n: You Pay for Each Full Run, No Matter How Complex

n8n bills by executions. One execution = one full run of your workflow, from start to finish.

• A 3-step workflow? 1 execution.

• A 25-step workflow with loops, conditions, and API calls? Still 1 execution.

This means you’re not penalized for building something useful. You can add logic, error handling, retries, or integrations without worrying about your bill doubling.

n8n Options (2026):

The self-hosted version includes everything: JavaScript/Python nodes, Git integration, environments, webhooks, and more. There’s no “pro” feature locked behind a paywall in the open-source version.

Self-hosting also means your data never leaves your infrastructure. No third-party servers. No surprise compliance issues.

Real-World Cost Comparison

Let us compare actual costs for common automation scenarios to illustrate how these pricing models play out in practice.

Scenario 1: Simple notification workflow

A workflow that watches for new Stripe payments and sends a Slack notification. Two steps, runs 50 times per day.

• Zapier: 100 tasks/day = 3,000 tasks/month. Requires Professional plan ($49/month) or purchasing extra tasks.

• n8n Cloud: 50 executions/day = 1,500/month. Covered by Starter plan ($20/month).

• n8n Self-Hosted: No execution cost. Infrastructure only (~$50-100/month).

n8n is significantly cheaper for this simple use case.

Scenario 2: Complex lead processing

A workflow that captures form submissions, enriches data via API, scores the lead, routes to different CRMs based on score, and sends personalized email sequences. Ten steps, runs 200 times per day.

• Zapier: 2,000 tasks/day = 60,000 tasks/month. Well beyond standard plans. Expect $500+/month or enterprise pricing.

• n8n Cloud: 200 executions/day = 6,000/month. Covered by Pro plan ($50/month).

• n8n Self-Hosted: No execution cost. Infrastructure only.

The cost difference is dramatic for complex workflows. n8n is 10x cheaper or more.

Scenario 3: High-frequency data sync

A workflow that syncs data between systems every minute, checking for changes and updating records. Eight steps, runs 1,440 times per day (once per minute).

• Zapier: 11,520 tasks/day = 345,600 tasks/month. This would cost thousands per month.

• n8n Cloud: 43,200 executions/month. Would require Enterprise tier discussion.

• n8n Self-Hosted: No execution cost. Infrastructure only (~$100-200/month for a robust server).

For high-frequency automation, self-hosted n8n has no real competition on cost.

The Critical Cost Difference

The pricing model difference compounds dramatically at scale. A simple 5-step workflow running 1,000 times per month costs:

• Zapier: 5,000 tasks = Professional plan starting at $49-69/month

• n8n Cloud: 1,000 executions = Starter plan at $20/month

• n8n Self-hosted: $0 usage cost (infrastructure only ~$50-100/month)

Add complexity and the gap widens. A 15-step workflow running 1,000 times per month:

• Zapier: 15,000 tasks = $200-400/month depending on tier

• n8n Cloud: Still 1,000 executions = Still $20/month

• n8n Self-hosted: Still $0 usage cost

This is why teams with complex workflows or high execution volumes choose n8n. The cost difference is not marginal. It is 10-20x at scale.

Self-Hosting and Data Sovereignty

Self-hosting is the single biggest technical difference between n8n and Zapier, and it is often the deciding factor for organizations with specific data requirements.

n8n: Complete Self-Hosting Support

n8n can be deployed on any infrastructure you control. This includes major cloud providers (AWS, Google Cloud, Azure), smaller providers (DigitalOcean, Hetzner, Vultr), on-premises data centers, or even a Raspberry Pi for development and testing.

Deployment options include Docker (the most common), Kubernetes for orchestrated environments, and direct installation on Linux servers. The setup process is well-documented, and an experienced DevOps engineer can have a production instance running within hours.

Self-hosting provides:

• Complete data ownership. Workflow definitions, credentials, execution logs, and any data processed stays on your infrastructure.

• No execution limits. The Community Edition has no caps. Run as many workflows as your hardware supports.

• Compliance control. Essential for industries with data residency requirements like healthcare (HIPAA), finance, and government.

• Cost predictability. Pay for infrastructure, not usage. Costs do not scale with success.

• Customization freedom. Modify the source code, create custom nodes, integrate with internal systems not exposed to the internet.

• Network isolation. Workflows can access internal systems behind firewalls without exposing them externally.

The trade-off is operational responsibility. Your team manages updates, security patches, backups, monitoring, and scaling. For teams without DevOps capability, this can be burdensome. For teams with infrastructure expertise, it is a minor overhead in exchange for significant benefits.

Zapier: Cloud-Only Architecture

Zapier has no self-hosting option. Every workflow runs on Zapier's infrastructure, hosted on AWS in the United States. Your data, credentials, and workflow definitions live on Zapier's servers.

For many organizations, this is perfectly acceptable. You get:

• Zero infrastructure management. No servers to provision, maintain, or monitor.

• Automatic updates. New features and security patches apply without your intervention.

• Guaranteed uptime. Zapier handles reliability and scaling.

• Enterprise compliance. SOC 2 Type II certification, GDPR and CCPA alignment for those who trust Zapier's implementation.

But for organizations with strict data policies, cloud-only is disqualifying. If regulations require data to remain within specific geographic boundaries, or if security policies prohibit sending credentials and data to third-party cloud providers, Zapier is simply not an option.

There is also an often-overlooked nuance: even with self-hosted n8n, your workflows typically make API calls to external services. Self-hosting does not keep all data local. It keeps your workflow definitions, credentials, and execution logs local while still allowing controlled external connections. This is still a significant improvement for many compliance scenarios, but it is not complete isolation.

Integrations: Breadth vs Depth

Both platforms connect to external apps and services, but they take fundamentally different approaches.

Zapier: Unmatched Breadth

Zapier offers over 8,000 pre-built integrations, covering virtually every mainstream SaaS tool you might use. If an app has an API and any significant user base, Zapier probably has a connector.

These integrations are maintained by Zapier and app vendors, meaning they stay current as APIs evolve. When Salesforce releases a new API version, Zapier's integration updates without your involvement.

For non-technical teams, this breadth is invaluable. You can connect apps without understanding APIs, authentication flows, or data mapping. Select the app, authenticate, and start building.

The limitation is depth. Zapier integrations expose the most common actions and triggers, but rarely provide complete API coverage. If you need functionality beyond what the pre-built integration offers, you are limited to workarounds or cannot do it at all.

n8n: Depth and Flexibility

n8n has around 400-500 native integrations, significantly fewer than Zapier but covering most common tools. Where n8n differs is in how it handles integrations beyond the native library.

The HTTP Request node is extremely powerful, supporting any REST API with full control over headers, authentication, pagination, and request structure. The Webhook node accepts incoming requests from any service. Code nodes allow JavaScript and Python for custom transformations. Together, these tools mean n8n can connect to anything with an API, whether a native integration exists or not.

The community also contributes integrations continuously. Because n8n is open source, anyone can create and share custom nodes. Many niche tools have community-built integrations that would never exist in a commercial platform's roadmap.

The trade-off is maintenance. Native integrations are maintained by n8n. HTTP Request connections require you to handle API changes. If an external API updates its authentication method, your workflow breaks until you update it.

Bottom line: If you need plug-and-play connectors for mainstream apps and want zero maintenance, Zapier's breadth is compelling. If you are comfortable with APIs and need to connect to anything, including internal systems, n8n's flexibility wins.

AI Capabilities and Integration

Both platforms have invested heavily in AI capabilities, recognizing that modern automation increasingly involves AI-powered processing.

n8n: AI-Native Architecture

n8n has embraced AI as a core feature set, particularly for technical teams building custom AI applications:

• LangChain integration. Built-in support for LangChain, enabling complex AI agent workflows, chain-of-thought processing, and tool use.

• Multiple LLM providers. Native nodes for OpenAI, Anthropic (Claude), Google AI, Cohere, and Hugging Face models.

• Vector database connectors. Integrations with Pinecone, Qdrant, Weaviate, and other vector stores for retrieval-augmented generation (RAG).

• Custom model endpoints. Connect to self-hosted models or any API-accessible AI service.

• AI agent templates. Pre-built workflows for common AI use cases like document processing, chatbots, and content generation.

n8n's AI capabilities are particularly strong for developers building sophisticated AI applications. You can chain multiple AI operations, implement RAG pipelines, create AI agents that use tools, and build complex orchestration logic that would be impossible in simpler platforms.

The combination of self-hosting and AI capabilities is powerful for organisations concerned about data privacy in AI workflows. Your data does not pass through third-party automation infrastructure, only to your chosen AI provider.

Zapier: AI for Business Users

Zapier has introduced AI features focused on accessibility:

• AI Copilot. Natural language interface for creating Zaps. Describe what you want in plain English and Zapier generates the workflow.

• Pre-built AI actions. Tasks like summarization, sentiment analysis, and text extraction available as standard actions.

• OpenAI integration. Native connector for GPT models for text generation and processing.

• AI-powered suggestions. The platform suggests automation opportunities based on your connected apps.

Zapier's AI features are more accessible but less flexible. They are designed to help non-technical users leverage AI without understanding the underlying technology. This is valuable for simple AI tasks but limiting for custom AI applications.

For AI-intensive automation: n8n is significantly more capable. Its LangChain integration, vector database support, and flexibility for custom AI workflows make it the clear choice for teams building sophisticated AI applications. Zapier is sufficient for basic AI tasks but cannot match n8n's depth.

Learning Curve and User Experience

The platforms target different user profiles, and this shows in their interfaces and onboarding experiences.

Zapier: Built for Non-Technical Users

Zapier's interface is polished and intentionally simple. New users can create their first working automation within minutes. The workflow builder uses a clear, linear flow that matches how most people think about automation: when this happens, do that.

The platform provides extensive templates covering common use cases. Rather than building from scratch, users often start with a template and customize it. Documentation is comprehensive, and the community has produced countless tutorials for specific scenarios.

Zapier also offers guided onboarding, AI-powered suggestions, and in-app help that anticipates common questions. The entire experience is designed to minimise friction.

That said, Zapier has its own complexity. Multi-step Zaps with paths, filters, and formatters require understanding the platform's logic model. Error handling, retry configuration, and debugging failed Zaps demand more sophistication than the simple trigger-action model suggests.

n8n: Power with a Learning Curve

n8n is more complex to learn, particularly for users without technical backgrounds. The interface exposes more options, the workflow model is more flexible (and therefore more complex), and self-hosting requires infrastructure knowledge.

Concepts like credentials management, execution modes (trigger vs manual), sub-workflows, and error handling require explicit learning. The node-based visual builder is powerful but less intuitive than Zapier's linear flow.

However, once past the initial learning curve, n8n rewards users with far more capability. The ability to write custom code, the flexibility of the HTTP Request node, the control from self-hosting, and the complexity of workflows you can build make n8n capable of automations that would be difficult or impossible in Zapier.

For technical users, the learning curve is modest. Developers and those comfortable with APIs will find n8n intuitive within a few hours. The challenge is primarily for business users without technical experience.

Recommendation: Non-technical users and teams without developer support should start with Zapier. Technical teams and those planning to build complex automations will appreciate n8n's power once past the initial learning investment.

Error Handling and Reliability

Production automations fail. APIs return errors, rate limits trigger, data is malformed, services have outages. How each platform handles failures matters for production reliability.

Zapier Error Handling

Zapier provides several error handling mechanisms:

• Auto-replay. Automatically retries failed tasks due to temporary errors (available on paid plans).

• Error paths. Define alternative actions when a step fails.

• Incomplete task log. A queue of failed executions for debugging and manual retry.

• Error notifications. Email alerts when Zaps fail.

For basic use cases, Zapier's error handling is sufficient. The auto-replay feature handles most transient failures automatically. However, complex error recovery logic is limited by the visual builder's constraints.

n8n Error Handling

n8n provides more sophisticated error handling capabilities:

• Error workflows. Trigger entirely separate workflows when main workflows fail, enabling complex recovery logic.

• Retry on failure. Configure automatic retries with customizable backoff strategies.

• Continue on fail. Individual nodes can be configured to continue workflow execution even when they error.

• Stop and Error node. Explicitly halt workflows and define error messages.

• Detailed execution logs. Full visibility into what happened at each step for debugging.

The error workflow capability is particularly powerful. You can build sophisticated monitoring, alerting, and recovery systems that respond to failures programmatically rather than just logging them.

Both platforms handle errors reasonably well for production use. n8n provides more flexibility for complex error recovery scenarios. Zapier's approach is simpler but covers most common needs.

When to Choose n8n

n8n is the better choice when:

• You need self-hosting. Data sovereignty, compliance requirements, or security policies require keeping automation infrastructure in-house.

• You run high-volume or complex workflows. The execution-based model (or unlimited self-hosted executions) is dramatically more cost-effective for complex automations.

• Your team is technical. Developers, DevOps engineers, and technical operators will leverage n8n's flexibility fully.

• You want to avoid vendor lock-in. Open source means you control your automation infrastructure and can migrate or modify freely.

• You are building AI applications. LangChain integration, vector databases, and custom AI workflows make n8n powerful for AI-intensive automation.

• You need to connect to internal systems. Self-hosting allows access to systems behind firewalls without external exposure.

• You need complex custom logic. Code nodes support JavaScript and Python for transformations beyond visual builders.

You can also check our n8n vs Make comparison to see how they stack up.

When to Choose Zapier

Zapier is the better choice when:

• Your team is non-technical. Marketing, operations, sales, and business teams can build automations without developer support.

• You need extensive integrations quickly. 8,000+ pre-built connectors mean less time building custom integrations.

• You want managed infrastructure. No servers to maintain, no updates to manage, no scaling to worry about.

• Compliance is handled centrally. Zapier's SOC 2 certification and enterprise features may satisfy your compliance team.

• You value templates and community. Pre-built templates and extensive community resources accelerate time to value.

• The budget is predictable and moderate in volume. For teams with steady, moderate automation needs, Zapier's pricing is acceptable.

• Speed to first automation matters most. Zapier gets you from idea to working automation faster than any competitor.

Why Goodspeed Builds with n8n

At Goodspeed, we specialize in n8n for client automation projects. After implementing both platforms across dozens of engagements, here is why we typically recommend and build with n8n:

Reliability at scale. n8n's architecture handles high-volume, complex workflows without the cost escalation inherent in task-based pricing. For clients running thousands of executions daily, n8n is dramatically more economical. The execution-based model means workflow complexity does not increase costs.

Client data ownership. Many of our clients have data residency requirements or internal policies that prohibit sending credentials and workflow data to third-party cloud providers. Self-hosted n8n keeps automation infrastructure fully under client control.

Long-term cost control. Self-hosting eliminates per-execution fees. Clients pay predictable infrastructure costs, not variable usage fees that scale with success. We have seen clients save tens of thousands annually by moving from task-based platforms to self-hosted n8n.

Flexibility for complex use cases. Code nodes and full API access let us build automations that would be impossible in more constrained platforms. When a client needs custom logic, integration with internal systems, or sophisticated error handling, we can implement it without platform limitations.

AI workflow capabilities. The LangChain integration and vector database support make n8n ideal for the AI-powered automations that are increasingly common in our projects. We can build RAG pipelines, AI agents, and intelligent processing workflows that leverage modern AI capabilities.

That said, we are not dogmatic about tooling. Zapier has genuine strengths, particularly for non-technical teams and simple automations. If a client's needs are better served by Zapier, we will say so. The goal is solving the automation problem effectively, not pushing a particular platform.

And if you are comparing n8n agencies, read our guide to the best n8n implementation partners.