n8n vs Zapier: Complete Cost Comparison for 2025

Quick Summary: n8n vs Zapier

Factor	n8n	Zapier
Starting Price	€0 (self-hosted) or €20/month	$19.99/month
Pricing Model	Per execution	Per task (step)
App Integrations	1,000+	7,000+
Self-Hosting	Yes	No
Technical Level	Moderate to Advanced	Beginner-friendly
Best For	Technical teams, cost-conscious scaling	Quick setup, maximum integrations

Bottom Line: If you're currently paying $100+/month for Zapier and have technical resources, switching to n8n can save you $6,000+ per year while giving you more control and flexibility.

What is n8n?

n8n (pronounced "n-eight-n") is an open-source workflow automation tool that you can either self-host on your own infrastructure or use as a managed cloud service. It connects apps and services through a visual, node-based interface where each step in your automation is represented as a draggable node.

Key Features:

• 1,000+ pre-built integrations
• Self-hosting option (free for unlimited use)
• Charges per workflow execution (not per step)
• Advanced features like custom code, branching logic, and error handling
• Can connect to any API via HTTP requests

Founded: 2019
Open Source: Yes (Fair Code license)
Headquarters: Berlin, Germany

Unlike Zapier, n8n gives you complete control over where your automation runs and how your data is handled. This makes it particularly attractive for businesses with privacy concerns or those wanting to reduce dependency on SaaS platforms.

What is Zapier?

Zapier is a cloud-based, no-code automation platform that pioneered the "connect your apps" category in 2011. It's designed for ease of use, allowing anyone to create automated workflows (called "Zaps") in minutes without technical knowledge.

Key Features:

• 7,000+ app integrations (largest library available)
• Extremely user-friendly interface
• Templates for common automation scenarios
• AI features for building automations
• Fully managed cloud service

Founded: 2011
Open Source: No
Headquarters: San Francisco, California

Zapier's strength is its simplicity and breadth of integrations. If you need to connect popular business apps quickly and don't want to manage infrastructure, Zapier makes this effortless.

How Does Pricing Actually Work?

This is where the critical difference lies and why costs can vary dramatically between the platforms.

n8n Pricing Model: Per Execution

An execution = one complete workflow run from trigger to finish.

Self-Hosted (Free):

• Download and run on your own server
• Unlimited executions, workflows, and users
• You pay only for server costs (typically $10-50/month depending on provider)

n8n Cloud:

• Starter: €20/month (2,500 executions)
• Pro: €50/month (10,000 executions)
• Scale: Custom pricing for higher volumes

Example: A workflow that watches for new emails, extracts attachments, saves them to Google Drive, and posts to Slack counts as 1 execution when it runs—regardless of how many steps it has.

Zapier Pricing Model: Per Task

A task = each individual action step in your workflow.

Starter: $19.99/month - 750 tasks, multi-step Zaps

Professional: $49/month - 2,000 tasks, unlimited Zaps

Team: $299/month - 50,000 tasks

Company: $599/month - 100,000 tasks

The Critical Issue: If your workflow processes multiple items, each item is treated separately. A workflow that processes 10 email attachments consumes 30 tasks in a single run.

Real Cost Comparison Examples

Example 1: Simple Email to Spreadsheet

Scenario: Every time you receive an email with a specific label, extract key info and add a row to Google Sheets.

Volume: 200 emails/month

Example 2: CRM Data Sync

Scenario: Every hour, fetch new leads from HubSpot, enrich with Clearbit data, update Salesforce, send notification to Slack.

Volume: 720 runs/month, 15 contacts per run = 10,800 contacts processed/month

Why the difference: n8n counts the entire hourly workflow as 1 execution. Zapier counts every contact processed as multiple tasks.

Example 3: E-commerce Order Processing

Scenario: Process 500 Shopify orders/month through QuickBooks, Gmail, Google Sheets, and Slack (4 steps each).

Example 4: Large-Scale Data Processing

Scenario: Process 30,000 customer records/month through multiple systems.

When Should You Choose n8n?

n8n is the better choice if you:

✅ Have Technical Resources

Someone on your team comfortable with setting up servers (if self-hosting), basic JavaScript/Python for custom nodes, and debugging workflows.

Reality Check: Self-hosting setup takes 2-4 hours initially, then minimal ongoing maintenance. n8n Cloud removes this requirement but still requires more technical comfort than Zapier.

✅ Process High Volumes

You're currently paying $100+/month for Zapier, your workflows process hundreds or thousands of items, or you're hitting task limits regularly.

My Experience: I've migrated 20+ clients from Zapier to n8n. Average savings: $200-400/month.

✅ Need Advanced Customization

You want complex branching logic, custom code in workflows, advanced error handling and retry logic, or connections to proprietary APIs.

✅ Want Data Privacy & Control

You have sensitive data that can't leave your infrastructure, subject to GDPR/HIPAA regulations, want to avoid vendor lock-in, or prefer open-source solutions.

Why This Matters: With self-hosted n8n, your data never leaves your servers. With Zapier, all data flows through their infrastructure.

When Should You Choose Zapier?

Zapier is the better choice if you:

✅ Need Maximum Integrations

You use niche SaaS tools not in n8n's library, need specific app combinations, or don't want to build custom API connections.

Reality: Zapier has 7,000+ integrations vs n8n's 1,000+. However, n8n's HTTP node can connect to any API with documentation.

✅ Want Zero Setup Time

You need automation working today, have no technical resources, don't want to manage servers, or prefer fully managed services.

Fair Assessment: You can create a working Zap in 5 minutes. Self-hosting n8n takes 2-4 hours initial setup.

✅ Have Simple, Low-Volume Workflows

Your workflows have 2-5 steps maximum, you process fewer than 100 items/month, and you're comfortable staying on the Starter plan ($19.99).

✅ Are Non-Technical

No one on your team has technical skills, you need drag-and-drop simplicity, and you want chat/email support.

Honest Truth: Zapier is more beginner-friendly. n8n has a steeper learning curve.

Can You Migrate from Zapier to n8n?

Yes, and it's easier than you might think. Here's the realistic process:

Migration Difficulty by Workflow Type

Easy to Migrate (1-2 hours per workflow):

• Simple trigger → action workflows
• Standard app integrations (Gmail, Google Sheets, Slack)
• Linear workflows without complex logic

Moderate to Migrate (3-6 hours per workflow):

• Multi-step workflows with filters
• Workflows using Zapier's formatter
• Custom webhooks and API calls

Challenging to Migrate (8+ hours per workflow):

• Workflows using Zapier-specific features (Tables, Interfaces)
• Very complex multi-path logic
• Integration with apps not in n8n (requires custom build)

Step-by-Step Migration Process

1. Audit Your Current Zaps (1-2 hours) - Export and document all active Zaps, identify business-critical ones, calculate monthly task usage.

2. Set Up n8n (2-4 hours for self-hosted, 30 min for cloud) - Choose hosting option, deploy, configure, and connect first app.

3. Rebuild Workflows (varies) - Start with simplest workflows, test thoroughly, run both systems in parallel initially (1-2 weeks).

4. Switch Over (1 week) - Disable Zapier workflows one at a time, monitor closely, keep Zapier active for 30 days as safety net.

Total Time Investment: For a typical business with 10-15 Zaps, expect 20-30 hours of work spread over 2-4 weeks.

Frequently Asked Questions

Is n8n really free?

n8n is free to self-host with no limits on executions, workflows, or users. You only pay for the server to run it on (typically $10-50/month). n8n Cloud is a paid hosted version starting at €20/month.

How long does it take to learn n8n?

If you're comfortable with basic technical concepts, expect 10-20 hours to become proficient. Complete beginners may need 30-40 hours. Zapier is faster to learn—most people are productive within 2-3 hours.

Can n8n do everything Zapier does?

Almost everything. n8n has fewer native integrations (1,000+ vs 7,000+) but can connect to any API via HTTP requests. The main gaps are Zapier-specific features like Tables and Interfaces.

Will I save money switching to n8n?

If you're paying $100+/month for Zapier, yes—typically 50-90% savings. If you're on Zapier's Starter plan ($19.99/month) with simple workflows, the savings are minimal.

Is n8n secure?

Yes. n8n is open-source so the code can be audited. Self-hosted n8n gives you complete control over security. n8n Cloud is SOC 2 Type II certified and GDPR compliant.

Can I use both n8n and Zapier?

Absolutely. Many businesses use Zapier for simple, frequently-changing workflows and n8n for complex, mission-critical automations. Use the right tool for each job.

Conclusion: Which Should You Choose?

Choose n8n if:

• You're paying $100+/month for Zapier and costs are growing
• You have technical resources or are willing to learn
• You need advanced customization, complex logic, or custom code
• Data privacy and self-hosting are important
• You want predictable, scalable costs

Choose Zapier if:

• You need maximum integrations (niche apps)
• Speed and simplicity are your top priorities
• You have no technical resources
• Your workflows are simple and low-volume
• You're comfortable staying under $50/month

My Recommendation: If you're reading this because Zapier costs are climbing, try n8n Cloud (€20/month) for 30 days. Rebuild your 2-3 most expensive Zaps. If you can handle it, migrate everything. If it's too complex, stick with Zapier and optimize your usage.

Next Steps

Need help migrating from Zapier to n8n? Check out our automation services for professional migration support, training, and consulting.

Related Articles:

• The Hands-Free Life Admin Assistant in 2025
• Work While You Live: Hands-Free Productivity