n8n vs Zapier: which automation tool to choose

Get to know each platform, their features, and check out a complete comparison between n8n vs Zapier.

The comparison n8n vs Zapier is one of the most common comparisons when you decide to automate tasks and scale up without complications but don’t know which tool to choose.

After all, both platforms connect tools, create flows, and save hours of your operation.

However, what changes is how they do it, meaning the level of customization, data control, learning curve, and pricing options.

Therefore, we prepared this guide to present the two solutions, where they differ, and when to choose each. Check it out

What is Zapier

To begin, let’s talk about Zapier: one of the pioneering no-code automation platforms and precisely because of this, it makes life easier for those who want to start automating tasks.

This is because instead of programming, you can set up your flows, the famous Zaps — combining triggers and actions in an intuitive way.

It works like this: something happens in an app, for example, someone fills out form X, and from this event, other tasks are executed in sequence, like creating the contact in the CRM or sending a welcome email.

Besides the simple logic, the Zapier’s differential is its integration catalog, which gathers thousands of apps ready to connect.

This way, initial obstacles are always reduced since there is almost always a connector for what you use daily.

Along with this, the interface also helps as each step is guided with explained fields and quick tests, making it easier to map information, for example, the name and email from the form to the correct destinations.

Therefore, in practice, this set of features makes Zapier the preferred choice for those taking their first steps in automation, especially marketing, sales, and CS teams that need to connect popular tools with speed and predictability.

What is n8n

Meanwhile, n8n is an open-source platform for process automation that brings together the best of both worlds: the convenience of no-code for visually setting up flows and the possibility to customize with codes if necessary.

For this, instead of thinking in linear steps, you draw a flow on a canvas with interconnected nodes.

Each node represents something specific

• an action, like creating a record in the CRM,);
• an integration, like connecting with Google Sheets, Slack, among other apps,
• a data transformation, like formatting dates, normalizing texts,
• or a control logic: conditions, loops, and error handling.

Practically, the experience is similar to setting up a mind map that runs by itself.

However, if you need more precision, there is an alternative of using codes to adjust a value or create a rule that would be difficult with just visual blocks.

Another important point is the deployment method since n8n can run both in the cloud and on self-hosting, offering total control over data, security, and environment customization.

Finally, n8n stands out for its flexibility in integrations. That is, if there’s an API, it’s possible to interact with it.

This allows orchestrating from popular tools to internal systems and less common services, keeping everything within the same visual flow.

Comparison n8n vs Zapier

Now that you have the individual overview of n8n and Zapier, let’s get to what matters: a point-by-point comparison to understand how each behaves in daily use. Follow along.

Features and integrations

Without a doubt, one of the strongest points of Zapier is its broad integration catalog.. 

With about 6,000 ready integrations, the chance of finding the app you use, like forms, CRMs, spreadsheets, email marketing, or ads is enormous.

From there, you shorten the path between having the idea and publishing the flow, and in many scenarios, you don’t need to touch an API. Just click, authenticate, and use.

Although it also offers various ready nodes, the n8n shines when you need to step out of the ordinary.

This is because if there is no official connector, there is the possibility to integrate using an HTTP Request, Webhook and data transformations within the flow itself.

As a result, you have the freedom to orchestrate less popular services and internal systems, being the ideal choice for those who value technical flexibility and want to set up custom automations.

Usability and flexibility

From what we saw above, Zapier was designed to provide ease. That is, you enter, create a Zap with clear steps, and publish quickly.

Thus, the learning curve is short, and maintenance is simple, making it perfect for recurring daily tasks like capturing leads, updating spreadsheets, creating deals in CRM, and much more.

Meanwhile, the n8n was designed to deliver control. After all, the canvas-based editor encourages more elaborate flows with conditions, repetitions, error handling, branching, and data manipulations between nodes.

Therefore, if you have technical knowledge or want to develop, n8n provides a complete toolbox experience.

On the other hand, the learning curve is somewhat longer, especially if you opt for self-hosted.

Pricing

When we talk about pricing, the Zapier stands out for having a free plan with resource limits for starting and testing.

The Pro plan starts annually at US $19.99/month, and unlocks features like Zaps multi-step Zaps, access to premium apps, and webhooks.

On the other hand, the n8n has a Cloud entry plan starting at R $125/month annually, for users in Brazil and may increase according to the number of executions and projects.

You can also choose the self-hosted option, start for free, and then adapt according to the company’s needs.

To compare costs fairly, it’s valid to estimate how many automations you’ll have, how many steps each executes, and the monthly volume of tasks/executions. Only then place the prices side by side.

Advantages and disadvantages of each tool

Now that you’ve checked the n8n vs Zapier comparison in its entirety, it’s worth taking a closer look at the advantages and points of attention of each platform. Let’s go.

Platform	Strengths	Points of attention
Zapier	Vast catalog of ready-made integrations Guided experience ideal for starting quickly Fewer technical barriers for publishing and maintenance	Charging model by tasks can become expensive with high volume Deep customizations depend on what the connectors offer or the features of the plans.
n8n	Open source with self-hosted option and data control Powerful visual flows and possibility of customization with codes Integrates any service with API even without a ready connector	Requires more knowledge, especially in self-hosted Larger learning curve for those who have never dealt with APIs and expressions.

n8n vs Zapier: when to choose each

Still unsure about choosing n8n or Zapier? Don’t worry, we have selected real day-to-day scenarios below to assist in your decision.

1. I want to start now without friction and with ready connectors

• Go with Zapier as it offers a quicker route for marketing, sales, CS, and operations teams that need to connect popular tools and save time in their routine.

2. I need total freedom and integration with APIs, including internal systems.

• The n8n tends to be the best option. Its combination of visual nodes with customization allows for setting up complex logics, handling exceptions, and building tailored flows.

3. I have compliance or data residency requirements.

• The n8n self-hosted provides control over where to run, how to protect, and how to audit your environment.

4. My team is small, and we don’t have dedicated technical support.

• Generally, the Zapier tends to offer a better effort-result ratio since you grow in stages understanding the impact of each automation.

5. I have many short flows spread across the operation.

• consider n8n Cloud, charging by executions or self-hosted infrastructure cost. Depending on the usage pattern, it may be more cost-effective in the long run.

In other words, when the goal is to automate quickly and without complication, Zapier is usually the best shortcut.

On the other hand, when the priority is flexibility, control, and deep API integration, n8n stands out, especially in self-hosted, for those who need customization.

But if you’re still not sure, it is valid to test each platform, measure the creation effort, performance, and cost per execution.

Thus, in a few weeks, you will have the data to choose the tool that yields the most for your context.

Integrate n8n and Zapier with Reportei

Without a doubt, one of the biggest benefits for those using n8n and Zapier is integration with Reportei, a benchmark platform in marketing reports and dashboards.

In practice, you connect the events that already happen in your day-to-day, like a lead that became an opportunity or a campaign approval, and turn it all into automatic flows that create reports, update dashboards, and log milestones on the Timeline, without manual effort.

The result is a lighter and more reliable operation. After all, you save time, reduce the risk of spreadsheet errors, and ensure that information is always up-to-date.

On another front, communication with the client becomes clearer since it is possible to send notifications at each stage, share relevant insights, and maintain an organized history of the project’s achievements.

Thus, by connecting n8n or Zapier to Reportei, your agency or company gains a efficiency engine.

You standardize processes, accelerate analyses, and scale marketing management with productivity and intelligence, without losing the flexibility to adapt the flows to your way of working.

FAQ: frequently asked questions about n8n vs Zapier

Below, check out the main questions and answers to help with your choice.