Why We Chose n8n Over Zapier for Complex Automations

"Should we use Zapier or n8n?" It's the most common question we get from clients starting automation projects. The honest answer: it depends. But for complex automations, we almost always recommend n8n. Here's why.

The Case for Zapier

Let's be fair to Zapier—it's excellent for what it does:

• 5,000+ app integrations out of the box
• Non-technical users can build simple workflows
• Reliable infrastructure, minimal maintenance
• Great for "if this, then that" automations

If you need to connect Typeform to Mailchimp, Zapier is probably the right choice. Setup takes 5 minutes and it just works.

Where Zapier Falls Short

The problems start when automations get complex:

Limited Logic

Zapier's branching and looping capabilities are basic. When you need "for each item in this list, check three conditions, then branch to different actions based on combinations"—Zapier becomes painful.

No Code Access

Sometimes you need to write code. Parse a weird date format, transform nested JSON, implement custom retry logic. Zapier's Code by Zapier steps are limited and awkward.

Cost at Scale

Zapier charges per task. Complex workflows with loops can burn through thousands of tasks for a single execution. We've seen clients with $2,000/month Zapier bills for workflows that cost $50/month on n8n.

Why n8n Wins for Complex Work

n8n hits a sweet spot: visual workflow building with full code access when needed.

Real Programming When Needed

Every n8n node can include JavaScript. Need to parse XML, implement retry logic, or transform data in ways the UI can't handle? Write code. Need to just connect two apps? Use the visual builder. Best of both worlds.

Self-Hosted Option

For clients with data sensitivity requirements, n8n can run on their infrastructure. Data never leaves their environment. Try doing that with Zapier.

Predictable Pricing

n8n Cloud charges by workflow execution, not by task. A workflow with 50 steps costs the same as one with 5. Self-hosted n8n is free (infrastructure costs only).

When to Use What

Our general recommendations:

• Zapier: Simple integrations, non-technical teams, quick prototypes
• Make: Visual-first teams, complex branching without code
• n8n: Complex logic, code requirements, cost sensitivity, data privacy

The Meta Point

The platform matters less than the thinking behind it. A well-designed automation on Zapier beats a poorly-designed one on n8n. We've rebuilt client automations on the same platform they were already using—just with better architecture—and seen 10x improvements.

Choose the tool that fits your team's skills and your project's requirements. But if you're building anything complex, seriously consider n8n.