You want to automate parts of your business. You've heard about Zapier. Maybe Make (formerly Integromat). Possibly n8n if you've been talking to tech-savvy folks.
They all do similar things—connect your apps and automate workflows—but they're different enough that choosing the wrong one can cost you time and money.
Here's an honest breakdown of each platform, when each makes sense, and which one we usually recommend (spoiler: it depends on your situation).
Zapier: The Easy, Expensive One
What It Is
Zapier is the biggest name in automation. It connects to more apps than anyone else, and it's designed to be simple enough that anyone can use it.
What It's Great At
Ease of use: If you've never set up an automation before, Zapier is the friendliest. The interface makes sense. The help docs are excellent. You can build simple automations in minutes.
App connections: Zapier supports over 5,000 apps. If there's a tool your business uses, Zapier probably connects to it.
Reliability: It just works. Rarely breaks. Support is responsive. For simple automations, it's rock solid.
What It's Not Great At
Cost at scale: Zapier charges based on how many "tasks" you run. Start automating a lot of things, and the bill climbs fast. It's not uncommon for growing businesses to hit $200-500/month.
Complex workflows: Zapier is linear—when this happens, do that. If you need branching logic, multiple paths, or complex conditions, it gets awkward.
Multi-step efficiency: Each action in Zapier counts as a task. A workflow with 10 steps counts as 10 tasks every time it runs. That task counter climbs quickly.
Best For
- Businesses just starting with automation
- Simple, linear workflows with low volume
- Teams that need something that "just works" without technical setup
- Connecting popular apps with basic logic
Pricing
Free plan: 100 tasks/month. Paid plans start at $20/month for 750 tasks, up to $70/month for 2,000 tasks. Enterprise pricing goes much higher.
Make (Formerly Integromat): The Visual, Powerful Middle Ground
What It Is
Make is a visual automation platform that shows your workflows as flowcharts. It's more powerful than Zapier but still accessible to non-developers.
What It's Great At
Visual workflow design: You build automations by dragging and connecting boxes on a canvas. You can see the entire flow at a glance. It makes complex logic much easier to understand.
Better pricing model: Make charges based on operations, but it's generally cheaper than Zapier for the same amount of work. You get more bang for your buck.
Complex workflows: Branching, loops, error handling, multiple paths—Make handles all of it. If Zapier feels limiting, Make probably has what you need.
Data manipulation: Make is better at transforming data between apps. Built-in tools for formatting, math, text manipulation, and more.
What It's Not Great At
Steeper learning curve: More power means more complexity. Make takes longer to learn than Zapier. The interface can be overwhelming at first.
Fewer app integrations: Still hundreds of apps supported, but not as many as Zapier. Most popular tools are covered, but niche apps might not be.
Documentation: Not as polished as Zapier. You might need to do more Googling to figure things out.
Best For
- Businesses outgrowing Zapier's simplicity or price
- Complex workflows with branching logic
- Teams comfortable learning a more powerful tool
- Workflows that process a lot of data
Pricing
Free plan: 1,000 operations/month. Paid plans start at $9/month for 10,000 operations. Much more affordable at scale than Zapier.
n8n: The Self-Hosted, Unlimited Option
What It Is
n8n is open-source automation software that you host yourself. It's like Make in terms of power and visual design, but you're running it on your own server instead of paying a monthly subscription.
What It's Great At
No usage limits: Once it's set up, run as many workflows as you want. Process millions of tasks. No additional cost.
Privacy and control: Your data never leaves your server. For businesses with privacy requirements or sensitive data, this matters.
Customization: Being open-source, you can add custom integrations, modify workflows at the code level, and build exactly what you need.
Cost at scale: For high-volume workflows, n8n becomes dramatically cheaper than Zapier or Make. You're paying for server hosting (usually $10-30/month) instead of per-task fees.
What It's Not Great At
Setup required: You need to set up a server and install n8n. Not complicated for someone technical, but it's a barrier for non-technical users.
Maintenance: You're responsible for keeping it running, updating it, and troubleshooting issues. That's either your time or you're paying someone to manage it.
Not instant: With Zapier or Make, you sign up and start building. With n8n, there's setup time before you can use it.
Best For
- Growing businesses with high-volume automation needs
- Companies with privacy or data security requirements
- Teams that have or can hire technical support
- Businesses running lots of workflows and tired of monthly fees
Pricing
Free (open-source). You pay for server hosting—typically $10-50/month depending on your needs. Or n8n offers a cloud version starting at $20/month with usage limits.
So Which One Should You Choose?
Choose Zapier If:
You're brand new to automation, your workflows are simple, and you want something that works immediately with zero setup. Budget isn't a concern, or your volume is low enough that it stays affordable.
Choose Make If:
You need more power than Zapier offers, you're handling complex workflows with branching logic, or your Zapier bill is getting expensive. You're willing to invest time learning a more capable tool.
Choose n8n If:
You're running high-volume automations, you care about privacy and data control, or you have someone technical who can set it up and maintain it. The long-term cost savings matter to you.
What We Usually Recommend
Honestly? We start most clients on Make.
It's the sweet spot—powerful enough for almost anything, affordable as you scale, visual enough to understand, and you can be up and running quickly.
We move clients to n8n when they're processing high volumes or when they have specific privacy requirements. The cost savings at scale are real, and having that data on your own server is valuable for some businesses.
We rarely recommend Zapier anymore unless simplicity is the absolute top priority. For the same money, Make gives you more capability.
The Real Answer
The best automation platform is the one that fits your business right now—not the one that's most powerful or most popular.
If you're just starting, use what's easiest. As you grow and your needs get more complex, you can always migrate to something more powerful.
We've built workflows on all three platforms. We know what works well on each and how to choose the right one for your specific situation.
Not sure which platform fits your needs? Book a quick call. We'll talk through what you're trying to automate and give you an honest recommendation—even if it's a tool you could set up yourself.