Zapier vs Make vs n8n: choosing a workflow automation tool

What workflow automation tools do

A workflow is a set of steps that runs automatically. For example: when someone fills in your website form, add them to your CRM, create a task for your sales person and send a confirmation email.

Workflow tools are useful when your apps do not offer a built-in connection, or when you need conditions, formatting or several steps. If you have not mapped your process yet, start with how to automate business processes.

Zapier: easiest to get started

Zapier is known for its simple, step-by-step builder and a very large library of app connections. It is often the quickest way for a non-technical person to connect two apps.

It suits straightforward workflows and teams that want something they can manage themselves. As workflows grow more complex or run very often, it is worth checking how usage is counted and what that means for your plan.

• Good for: simple, linear workflows built by non-technical staff
• Consider: how usage is measured as volume grows

Make: visual and flexible

Make uses a visual canvas where you can see each step of a workflow and how data moves between them. Many people find it helpful for workflows with branches, loops or data that needs reshaping.

It has a slightly steeper learning curve than the simplest tools, but gives more control over how each step works. As with any usage-based tool, check how operations are counted on your plan.

• Good for: workflows with several paths or data transformation
• Consider: a little more learning time for non-technical users

n8n: most control, including self-hosting

n8n offers a visual builder like the others, and it can also be self-hosted on your own server, according to its hosting documentation (opens in a new tab). That appeals to businesses that want more control over where their data is processed, or developers who want to add custom code.

Self-hosting brings responsibilities: someone has to keep the server secure, updated and backed up. If you do not have that skill in-house, a hosted plan or a specialist who maintains it for you may be better.

• Good for: technical teams, custom logic and control over hosting
• Consider: the ongoing work of maintaining a self-hosted server

How to choose

There is no single best tool. The right choice depends on who will build and maintain the workflows, how complex they are and how much control you need over data. Try your real workflow in a free plan or trial before committing.

Whichever you choose, keep the account in your business's name, turn on multi-factor authentication and document what each workflow does. Before sending customer information through any tool, read AI and privacy for Australian businesses.

• Who will build and fix workflows: a staff member, a specialist or a developer?
• Are your workflows simple and linear, or branching and data-heavy?
• Do the apps you use have reliable connections in the tool?
• Do you need control over where data is processed?
• How will costs change as the number of runs grows?

Getting help

Many automation specialists work with one or more of these tools. You can browse specialists and filter by the tools they use, then book a free 15-minute consultation. For worked examples, see ecommerce automation basics and automating client reporting.