How-To Guide

How to pick Zapier vs Make vs n8n for your workflow

Each tool has a sweet spot. This is the decision matrix Aiprosol uses with paying clients — based on workflow shape, run volume, team technical level, and cost-per-operation.

Time1h

Cost$0

Steps7

Tools you'll need

The Aiprosol Tool Cost Comparison spreadsheet (free with the Starter Pack)

Steps

1
Identify the workflow shape
Linear pipeline (trigger → action → action). Branching (1 trigger → multiple paths). Iterating (1 trigger → for-each over array). Scheduled sweep (cron + query + per-row processing). Polling. Approval gate. Long-running state machine.
2
Estimate run volume
How many times per day will this workflow fire? Counts every internal step too — a 5-step workflow firing 100 times/day = 500 'operations' on Zapier's billing.
3
Check team's technical level
Non-technical (sales / ops): Zapier wins for ease. Technical-adjacent (ops with light JS): Make wins on visual + cost. Engineering (devs): n8n wins on flexibility + self-host cost.
4
Apply the cost matrix
Under 100 runs/day, simple shape, non-technical team → Zapier ($20-50/mo). 100-2,000 runs/day OR branching/iterating → Make ($9-29/mo). 2,000+ runs/day OR state machines OR engineering team → n8n self-hosted ($5/mo VPS, unmetered).
5
Check ecosystem fit
Zapier: 5,000+ apps integrated, weakest niche tools usually have a Zapier integration. Make: 1,800+ apps, strong on data manipulation. n8n: 350+ official + community nodes, plus full code blocks for anything missing.
6
Stress-test edge cases
What happens at 10x the expected volume? Zapier: bill jumps + rate limits hit. Make: usually still works, bill is moderate. n8n self-hosted: same VPS cost.
7
Pick one + commit for 90 days
Don't tool-shop weekly. Pick based on the matrix, commit for 90 days, measure actual cost + dev time vs estimate. Re-evaluate at 90 days.

Steps

Identify the workflow shape

Linear pipeline (trigger → action → action). Branching (1 trigger → multiple paths). Iterating (1 trigger → for-each over array). Scheduled sweep (cron + query + per-row processing). Polling. Approval gate. Long-running state machine.

Estimate run volume

How many times per day will this workflow fire? Counts every internal step too — a 5-step workflow firing 100 times/day = 500 'operations' on Zapier's billing.

Check team's technical level

Non-technical (sales / ops): Zapier wins for ease. Technical-adjacent (ops with light JS): Make wins on visual + cost. Engineering (devs): n8n wins on flexibility + self-host cost.

Apply the cost matrix

Under 100 runs/day, simple shape, non-technical team → Zapier ($20-50/mo). 100-2,000 runs/day OR branching/iterating → Make ($9-29/mo). 2,000+ runs/day OR state machines OR engineering team → n8n self-hosted ($5/mo VPS, unmetered).

Check ecosystem fit

Zapier: 5,000+ apps integrated, weakest niche tools usually have a Zapier integration. Make: 1,800+ apps, strong on data manipulation. n8n: 350+ official + community nodes, plus full code blocks for anything missing.

Stress-test edge cases

What happens at 10x the expected volume? Zapier: bill jumps + rate limits hit. Make: usually still works, bill is moderate. n8n self-hosted: same VPS cost.

Pick one + commit for 90 days

Don't tool-shop weekly. Pick based on the matrix, commit for 90 days, measure actual cost + dev time vs estimate. Re-evaluate at 90 days.