Zapier is the easiest way to connect common apps without code. n8n is a flexible workflow tool you can self-host, which suits technical teams and higher volume. Custom automation is best when the logic is complex, the volume is high, or the workflow is central to your business. Many teams use more than one.
The three options
Zapier is a hosted service with a very large library of app connections. You build "zaps" through a visual editor.
n8n is a workflow automation tool with a visual editor that you can run on your own server or use as a hosted service. It is popular with technical users because it allows custom code and self-hosting.
Custom automation is code written for your workflow, such as scheduled jobs, webhooks and integrations running on your own infrastructure.
Comparison
| Zapier | n8n | Custom code | |
|---|---|---|---|
| Ease of start | Easiest | Moderate | Needs a developer |
| App coverage | Very wide | Wide, with the option to call any API | Anything with an API |
| Complex logic | Possible, can get messy | Strong | Strongest |
| Cost pattern | Based on usage, can grow quickly | Self-hosting can be cheap at volume, with infrastructure to run | Build cost, then low running cost |
| Control and ownership | Hosted by a vendor | Higher with self-hosting | Full |
| Reliability and monitoring | Vendor-managed | Yours to manage if self-hosted | Yours to build |
Pricing for these products changes, so check current plans before deciding.
Choose Zapier if
- Your needs are common: form to spreadsheet, lead to email, new order to chat message.
- You want it working today.
- Volume is modest.
Choose n8n if
- You have technical help.
- You need complex branches, loops or custom code.
- Volume is high and per-task pricing hurts.
- You want to host it yourself.
Choose custom automation if
- The workflow is core to your operations, such as quote parsing, document processing or payment handling.
- You need strong error handling, audit trails and monitoring.
- Data is sensitive.
- You want one maintainable system instead of dozens of fragile connections.
What we built
In our Trripah CRM, quote-request emails, AI parsing of supplier quotes and payment tracking are custom-coded because they are central to how the business operates. For smaller connections around the edge, a tool like Zapier or n8n can be the right call. See workflow automation tools: how to choose and our workflow automation service.