n8n vs Zapier comes down to who runs the software, how you are billed and how much logic you need. Zapier is a hosted service billed by tasks, and it is quick for simple app-to-app jobs. n8n can be self-hosted under its Sustainable Use License or used as a hosted plan billed by workflow executions, and it suits complex flows and code. Custom code is the third option when both outgrow their limits. Pricing and licence facts below were checked on the official pages on 14 November 2026.
We have a stake: WebUncles offers AI automation services. The right tool depends on the job, so use this guide to decide before you talk to anyone, including us.
n8n vs Zapier at a glance
| Factor | n8n | Zapier |
|---|---|---|
| Who runs it | You, if self-hosted (Community Edition from GitHub), or n8n on its hosted plans (pricing) | Zapier runs the service for you, on its own plans |
| Billing unit | Hosted plans list monthly workflow executions | A task is counted when a Zap successfully completes an action |
| Free option | Community Edition, free to self-host under the licence below | Free plan with 100 tasks a month |
| Licence | Sustainable Use License (fair-code), with limits on commercial use | A commercial service under Zapier’s terms |
| Code | Code node (n8n says JavaScript and Python) | Code steps exist; check limits on the plan you need |
| Best for | Complex branching, code, data you want to keep on your own server, technical teams | Simple app-to-app automations that non-technical staff set up |
| Main cost besides the plan | Server, backups, updates and someone to maintain it, if self-hosted | Task volume as flows grow |
Pricing, checked 14 Nov 2026
Prices change often, so treat these as a snapshot and check the pages before you budget. n8n’s page shows euro prices billed annually and carries no effective date. Zapier’s page shows US dollars, with higher prices on monthly billing.
n8n (euro, billed annually)
| Plan | Price per month | Workflow executions per month | Where it runs |
|---|---|---|---|
| Starter | €20 | 2,500 | Hosted by n8n |
| Pro | €50 | 10,000 | Hosted by n8n |
| Business | €667 | 40,000 | Self-hosted only |
| Enterprise | Contact sales | Custom | Hosted or self-hosted |
Source: n8n pricing. The page also says Business and Enterprise self-hosted instances need a licence key that contacts n8n’s licence server daily, and that workflows keep running if you exceed a quota, though overage charges may apply. The free Community Edition is described as “a standard, self-hosted version of n8n” on GitHub.
Zapier (US dollars)
| Plan | Price shown | Tasks per month |
|---|---|---|
| Free | $0 | 100 |
| Professional | From $19.99 a month billed yearly, or $29.99 billed monthly | 750 on the entry tier |
| Team | From $69 a month billed yearly, or $103.50 billed monthly | 2,000 on the entry tier |
| Enterprise | Contact sales | Custom |
Source: Zapier pricing. The page says paying yearly saves 33%. It defines a task as used when a Zap successfully moves data or completes an action. Triggers and failed actions do not count, and some built-in steps, such as Filter, Formatter, Delay and Paths, do not count either. Zapier Agents, an add-on, are billed in “activities” rather than tasks. If you hit your limit with pay-per-task billing on, Zaps continue at a higher per-task rate. With it off, Zaps pause until the next period.
A worked example of the two billing units
Take a flow with a trigger and four actions that each count, run 1,000 times a month. On Zapier that is up to 4,000 tasks, because each successful action is one task. On n8n it is 1,000 executions, because n8n says it bills per full workflow execution (its comparison page, which is n8n’s own marketing). Compare that with the entry tiers above: 4,000 tasks is well above Zapier’s 750-task entry tier, while 1,000 executions fits inside n8n Starter’s 2,500. The example is arithmetic on published rules, not a quote, and the gap shrinks or reverses with different flows and tiers. Count your own steps before you decide.
The n8n licence in plain words
n8n uses the Sustainable Use License. n8n’s licence page says it grants the free right to use, modify, create derivative works and redistribute, with limits. Use or modification is allowed only for your own internal business purposes or for non-commercial or personal use, and redistribution must be free and non-commercial. The page also says “fair-code isn’t a software license”: it is a model where software is generally free to use and has open source code, but is commercially restricted by its authors.
For agencies and consultants, the licence FAQ is the page to read. It says:
- Building, running and maintaining workflows on your own n8n instance on behalf of clients is permitted, provided clients do not access that instance directly.
- Hosting n8n as a service and letting clients build workflows is not permitted, and neither is letting external end users build or configure their own workflows through your product.
- Using n8n as a backend processing engine inside your own product is allowed if end users do not use the n8n interface.
- For licence questions, n8n gives [email protected] as the contact.
If you plan to self-host, n8n’s Community Edition feature list says SSO (SAML, LDAP), Projects and Git version control are not included and are available on self-hosted Business and Enterprise plans. This is a summary of the docs as read on 14 November 2026, not legal advice. Ask n8n or a lawyer if your case is in a grey area.
When custom code beats both
A hosted tool is a good start, but custom code wins in some cases:
- Your volume is high enough that per-task or per-execution billing, or server upkeep, outweighs a one-time build.
- The logic is complex, or needs your own database, queues or tests.
- Your staff need a screen of their own, such as an approval inbox, rather than a workflow editor.
- Data must stay inside your own system under rules you set.
- The automation is part of a product you sell, where licence limits on tools matter.
The cost is build time and ownership of maintenance. Start with the simplest tool that works. Move to code when a real limit hurts. Our custom software development page covers code builds, and AI integration services covers AI inside software you already run.
Which should you choose? A checklist
- Simple, app-to-app, non-technical owner: start with a hosted tool such as Zapier or n8n’s hosted plans.
- Complex branching, code, or many steps per run: n8n is built for this. Check the execution limits.
- Data must stay on your own server: self-host n8n, and budget for upkeep, or write custom code.
- You are an agency or reselling: read the n8n licence FAQ first, and ask your supplier where your workflows are hosted.
- High volume or part of your product: price custom code against the tool bills.
- Unsure: pilot one workflow in the tool you like best, and measure the real step counts.
Where AI fits in
Both platforms offer AI steps, and n8n and Zapier each sell agent features. Not every automation needs AI. Use rules for fixed inputs and an AI model only where the input is free text or a messy document. Whichever tool you use, keep a person approving risky actions. Read our post on AI agents for business for the limits, and our guide to the first tasks to automate for a starting list.
Frequently asked questions
Is n8n free?
The Community Edition is free to self-host under the Sustainable Use License, for your own internal business purposes or non-commercial use. n8n’s hosted plans and its Business and Enterprise plans are paid. You also pay for the server and the upkeep if you self-host.
Is n8n open source?
n8n’s own docs call it fair-code and say fair-code is not a software licence. The source code is available, but commercial use is restricted by the licence. Read the licence page before using it in a commercial product.
Can an agency build n8n workflows for me?
The licence FAQ says building and running workflows on its own instance for clients is permitted if clients do not access that instance directly. Ask any agency where your workflows will be hosted and how you would move them.
How does Zapier count tasks?
A task is used when a Zap successfully completes an action. Triggers and failed actions do not count, and some built-in steps do not count either. Check the pricing page for the full list.
Which is cheaper, n8n or Zapier?
It depends on your steps per run and your volume. Zapier counts successful actions. n8n says it counts full workflow executions. Count your own steps and compare the plan limits above.
Can I move from one tool to another later?
You will usually rebuild the workflows, because each tool has its own format. Keep a written description of each workflow, so a move is a rebuild, not a rediscovery.
Tell us what you want to automate
Describe the task, the tools involved and how many items you process a month. We will say whether a hosted tool, a self-hosted tool or custom code fits, and give a pilot plan with a written quote. Tell us what you want to automate.
