Every small business repeats the same small tasks: copying a website lead into a spreadsheet, sending a WhatsApp or email reply, chasing an invoice, posting the same update in three places. Automation tools connect your apps so these steps happen on their own, wherever you are in the world.
The three names you will hear most are Zapier, Make and n8n. They do the same basic job, but they charge in very different ways and suit different kinds of teams. This guide compares them on price, ease of use, AI features, self-hosting, data protection and integrations.
Prices below are the published list prices we could verify in October 2026. Zapier and Make bill in US dollars; n8n bills in euros, so we show those in EUR. Local taxes may be added depending on your country. Vendors change plans often, so always check the official pricing page before you buy.
The short answer
- Zapier is the easiest to learn and has the largest app library. It is the best choice if you are non-technical and run a modest number of simple automations.
- Make is cheaper for higher volumes and shows your workflow as a visual map, which helps with branching logic. It suits people who are comfortable with a little more complexity.
- n8n charges per workflow run, not per step, and can be self-hosted for free. It suits technical teams, heavy AI workflows and businesses that want to keep data on their own server.
How each tool charges: tasks vs credits vs executions
This is the most important difference, and the one that surprises people on their first invoice.
Zapier: tasks
Zapier counts a task each time an action step runs successfully. Triggers are free. A Zap that takes a form lead, adds it to a sheet and sends a Slack message uses two tasks per lead. Some built-in tools, such as Filters, Paths and Formatter, are listed as not using tasks. AI steps and MCP calls also draw from the same task pool.
Make: credits
Make moved from "operations" to credits. In most cases each module action in a scenario uses one credit, whether it reads, searches, creates or transforms data. Some AI features use credits at different rates. Watch out for loops: a step that processes 50 rows uses credits for each row, not just once.
n8n: executions
n8n Cloud counts an execution each time a whole workflow runs, no matter how many steps it has. A 3-step workflow and a 30-step workflow cost the same per run. This makes n8n very predictable for long, complex workflows, and the self-hosted Community Edition has no execution limit from n8n at all.
Pricing comparison (October 2026)
| Plan | Zapier | Make | n8n |
|---|---|---|---|
| Free | 100 tasks a month, two-step Zaps only | Up to 1,000 credits a month, 2 active scenarios, 15-minute minimum interval | Community Edition is free to self-host; you pay for the server |
| Entry paid plan | Professional: from $19.99 a month on annual billing, or $29.99 monthly, for the lowest task tier | Core: $9 a month on annual billing, or about $10.59 monthly, for 10,000 credits | Starter: EUR 20 a month on annual billing for 2,500 executions |
| Next step up | Team: from $69 a month on annual billing, up to 25 users | Pro: $16 a month on annual billing, same 10,000 credits plus extra features | Pro: EUR 50 a month on annual billing for 10,000 executions |
| How you scale | Choose a higher task tier; price rises with volume | Buy more credits on any paid plan | Move to a higher plan or self-host |
| Unit of billing | Per action step | Per module action | Per full workflow run |
A practical example: a workflow with 5 action steps that runs 1,000 times a month uses about 5,000 Zapier tasks, about 5,000 Make credits, or 1,000 n8n executions. At that volume Zapier needs a higher task tier than its entry plan, Make stays inside its Core plan, and n8n needs its Pro plan or a self-hosted server.
Also check monthly vs annual billing. Zapier's monthly price is roughly a third higher than annual, and n8n is also cheaper on yearly billing.
Ease of use
Zapier is the most beginner friendly. You build a Zap as a simple list of steps, and Copilot can draft a workflow from a plain-English description. If you have never automated anything, this is the gentlest start.
Make uses a visual canvas where each app is a bubble and you draw the path between them. Routers and filters appear as branches on the map, which makes complex logic easier to follow once you learn the interface. Expect a few hours of learning before you feel comfortable.
n8n also uses a visual canvas, but it is closer to a developer tool. You will meet JSON data, expressions and sometimes a little JavaScript. Non-technical owners usually find it the hardest of the three, and self-hosting adds server maintenance on top.
AI features and agents
All three tools now let you add AI to workflows and build AI agents that decide which step to take next.
- Zapier offers AI steps inside Zaps, Copilot for building, and separate products called Zapier Agents and Zapier Chatbots, which have their own plans. Zapier MCP lets AI assistants such as Claude or ChatGPT take actions in your connected apps; each successful MCP tool call uses tasks from your plan.
- Make has AI Agents built into the scenario builder. You choose a model, write instructions, attach tools such as Gmail or Google Sheets, and upload knowledge files. You can use Make's AI provider or connect your own API key on paid plans. Make also has an assistant called Maia and an MCP server.
- n8n has an AI Agent node that works with OpenAI, Anthropic, Google and local models, with memory, tool calling and vector stores. Because n8n charges per run, long AI workflows with many steps stay cheap on the automation side.
Remember that the AI model itself often costs extra. If you connect your own OpenAI or Anthropic key, those usage fees are billed by the model provider, not by the automation tool.
Self-hosting, data location and GDPR
This is where n8n stands apart. Its Community Edition can run on your own server or a small cloud VPS in the country of your choice, so your workflow data stays where you decide. n8n uses a "fair-code" licence: it is free for your own business use, but you cannot resell it as a competing automation service. Advanced features such as SSO and Git version control need a paid licence even when self-hosted.
For small businesses, Zapier and Make are cloud-only services. Make's Enterprise plan includes an on-premise agent for reaching internal systems, but the platform itself runs in Make's cloud.
Where the cloud versions store data, as reported in October 2026 (confirm in each vendor's current documentation):
- Zapier stores data in the United States by default.
- Make lets you choose EU or US hosting when you create your organisation.
- n8n Cloud runs in the EU, on Microsoft Azure in Frankfurt, Germany.
If you are in the EU or UK, GDPR applies whichever tool you pick. Sign the vendor's data processing agreement, list the tool in your privacy policy and records of processing, and send only the personal data each workflow actually needs. Every automation that copies customer data from one app to another is a data flow you should be able to explain.
Self-hosting is not free in practice. Someone has to handle updates, backups, security and monitoring. If nobody on your team can do that, n8n Cloud or a managed setup is the safer choice.
Integrations
| Zapier | Make | n8n | |
|---|---|---|---|
| App library | Around 8,000 to 9,000 apps, the largest | Around 3,000 apps | Hundreds of built-in nodes (reviews cite 500+) |
| Custom APIs | Webhooks on paid plans | HTTP module on all plans | HTTP node and code nodes on all plans |
| Best coverage | Niche SaaS and marketing tools | Popular business apps with deep options | Developer tools, databases and AI services |
For most small businesses, all three cover the essentials: Google Workspace, Microsoft 365, HubSpot, Zoho, Shopify, Stripe, Slack and Meta lead forms. For WhatsApp you need a WhatsApp Business Platform account (often through a provider), and Meta charges per message at a rate that depends on the recipient's country. Our WhatsApp Business API guide explains how that works.
Automation examples for small businesses
Here are workflows small businesses ask for most often. Any of the three tools can build them.
- Website lead to CRM and WhatsApp: a form on your site creates a contact in HubSpot or Zoho, assigns it to a salesperson and sends a WhatsApp or email reply within a minute.
- Marketplace and portal leads: lead emails from property portals, booking sites or marketplaces are parsed for name, phone and listing, then added to the CRM pipeline.
- Booking reminders: a clinic or salon sends an automatic reminder the day before an appointment and logs no-shows in a sheet.
- Invoice follow-ups: when an invoice in your accounting tool passes its due date, the owner gets a summary and the client gets a polite reminder in their language.
- Review requests: after a job is marked complete, the customer receives a link to leave a Google review.
- AI triage: incoming emails are read by an AI step, tagged as sales, support or spam, and routed to the right person with a short summary.
Which one should you choose?
| Your situation | Best fit |
|---|---|
| Non-technical owner, a few simple automations, wants the quickest start | Zapier |
| Growing volume, branching logic, tight budget | Make |
| Technical team, many-step or AI-heavy workflows, high volume | n8n Cloud |
| Must keep workflow data on your own server or in a specific country | n8n self-hosted |
| Prefers EU hosting without self-hosting | Make (EU region) or n8n Cloud |
| Needs a rare app that only one tool supports | Whichever tool lists it |
A simple checklist before you commit:
- List your top 3 automations and count the steps in each.
- Estimate runs per month, then calculate tasks, credits or executions.
- Confirm every app you use is supported, including WhatsApp and your CRM.
- Check where the tool stores data and sign its data processing agreement if GDPR applies to you.
- Decide who will maintain the workflows when something breaks.
- Start on a free plan or trial and test with real data before paying annually.
Many businesses end up mixing tools, for example Zapier for quick marketing tasks and n8n for one heavy AI workflow. That is fine, as long as someone documents what runs where.
If you want this done for you, our automation service sets up workflows in Zapier, Make or n8n and connects them to your CRM through our CRM setup service. Not sure which CRM to connect? See our guide to the best CRM for small businesses.
If you are in the UAE
At 3.6725 AED to the dollar, Zapier Professional starts at about AED 73 a month on annual billing (about AED 110 monthly), Zapier Team at about AED 253, Make Core at about AED 33 and Make Pro at about AED 59. UAE VAT may apply to your invoices. Common local workflows include forwarding Property Finder or Bayut lead emails into a CRM and sending invoice reminders in English or Arabic. If you handle personal data, the UAE Personal Data Protection Law (PDPL) applies to most mainland businesses, while DIFC and ADGM have their own rules. If you need data kept in the country, self-hosted n8n on a UAE cloud region is the most direct option. For reviews, see our Google Business Profile guide.
Talk it through with us
Not sure which tool fits your business? dhowly works with businesses worldwide, remotely, in English and French. Book a free 15-minute call, tell us what you repeat every week, and we will tell you honestly which tool makes sense, or whether you need automation at all yet.
Frequently asked questions
Is Make cheaper than Zapier?
Usually, yes. Make's Core plan costs $9 a month on annual billing for 10,000 credits, while Zapier's Professional plan starts at $19.99 a month on annual billing for a much smaller task tier. The gap grows as your volume increases.
Is n8n really free?
The self-hosted Community Edition is free to use for your own business, with no execution limit from n8n. You still pay for the server and someone has to maintain it. n8n Cloud starts at EUR 20 a month on annual billing.
What is the difference between tasks, credits and executions?
Zapier counts a task for each successful action step, Make counts a credit for each module action, and n8n counts one execution for each complete workflow run regardless of how many steps it has. Long workflows are therefore much cheaper on n8n.
Which automation tool is easiest for a non-technical business owner?
Zapier is the easiest to learn, with a simple step list and an AI Copilot that drafts workflows from plain English. Make takes a little longer to learn, and n8n is the most technical of the three.
Which tool is best for GDPR and EU data?
All three offer data processing agreements. Make lets you pick EU hosting, n8n Cloud runs in Frankfurt, and self-hosted n8n keeps data on your own server. Zapier stores data in the US by default. Whatever you choose, send only the personal data each workflow needs.
Which tool is best for AI agents?
All three now offer AI agents. n8n is popular for complex AI workflows because it charges per run, Make has agents built into its visual builder, and Zapier sells Agents and Chatbots as separate products. Model usage fees may be billed separately.
