AI & automation
Workflow automation with n8n, Zapier and Power Automate
The right automation tool depends on how it charges, where your data must live and who will maintain it. We pick the tool to fit, build the workflows and hand them over documented.
The short answer
For most companies the choice comes down to billing and hosting: Zapier counts every action step as a task, n8n counts each whole workflow run as one execution and can be self-hosted, and Power Automate is licensed per user and is strongest inside Microsoft 365. DeqTeq AI Technologies builds and maintains workflows in all three, plus HubSpot, Odoo and Greenhouse integrations.
n8n vs Zapier vs Power Automate
| n8n | Zapier | Power Automate | |
|---|---|---|---|
| Billing unit | Per workflow run (execution) | Per action step (task) | Per user, or per flow on premium plans |
| Self-hosting | Yes, free Community Edition | No | No |
| Built-in integrations | About 400, plus any HTTP API | About 6,000 to 7,000 | Several hundred, strongest for Microsoft |
| Learning curve | Steeper, more technical | Gentle | Moderate |
| Best for | High volume, complex logic, data you must keep in-house | Quick wins across many SaaS apps | Teams already standardised on Microsoft 365 |
Example from published comparisons: a 5-step workflow run 1,000 times a month uses 5,000 Zapier tasks but 1,000 n8n executions. Check each vendor’s current pricing page before you buy.
Want to see how this would work for you? Book a free 20-minute call
One rule we always check
If your alerts and automations run on the same platform as your email, they fail together. During a Microsoft 365 outage, Power Automate flows that send your alerts can stop too. Critical alerts should run somewhere independent.
- Keep outage alerts and client notices on a separate platform
- Log every automated action so failures are visible
- Give each workflow a named owner and a short runbook
What we automate most often
- Lead capture from forms into the CRM, with routing and follow-up
- Candidate and client updates between an ATS and email
- Invoices, reminders and payment status between accounting and CRM
- Reports pulled from several tools into one sheet or dashboard
- AI steps that draft replies or summaries for a person to approve
Is it right for you?
An honest check before you book a call.
A good fit if
- People copy data between the same tools every day
- Your Zapier bill is growing with your task count
- You need data to stay on your own servers
- You have Power Automate flows nobody can maintain
Probably not a fit if
- The process changes every week
- The task happens a few times a month
How it works
- 1
Map the process
Write down each step, the tools and who checks the result.
- 2
Choose the tool
Pick n8n, Zapier or Power Automate on cost, hosting and upkeep.
- 3
Build and test
Build with logging and error alerts, then test on real cases.
- 4
Hand over
Documentation, an owner on your side and optional maintenance.
Questions
Something else? Ask on WhatsApp or send a message. Replies within one working hour.
Is n8n cheaper than Zapier?
Usually, for multi-step workflows at volume, because n8n counts a whole workflow run as one execution while Zapier counts each action step as a task. For a few simple two-step automations, the difference is small.
Should I use Power Automate if we are on Microsoft 365?
For flows inside Microsoft 365, such as SharePoint, Teams and Outlook, it is often the natural choice. For flows between many non-Microsoft apps, n8n or Zapier is usually easier to build and maintain.
Can you migrate our Zapier workflows to n8n?
Yes. We map each Zap, rebuild it in n8n, run both side by side and switch over once the results match.
Can you add AI to our workflows?
Yes. DeqTeq AI builds AI steps and agents that draft, classify or summarise, with a person approving anything that matters.
Who maintains the workflows after launch?
Your choice: we hand over documentation and an owner on your side, or maintain them on a monthly plan.
Next step
Show us the process you repeat every day.
In 20 minutes we’ll tell you which tool fits, what it would take to build, and what it should save.
Related
Sources
- Dupple: Zapier vs n8n 2026
- Leland: n8n vs Zapier for AI agents and workflows (2026)
- Toolchief: n8n vs Power Automate vs Zapier (2026)
Market figures are third-party estimates and change often. Checked November 2026.