How to Migrate From Zapier to n8n and Organize n8n Workflows
Automation means setting up processes so that they run without manual intervention. Instead of copying data, sending notifications, or checking reports every day, you create a scenario once—and the system does everything automatically: quickly, accurately, and on schedule.
For example:
a form submission is sent to Telegram and the CRM;
an order automatically turns into an invoice;
every morning, a fresh report from Google Sheets is delivered to the chat;
if a service fails, the team receives a log and a notification.
Such scenarios eliminate routine errors, save time, and make processes more reliable. Increasingly, they are built not by developers but by product managers, marketers, and operations managers, through no-code tools like Zapier.
However, this simplicity comes at a cost: strict limits, dependence on the cloud, paid integrations, and limited flexibility.
That’s why many people are looking for a Zapier alternative, just as convenient, but more transparent and autonomous.
One of the most popular alternatives is n8n, an open-source tool that can be deployed on your own server.
Why Zapier Stops Being Enough and How n8n Helps
Zapier has become the automation standard for small and medium-sized businesses.
It has a simple interface, ready-made integrations, and triggers and actions that can be set up in a couple of clicks.
But as your tasks grow, you start to encounter limitations that no one thinks about at first.
First, strict limits. A form submission, a date filter, and a table entry already count as three tasks. You can easily reach hundreds per month, and with CRM or email campaigns, thousands.The basic plan runs out quickly, and the next tiers cost $49, then $69, then $299—and even then, the limits remain.
Second, dependence on the cloud. Your entire business logic lives on Zapier’s servers. If the service goes down, nothing works. If the pricing or terms change, you have to accept them.
Third, a closed architecture. Requesting an external API with authorization, writing a filter in JavaScript, or creating a universal error handler is either impossible, available only on Pro accounts, or heavily restricted in the free plan.
n8n solves these problems. You install the platform on your own server. Unlike Zapier, there are no limits on the number of tasks, executions, or workflows. It supports more than 400 integrations, and if needed, you can connect any API or write your own logic.
For that, there’s a built-in Code Node, where you can use JavaScript or Python directly within a workflow. At the same time, the interface remains visual and user-friendly, just like Zapier, but with more flexibility and control.
n8n isn’t just for developers. The interface is intuitive for anyone who has ever built a Zapier flow. And if necessary, you can always bring in a developer to add a node, custom module, or code snippet.
In essence, n8n is the same kind of builder, just without restrictions and hosted on your own server. You decide where your workflows are stored, who has access, how logs are managed, and when updates happen. No subscription fees, no external rules.
In summary, the n8n vs. Zapier comparison looks like this:
Criterion
Zapier
n8n (self-hosted)
Cost
From $19.99/month and up, depending on the number of tasks
The software itself is free; you only pay for the server
Limits
Limits on tasks, steps, and run frequency
No limits: run as many tasks as your server can handle
Where it runs
Only in Zapier’s cloud
On your own server, in the cloud, or locally
Data control
All workflows and tokens are stored by Zapier
Full control. Everything stays with you
Access to logic
Only what’s allowed (limited feature set)
You can write scripts in JavaScript and Python, and connect any API
Interface
Visual, simple
Also visual
Workflow flexibility
Simple linear flow
Conditions, branches, loops, sub-workflows
Updates and support
Only from Zapier, on their schedule
Update when you want; community support available
Entry barrier
Minimal, no technical skills required
Requires some admin skills to install and set up Zapier on your server
Scalability
Limited by your plan
You can add queues and scale workers
How to Migrate Workflows from Zapier to n8n
If you’ve used Zapier before, you probably already have workflows. Migrating them manually may seem tedious, but in practice, it’s much simpler: many chains in n8n can be built more clearly and flexibly. The key is to approach migration step by step.
Step 1. Analyze your current Zaps
Before starting the migration, make a list of all active workflows:
Which ones run daily or on a schedule?
Which involve external services (Gmail, Telegram, Google Sheets)?
Which have many steps and complex logic?
It’s helpful to create a priority table: note which workflows must be migrated first, which can wait, and which can be removed entirely.
Step 2. Determine what can be transferred directly
Many workflows from Zapier can be recreated in n8n almost identically:
webhook → filter → API request
on schedule → fetch records from Airtable → write to table
email received → extract data → send to Notion
If the chain is simple, you can rebuild it in n8n in about 10–15 minutes.
Nodes in the editor visually resemble Zapier steps: settings on the right, inputs and outputs on the left. Everything feels familiar.
Step 3. Where manual adjustments are needed
Some things in Zapier are handled automatically, such as date formatting or filtering.
In n8n, you need to configure them explicitly through separate nodes (IF, Set, or Function). However, this gives you full control.
Examples:
In Zapier: a filter for “amount > 1000” takes one line.
In n8n: you set up the condition manually in an IF node.
The advantage is that in n8n you can use variables, combine conditions, work with nested JSON structures, and create branches.
Step 4. Import JSON from Zapier (if available)
Some Zaps can be exported as JSON using Zapier CLI or Zapier Transfer.
There’s no direct import feature in n8n, but you can open the exported structure, copy URLs, fields, and steps, and recreate them manually.
This process is faster than it sounds, especially once you understand the structure.
Step 5. Test and enable
n8n lets you run each step of a workflow individually. This is convenient because:
You can see the input and output data at each stage.
You can debug faulty branches separately.
There’s a built-in log for all runs.
After configuration, make sure the workflow runs stably. Then connect real webhooks, enable the schedule, and delete the old Zap.
How to Organize Workflows in n8n: Tips for Usability and Reliability
Give Nodes Meaningful Names
By default, each node is named after its type, for example, HTTP Request or IF. If your workflow has ten such nodes in a row, it’s hard to navigate. Rename them: “Request to CRM,” “Filter by Status,” “Send to Telegram.”
This will especially help when you revisit the workflow later.
Use Color Coding
In n8n, you can highlight nodes with colors. It doesn’t affect execution but makes the structure easier to read:
Incoming data: blue
Logic or conditions: yellow
External APIs: red
Final actions: green
On large workflows, this really saves time.
Split Workflows into Multiple Entities
In n8n, there are workflows and subworkflows.The latter don’t trigger on their own; they’re used only within other workflows.
n8n includes a special node, Execute Workflow, which allows you to call one workflow from another.
If a single workflow grows too large, break it into parts. This approach has several advantages:
You can reuse common actions, such as error logging.
The main workflow stays compact.
Changes in a subworkflow don’t break logic elsewhere.
Use the Code node for Complex Transformations
When you need to filter an array, extract a field from a nested object, or calculate a date difference, it’s often easier to use the Code node and write a few lines of JavaScript instead of building a long chain of Set + IF + Merge nodes.
Example:
// Keep only orders greater than 1000
return items.filter(item => item.json.total > 1000);
To add this node, search for “Code” in the editor and select the first result.
Enable Queue Mode if You Expect a Heavy Load
By default, n8n runs all workflows in a single process. That’s fine for 10–20 executions a day. But if your workflows run more than 100 times per hour, it’s recommended to enable queue mode. This allows you to distribute tasks among multiple worker nodes and process them in parallel.
You can find more details in the n8n documentation. It’s an advanced feature, but the docs include ready-made examples.
Don’t Forget try/catch and fallback
External APIs may be unavailable, or a server may return a 500 error. A failure in one step shouldn’t break the entire workflow. Add status checks, use IF and Set nodes with default values, and in extreme cases, send a notification to Telegram or write to a log.
Common Migration Errors and How to Fix Them
The cases in the table below are the most common. By fixing them early, you’ll avoid 80% of typical issues when migrating to n8n.
Symptom
Problem
Solution
After restarting the container, some workflows disappear
Workflows were stored in SQLite inside the container without a persistent volume; the database reverted on stop
Mount a volume to /home/node/.n8n or use PostgreSQL/MySQL right away. More details are available in the n8n community. You can also set up regular data backups.
The server crashes with 502 or “out of memory” when processing thousands of records
The workflow processes the entire array at once, and RAM runs out
Split data with SplitInBatches, use a subworkflow or a queue, and increase RAM on the host if needed
Logs fill up with “Redis unavailable – trying to reconnect…” and n8n shuts down
Incorrect environment variables for queue mode; the service can’t reach Redis
Set QUEUE_BULL_REDIS_HOST=redis (or the correct host) and check your Docker Compose or K8s network
Webhooks return 404/502 behind Nginx or Traefik
WEBHOOK_URL or N8N_HOST contain an incorrect path or missing protocol; URL doesn’t match proxy
Set WEBHOOK_URL=https://example.com (without /webhook), restart n8n and the proxy
Workflow stops on the first failed request and you find out by accident
No error handler; workflow is purely linear without an Error Workflow
Add a global Error Workflow, catch errors with the Error Trigger node, send alerts, and write logs
Where to Learn n8n and What to Explore Next
If you’re just starting with n8n, you don’t need to master every detail manually. The platform has an excellent community and dozens of resources to help you get up to speed, from your first workflow to advanced setups with queues, databases, and authentication.
Here’s where to begin:
Official Documentation. A clear structure with examples for every node, explanations of variables, queues, and storage. There are even ready-made YAML files for running n8n in Docker or Kubernetes.
n8n YouTube Channel. Short, easy-to-follow videos demonstrating how to build workflows, from simple ones (Telegram bots, forms, Airtable) to complex ones (API requests, array processing, conditional transitions).
Community Forum. The real knowledge hub for n8n. You can ask any question and almost always get an answer from developers or experienced users. You’ll also find workflow examples, unconventional solutions, and architecture advice there.
Node and Template Marketplace. A collection of all available integrations: more than 400 services, from popular ones (Telegram, Gmail, Slack, Notion) to more niche ones. You can instantly install needed nodes or browse ready-made workflow templates.
Should You Switch to n8n? Who Benefits Most
n8n isn’t universal. It’s a powerful tool, but not for everyone. Before abandoning Zapier, evaluate your team’s needs, skills, and budget realistically.
The switch almost always makes sense if:
You’re paying more than $50 a month for Zapier. One or two workflows with frequent triggers can already exceed the basic plan. n8n gives you the same functionality with no subscription fees.
You have more than 5–10 active Zaps. If automation is core to your operations (leads, orders, reports, notifications), migration provides both cost savings and greater flexibility.
You’ve outgrown Zapier’s features. Need to connect a custom API, handle JSON, or add JavaScript? In Zapier, this is either impossible or expensive. In n8n, it’s built in.
You want to store your data locally. For personal data, tokens, or orders, a self-hosted solution is safer and more controllable.
You have basic technical skills or developer support. Even with a visual interface, production setups require some DevOps knowledge: domain configuration, volumes, and backups.
You might want to stay on Zapier if:
You have only one or two simple workflows and fit within the free or lowest-paid plan.
You don’t want to deal with setup or updates.
You just need to quickly test an idea rather than build an infrastructure.
If automation is a key part of your processes rather than a casual experiment, switching to n8n gives you more control, flexibility, and predictability. Yes, it takes a bit more attention, but the result is worth it.
06 October 2025 · 11 min to read