What Is n8n?
n8n (pronounced 'n-eight-n') is a workflow automation platform that connects your apps and automates repetitive tasks. Think of it as a visual programming tool where you draw connections between services instead of writing code.
The key difference from competitors like Zapier or Make: n8n is open source. You can run it on your own server for free, with no limits on how many automations you create or how often they run.
According to the n8n team, over 50,000 organisations use the platform, from solo entrepreneurs to large enterprises. For small businesses wanting automation without ongoing subscription costs, it's a compelling option.
Why n8n Stands Out
Self-Hosted = No Per-Task Fees
Zapier charges based on how many tasks you run. Make charges by operations. Those costs add up quickly.
n8n self-hosted has no such limits. Run 100 automations or 10,000—the software cost is zero. You only pay for the server to run it on (from £5/month for a small VPS).
Cost comparison for a moderately active small business:
- Zapier Professional: £49/month (2,000 tasks)
- Make Pro: £14.50/month (10,000 operations)
- n8n self-hosted: £5-10/month (server only, unlimited)
Over a year: Zapier = £588, Make = £174, n8n = £60-120.
Visual Workflow Builder
n8n uses a node-based visual editor. Each 'node' represents an action:
- Trigger nodes start workflows (new email, form submission, schedule)
- Action nodes do things (send message, update database, create file)
- Logic nodes control flow (if/else, loops, merge data)
You connect nodes by dragging lines between them. No code required for most automations.
400+ Integrations
n8n connects to most popular business tools:
- Email: Gmail, Outlook, SMTP
- CRM: HubSpot, Salesforce, Pipedrive
- Project Management: Notion, Asana, Trello, Monday
- Communication: Slack, Microsoft Teams, Discord
- Spreadsheets: Google Sheets, Airtable
- E-commerce: Shopify, WooCommerce, Stripe
- Social: LinkedIn, Twitter, Facebook
Plus webhooks and HTTP requests for anything not directly supported.
Code When You Need It
Unlike some visual tools, n8n doesn't limit you to drag-and-drop. When you need custom logic:
- JavaScript code nodes for complex transformations
- Python nodes (in newer versions)
- Direct API access for advanced integrations
This flexibility means n8n grows with your needs.
Real Automation Examples
Lead Management Automation
The problem: New enquiries from your website need to be added to your CRM, assigned to a salesperson, and trigger a follow-up email.
The n8n solution:
1. Webhook node receives form submission
2. Create contact in HubSpot/Pipedrive
3. Assign to team member based on enquiry type
4. Send personalised acknowledgment email
5. Create follow-up task for 2 days later
6. Notify sales team in Slack
Time saved: 10-15 minutes per lead, zero human error.
Invoice Processing
The problem: Invoices arrive by email, need logging in your accounts system, and require approval for larger amounts.
The n8n solution:
1. Email trigger watches for invoices
2. Extract PDF attachment
3. Use AI node to read invoice details
4. Create entry in accounting system
5. If over £500, route for manager approval
6. Send confirmation to supplier
Time saved: Manual invoice processing reduced by 80%.
Social Media Management
The problem: New blog posts should be shared across social platforms with appropriate formatting for each.
The n8n solution:
1. RSS trigger detects new blog post
2. Fetch post content and image
3. Generate platform-specific captions (can use AI)
4. Post to LinkedIn, Twitter, Facebook
5. Log in spreadsheet for tracking
6. Schedule reminder to engage with comments
Time saved: 30 minutes per post, consistent cross-platform presence.
Customer Onboarding
The problem: New customers need welcome emails, access provisioning, and team notifications.
The n8n solution:
1. Stripe/payment webhook triggers on new subscription
2. Create user account in your systems
3. Send welcome email with setup instructions
4. Add to appropriate mailing list
5. Notify customer success team
6. Schedule 7-day check-in task
Time saved: Manual onboarding eliminated, consistent experience.
Getting Started with n8n
Option 1: n8n Cloud (Easiest)
n8n offers a hosted version if you don't want to self-host:
- Free tier: 5 workflows, limited executions
- Starter: £16/month, 20 workflows
- Pro: £42/month, unlimited workflows
Good for testing or businesses preferring managed services.
Option 2: Self-Hosted (Most Cost-Effective)
Run n8n on your own server for maximum savings.
Requirements:
- Small VPS (1GB RAM minimum, 2GB recommended)
- Docker (makes installation trivial)
- Domain name for secure access
Quick Docker setup:
```bash
docker run -d --name n8n \
-p 5678:5678 \
-v n8n_data:/home/node/.n8n \
n8nio/n8n
```
That's it. Access n8n at port 5678.
Recommended VPS providers:
- DigitalOcean: £5-10/month
- Hetzner: €4-8/month (excellent value)
- Vultr: £5-10/month
- Your own hardware: NAS, old PC, Raspberry Pi
Option 3: One-Click Installers
Some hosting providers offer one-click n8n installation:
- Railway.app
- Render.com
- Elestio.com
More expensive than raw VPS but simpler setup.
Building Your First Workflow
Step 1: Create a New Workflow
Click 'New Workflow' in the n8n interface. You'll see an empty canvas.
Step 2: Add a Trigger
Every workflow needs a trigger—what starts it?
Common triggers:
- Schedule: Run every hour/day/week
- Webhook: External service calls your workflow
- Email: New message in inbox
- App trigger: Event in connected app
Click the '+' button, search for your trigger, configure it.
Step 3: Add Action Nodes
What should happen when triggered? Add nodes for each step.
Example: Daily sales summary
1. Schedule trigger (9am daily)
2. Query your database for yesterday's sales
3. Calculate totals
4. Format as message
5. Send to Slack
Step 4: Connect and Configure
Drag lines between nodes to connect them. Click each node to configure:
- Authentication (connect your accounts)
- Parameters (what data to send/receive)
- Settings (error handling, retries)
Step 5: Test and Activate
Use 'Test Workflow' to run with sample data. Fix any errors. When satisfied, toggle 'Active' to enable.
Tips for Effective Automation
Start Simple
Don't try to automate everything at once. Start with:
- One painful, repetitive task
- Clear trigger and outcome
- Few steps initially
Add complexity as you gain confidence.
Document Your Workflows
Future you (or colleagues) will thank you:
- Use sticky notes in n8n to explain logic
- Name workflows clearly
- Document any credentials or setup requirements
Handle Errors Gracefully
Things will fail. Plan for it:
- Add error handling nodes
- Set up notifications for failures
- Test with bad data to see what breaks
Consider Data Security
Automations handle sensitive data:
- Use n8n's credential system (encrypted storage)
- Be careful what data flows through external services
- Self-hosting keeps data under your control
When n8n Might Not Be Right
Consider alternatives if:
- You want zero technical setup (use Zapier/Make cloud)
- You need phone/chat support (n8n support is community + docs)
- You're uncomfortable with any server management
- You need specific integrations n8n lacks
n8n is excellent if:
- You're comfortable with basic technical concepts
- You want to avoid per-task pricing
- Data privacy matters (self-hosting keeps data local)
- You need flexibility for custom logic
- You're already self-hosting other tools
Comparing n8n to Alternatives
| Feature | n8n | Zapier | Make |
|---|---|---|---|
| Self-hosted option | Yes | No | No |
| Free tier | Unlimited (self-hosted) | 100 tasks/month | 1,000 ops/month |
| Visual builder | Yes | Yes | Yes |
| Code support | JavaScript, Python | Limited | Limited |
| Learning curve | Medium | Easy | Easy-Medium |
| Integrations | 400+ | 5,000+ | 1,500+ |
| UK data residency | Yes (self-hosted) | No | EU option |
The Bottom Line
n8n occupies a sweet spot: more powerful and flexible than simple tools, more affordable than enterprise platforms, and with the self-hosting option that cloud-only alternatives can't match.
For small businesses with some technical comfort, it offers genuine automation capabilities without the escalating monthly costs that make many automation projects uneconomical.
The learning curve is real but manageable. Start with one automation that solves a real pain point. Once you see the time savings, you'll find more opportunities.
Automation shouldn't be a luxury only larger businesses can afford. With n8n, it isn't.
