The verdict in three sentences
For a 40-employee New York SMB automating about fifteen processes, Zapier is the fastest to start but becomes the most expensive once volume passes 10,000 tasks a month. Self-hosted n8n offers the best three-year cost and keeps data under your control, provided you have a partner for setup and maintenance. A custom build (USD 5,000 to 13,000) only makes sense for critical, very high-volume flows or strict confidentiality needs.
The 15 typical processes and their volume
Before comparing tools, measure volume, because Zapier and Make bill per execution. A distribution or services SMB usually automates: creating a CRM contact from a web form, sending quotes, invoice reminders by SMS or WhatsApp, syncing card and ACH payments with accounting, stock alerts, employee onboarding and a weekly sales report.
| Process | Runs per month | Steps per run | Monthly tasks |
|---|---|---|---|
| Form leads to CRM | 600 | 4 | 2,400 |
| Invoice reminders by message | 900 | 3 | 2,700 |
| Payment reconciliation | 1,500 | 3 | 4,500 |
| Quotes to accounting | 300 | 5 | 1,500 |
| Stock alerts and supplier orders | 400 | 3 | 1,200 |
| Internal reports and notifications | 1,000 | 2 | 2,000 |
| Total 15 processes | about 4,700 | about 14,300 |
With over 14,000 tasks a month, the SMB leaves the small plans behind. That number is what drives up the bill for per-task tools.
2026 cost comparison over three years
Figures below are 2026 estimates, implementation by a partner included. Zapier bills per task, Make per operation (cheaper per unit), and self-hosted n8n does not bill per execution: you only pay for the server.
| Item | Zapier | Make | Self-hosted n8n | Custom |
|---|---|---|---|---|
| Monthly plan or server | USD 400 to 650 | USD 100 to 200 | USD 25 to 50 | USD 35 to 65 |
| Setup of 15 flows | USD 2,500 to 4,000 | USD 3,000 to 5,000 | USD 4,000 to 6,500 | USD 5,000 to 13,000 |
| Annual maintenance | USD 1,000 | USD 1,150 | USD 2,000 | USD 2,500 |
| 3-year plan cost | USD 14,400 to 23,400 | USD 3,600 to 7,200 | USD 900 to 1,800 | USD 1,250 to 2,350 |
| Total 3-year cost | USD 19,900 to 30,400 | USD 10,050 to 15,650 | USD 10,900 to 14,300 | USD 13,750 to 22,850 |
| Data hosting | United States | European Union | Your server | Your server |
| Vendor lock-in | High | High | Low | None |
Make and n8n are close on total cost, but n8n pulls ahead as soon as volume doubles, which happens fast in a growing SMB. At 30,000 tasks a month, Make rises to about USD 330 a month while the n8n server stays near USD 50.
Data control and US privacy rules
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
New York's SHIELD Act requires reasonable safeguards for customer private data, and many B2B clients now send security questionnaires before signing. Routing customer phone numbers and invoice amounts through several third-party clouds is allowed, but each processor must be documented. With n8n hosted on infrastructure you control, compliance is easier to demonstrate in a client audit or an insurance review.
Mini case study
Lisa, CFO of a 40-person distribution company in New York, compares two options for her 15 flows. Zapier: USD 3,300 setup, USD 520 a month and USD 1,000 annual maintenance, so 3,300 + 18,700 + 3,000 = USD 25,000 over three years. Self-hosted n8n: USD 5,300 setup, USD 40 a month and USD 2,000 annual maintenance, so 5,300 + 1,450 + 6,000 = USD 12,750. Savings reach USD 12,250 over three years, and the automations free about 120 hours a month for the back office.
FAQ
Is n8n really free? The self-hosted community edition is free with unlimited executions, you only pay for the server, about USD 25 to 50 a month. n8n Cloud is paid, starting around USD 24 a month with quotas.
Does Zapier handle WhatsApp and payment platforms? WhatsApp Business API is reachable via third-party connectors, and Stripe is natively supported, but niche payment or ERP tools often need custom API calls. With n8n, these integrations are coded directly in 1 to 3 days each.
Who maintains the automations when a flow breaks? Budget a maintenance contract of USD 150 to 250 a month with a partner who monitors errors and fixes within 24 h. Without it, a broken flow can stall reminders for weeks.
When does custom development make sense? Beyond 100,000 runs a month or for a critical flow like bank reconciliation, a dedicated service at USD 5,000 to 13,000 performs better. It is rarely justified for an SMB under 50 people.
How long does it take to set up 15 flows? Plan 4 to 8 weeks, starting with the 3 most profitable flows such as invoice reminders. First gains show up in week two.
Let's scope your project. List your processes and volumes, and we will compare Make, n8n and custom over three years and price the setup, between USD 2,500 and 6,500 for 15 flows. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
