Why This Comparison Matters
When law firms think about automation, one question inevitably comes up: Zapier or n8n? Both tools promise to automate repetitive tasks. But the differences are significant—especially for teams handling sensitive data.
This article isn't a marketing pitch for n8n. It's an honest comparison based on real projects with law firms.
Data Privacy: The Biggest Difference
Zapier
- Cloud-only: All data flows through US servers
- Subprocessor list: Dozens of third parties with data access
- GDPR: Possible, but requires Standard Contractual Clauses and risk assessment
n8n
- Self-hosting available: Data stays on your server (or EU cloud of choice)
- Full control: You decide what data flows where
- GDPR/UK GDPR: Much easier to argue when the instance runs in your jurisdiction
Bottom line for law firms: If client data flows through workflows (and it almost always does), self-hosting is a significant advantage.
Costs at Volume
Here's where it gets interesting. Zapier charges per "task"—every action in a workflow costs.
Example: Lead Intake Workflow
A typical intake workflow has 5-8 steps:
- Form trigger
- Validate data
- Write to CRM
- Send email
- Slack notification
- Schedule follow-up
At 50 inquiries/week = 200 inquiries/month:
- Zapier: 200 × 6 steps = 1,200 tasks/month → from $49/month (Starter), realistically $149/month (Professional)
- n8n Cloud: €20/month (unlimited executions up to 5 workflows)
- n8n Self-Hosted: €0 (only server costs, approx. €10-30/month)
Complexity and Flexibility
When Zapier Is Sufficient
- Simple 3-4 step workflows
- Standard integrations (Slack → Google Sheets)
- Team without technical resources for hosting
When n8n Is the Better Choice
- Workflows with branches and conditions
- Custom code blocks (JavaScript/Python)
- Integrations with practice management software without ready-made connectors
- Workflows that need to grow over years
Conclusion: Context Matters
- Zapier is good for quick prototypes and small teams without technical resources
- n8n is better for law firms that want to automate long-term and value data privacy
The decision shouldn't depend on features, but on the question: How important is control over my data?
Considering which tool fits your firm? In an initial consultation, we can figure it out together—no sales pressure.