The San Antonio Business Owner’s Guide: Choosing Between Zapier, Make, and n8n (2025 Comparison)

Meta Description: Discover how San Antonio businesses can save $47K annually by choosing the right automation platform. Complete Zapier vs Make vs n8n comparison with hypothetical scenarios, cost analysis, and implementation insights.

You’ve decided to automate. Now comes the platform decision that will cost or save you $20,000-$80,000 over three years.

Zapier, Make.com, or n8n? The choice seems technical—but it’s fundamentally strategic. Pick wrong, and you’ll hit cost ceilings forcing expensive migration after building 20+ workflows. Pick right, and you’ll scale efficiently from 1,000 to 100,000 monthly operations without platform constraints.

Six San Antonio businesses—two might choose Zapier, two might choose Make.com, two might choose n8n—could implement automation. After 8 months, results could diverge dramatically:

Zapier users:
– Started at $20/month, now paying $299-$799/month (1,395-3,895% cost increase)
– Hit task limits forcing workflow compromises
– One migrated to Make.com after 6 months (rebuilding cost: $8,400)

Make.com users:
– Started at $9-$29/month, now paying $99-$179/month (moderate scaling)
– No platform limitations encountered
– Expanded workflows easily as business grew

n8n users:
– Fixed cost: $24-$50/month (self-hosted) regardless of volume
– Unlimited operations, unlimited complexity
– One required 40 hours learning curve (steep but worth it for their use case)

The total 3-year cost difference: $1,248 (Make.com) vs. $14,388 (Zapier) vs. $1,800 (n8n) for a San Antonio business running 50,000 monthly operations. That’s a $12,588 savings choosing wisely—and that’s before counting migration costs if you pick wrong initially.

This article provides the complete decision framework: platform comparison across 12 critical dimensions, San Antonio-specific use cases (HVAC contractor vs. real estate brokerage vs. law firm), true cost calculations at different scale levels, technical capability requirements, and the exact decision tree determining which platform fits your business.

If you’re a San Antonio business owner evaluating automation platforms, this analysis will save you from a $30,000-$80,000 mistake over three years.

The Three Platforms (Overview)

Zapier: The Market Leader
– Founded 2011, 7,000+ app integrations
– Focus: Non-technical users, simplicity over power
– Pricing: Task-based ($0.02-$0.04 per task depending on plan)
– Best for: Simple linear workflows, low volume (<5,000 tasks monthly)

Make.com (formerly Integromat): The Visual Workflow Builder
– Founded 2012, rebranded 2022, 1,800+ app integrations
– Focus: Visual power users, complexity with usability
– Pricing: Operation-based ($0.001-$0.01 per operation depending on plan)
– Best for: Complex branching workflows, medium-high volume (5,000-100,000 operations monthly)

n8n: The Open-Source Alternative
– Founded 2019, 400+ integrations, open-source core
– Focus: Technical users, unlimited customization
– Pricing: Self-hosted (free) or cloud ($20-$500/month), unlimited operations
– Best for: High volume (>50,000 operations monthly), complex custom logic, technical teams

Platform Comparison Matrix (12 Critical Dimensions)

Dimension	Zapier	Make.com	n8n
Monthly Cost (10K ops)	$103 (Pro plan, 50K “tasks” but inefficient counting)	$29 (Core plan, 10K operations)	$0 (self-hosted) / $50 (cloud)
Monthly Cost (50K ops)	$299 (Team plan)	$99 (Pro plan, 40K ops) or $179 (Pro+, 130K)	$0 (self-hosted) / $50 (cloud)
Monthly Cost (250K ops)	$799 (Company plan, 250K tasks)	$399 (Teams plan) + overages	$0 (self-hosted) / $50-$100 (cloud)
Learning Curve	Low (2-4 hours to first workflow)	Medium (8-12 hours to first complex workflow)	High (20-40 hours to proficiency)
Integration Count	7,000+	1,800+	400+ (plus unlimited custom HTTP)
Integration Depth	Shallow (15-30 actions typical)	Deep (50-100+ actions for popular apps)	Deepest (full API access + custom code)
Workflow Complexity	Linear (A→B→C), basic branching	Advanced (branching, routing, loops, error handling)	Unlimited (full programming capabilities)
Custom Code Support	Limited (Code by Zapier, JavaScript)	JavaScript functions within workflows	Full JavaScript/Python, npm packages
Version Control	None (export/import only)	None (templates only)	Git integration (self-hosted)
Self-Hosting	No	No	Yes (Docker, full control)
Data Privacy	Data transits Zapier servers	Data transits Make servers	Self-hosted: never leaves your infrastructure
Execution Speed	2-15 seconds per step	1-5 seconds per operation	<1 second (self-hosted on dedicated hardware)
Error Handling	Basic (retry + email alert)	Advanced (multiple paths, fallbacks, custom logic)	Unlimited (custom error workflows)
Best For	Non-technical users, simple automation	Visual power users, growing businesses	Technical teams, high-volume, complex needs

The Cost Breakdown (Real San Antonio Business Scenarios)

Let’s model actual costs for three common San Antonio business profiles over 3 years:

Scenario 1: Small HVAC Contractor ($1.5M revenue, 10,000 monthly operations)

Operations breakdown:
– 400 missed calls → SMS responses (400 ops)
– 120 appointments → Confirmation sequences (120 × 3 reminders = 360 ops)
– 480 monthly estimates → Follow-up sequences (480 × 3 touches = 1,440 ops)
– 2,400 CRM updates (various triggers = 2,400 ops)
– 5,400 data syncs (calendar, billing, etc. = 5,400 ops)
– Total: 10,000 operations monthly

Zapier costs (task-based counting):
– Zapier counts each “action” as task
– SMS response workflow: Trigger + Search CRM + Send SMS + Update CRM = 3 tasks per execution
– 10,000 operations × 3 tasks average = 30,000 tasks monthly
– Year 1: $299/month (Team plan, 50K tasks) = $3,588
– Year 2: $299/month (same) = $3,588
– Year 3: $299/month (same) = $3,588
– 3-year total: $10,764

Make.com costs (operation-based counting):
– Make counts entire scenario as 1 operation regardless of internal steps
– 10,000 operations monthly fits in $29 Core plan (10K ops)
– Year 1: $29/month = $348
– Year 2: $29/month = $348
– Year 3: $29/month = $348
– 3-year total: $1,044

n8n costs (unlimited operations):
– Self-hosted on DigitalOcean droplet: $24/month
– Year 1: $24/month = $288
– Year 2: $24/month = $288
– Year 3: $24/month = $288
– 3-year total: $864

Cost comparison:
– Zapier: $10,764
– Make.com: $1,044 (90% savings vs. Zapier)
– n8n: $864 (92% savings vs. Zapier)

Scenario 2: San Antonio Real Estate Brokerage (30 agents, 80,000 monthly operations)

Operations breakdown:
– 2,400 lead inquiries monthly → AI response + CRM creation (2,400 × 8 steps = 19,200 ops in Zapier counting)
– 1,800 appointments → Reminder sequences (1,800 × 4 touches = 7,200 ops)
– 3,600 showing confirmations → Feedback requests (3,600 × 5 steps = 18,000 ops)
– Various CRM syncs, calendar updates, document generation = 35,600 ops
– Zapier effective “tasks”: 80,000 operations × 3.5 average actions = 280,000 tasks
– Make.com/n8n: 80,000 operations (as measured)

Zapier costs:
– Year 1: $799/month (Company plan, 250K tasks) but hits limit quickly, needs overages
– Average with overages: $950/month = $11,400
– Year 2: Volume grows 20%, now need 336K tasks = $1,150/month = $13,800
– Year 3: Volume grows another 20%, now need 403K tasks = $1,400/month = $16,800
– 3-year total: $42,000

Make.com costs:
– Year 1: $179/month (Pro+ plan, 130K ops) = $2,148
– Year 2: 96K ops (20% growth) still fits in Pro+ = $2,148
– Year 3: 115K ops (20% growth) still fits in Pro+ = $2,148
– 3-year total: $6,444

n8n costs:
– Self-hosted: $50/month (larger DigitalOcean droplet for volume)
– Year 1-3: $50/month = $600/year
– 3-year total: $1,800

Cost comparison:
– Zapier: $42,000
– Make.com: $6,444 (85% savings)
– n8n: $1,800 (96% savings)

Scenario 3: San Antonio Law Firm (8 attorneys, 150,000+ monthly operations)

Operations breakdown:
– Document assembly triggers: 25,000 ops
– Time tracking and billing: 45,000 ops
– Client communication automation: 35,000 ops
– Deadline tracking and reminders: 20,000 ops
– Calendar and CRM syncs: 25,000 ops
– Total: 150,000 operations monthly

Zapier costs:
– This volume requires Enterprise plan (custom pricing)
– Estimated: $1,500-$2,000/month based on volume
– Year 1-3 average: $1,750/month = $21,000/year
– 3-year total: $63,000

Make.com costs:
– Year 1: $399/month (Teams plan, unlimited users) = $4,788
– Operations fit within plan, no overages
– Year 2-3: Same = $4,788/year
– 3-year total: $14,364

n8n costs:
– Self-hosted: $100/month (robust infrastructure for law firm volume + compliance requirements)
– Year 1-3: $100/month = $1,200/year
– 3-year total: $3,600

Cost comparison:
– Zapier: $63,000
– Make.com: $14,364 (77% savings)
– n8n: $3,600 (94% savings)

The Hidden Cost: Task Counting vs. Operation Counting

Understanding the difference is critical:

Zapier’s task counting (aggressive):
– Each “action” in a workflow counts as separate task
– Example workflow: “When form submitted → Look up customer in CRM → Create deal → Send confirmation email → Notify team on Slack”
– Zapier counts: 1 trigger (free) + 4 actions = 4 tasks per execution

Make.com’s operation counting (generous):
– Entire workflow (scenario) counts as 1 operation regardless of internal complexity
– Same workflow above: 1 operation in Make.com
– Result: 4x more cost-efficient than Zapier for equivalent work

n8n’s counting (unlimited):
– Self-hosted: No counting at all, unlimited operations
– Cloud: Minimal fair-use limits (thousands of operations included)

Real impact for San Antonio businesses:

A $2M HVAC contractor running the workflows from Post 1, Case Study 1:
– Actual workflow executions: 10,000 monthly
– Zapier tasks consumed: 35,000-40,000 (due to multi-step workflows)
– Make.com operations: 10,000 (as measured)
– n8n operations: 10,000 (but unlimited, so doesn’t matter)

Cost impact:
– Zapier: $299/month (Team plan)
– Make.com: $29/month (Core plan)
– Difference: $270/month = $3,240 annually = $9,720 over 3 years

This difference compounds as you add workflows. Start with 5 workflows, grow to 25 workflows over 3 years, and the cost divergence becomes severe.

Example Scenario: Six San Antonio Businesses Platform Choices

Example Scenario A: An HVAC Company ($2.3M revenue) – Zapier Path

Initial reasoning might be: “Easiest to start, everyone recommends it, largest integration library”

Potential progression:
Month 1: $20/month (Starter plan, 750 tasks)
Month 3: Could hit task limit, requiring upgrade to $50/month (Professional, 2K tasks)
Month 6: Might hit limit again, requiring upgrade to $299/month (Team, 50K tasks)
Month 8: Could be comfortable at $299/month but might recognize potential $270/month savings with Make.com

Migration consideration: Rebuilding 18 workflows could cost $8,400 (consultant time). Payback period: 31 months ($8,400 ÷ $270 savings/month). A business might decide to stay on Zapier despite higher costs—migration not worth it for their scale.

Lesson: “Starting with Zapier could cost an extra $1,944 in first 8 months ($299 – $29 = $270 × 8 – $20 – $50 months = $1,944). Understanding the task counting difference upfront might lead to starting with Make.com and saving that money.”

Example Scenario B: An Electrical Contractor ($1.6M revenue) – Make.com Path

Initial reasoning might be: “Researched cost differences, wanted visual builder, willing to invest 2 extra days learning curve”

Potential progression:
Month 1: Free plan (1,000 operations) while testing
Month 2: $9/month (Core plan, 10K operations) for production
Month 8: $29/month (Core plan increased to 10K ops, Make raised prices but grandfathered existing)
Current: Could be comfortably running 8,500 operations monthly well under limit

Cost: $202 total over 8 months vs. Zapier equivalent of $2,392 (same workflows)
Savings: Could be $2,190 in first 8 months

Lesson: “The extra day of learning Make.com could save $2,190 in 8 months. That’s $3,285 annually. Over 3 years, a business might save $9,855 vs. if they’d chosen Zapier. A worthwhile learning investment.”

Example Scenario C: A Law Firm (5 attorneys) – n8n Self-Hosted Path

Initial reasoning might be: “Highest volume (120K+ operations monthly from document automation), strong technical comfort, wanted full control for attorney-client privilege compliance”

Potential implementation: $4,500 (30 hours consultant setting up self-hosted n8n + initial workflows)
Monthly cost: $24 (DigitalOcean droplet hosting)
Month 1-8: $192 total operational costs

Zapier equivalent cost: Would require Enterprise plan, estimated $1,500/month = $12,000 over 8 months
Make.com equivalent: $399/month Teams plan = $3,192 over 8 months
n8n potential: $4,500 implementation + $192 operational = $4,692 total

Potential savings vs. Zapier: $7,308 in first 8 months
Potential savings vs. Make.com: Could be $1,500 ahead (break-even might be Month 3)

3-year projection:
– n8n: $4,500 + ($24 × 36 months) = $5,364 total
– Zapier: $1,500 × 36 = $54,000
– Make.com: $399 × 36 = $14,364

3-year potential savings: $48,636 vs. Zapier, $9,000 vs. Make.com

Lesson: “The upfront investment could be higher, but unlimited operations at fixed cost means per-operation cost might decrease as a firm adds workflows. Adding 15 new workflows since Month 3 with zero cost increase is possible. On Zapier, that could push costs to $2,000+/month.”

Example Scenario D: A Real Estate Brokerage (42 agents) – Zapier to Make.com Migration

Initial choice might be: Zapier (seemed simpler, faster to implement)

Potential progression:
Month 1-2: $50/month (Professional, 2K tasks)
Month 3: Could hit limit with lead automation workflows, requiring upgrade to $299/month (Team, 50K tasks)
Month 4: Might add agent onboarding automation, hitting limit again, requiring upgrade to $799/month (Company, 250K tasks)
Month 5: Could realize annual cost would be $9,588 vs. Make.com at $2,148
Month 6: Might decide to migrate despite cost

Potential migration process:
– Consultant might rebuild 22 workflows in Make.com: $8,400 (56 hours @ $150/hour)
– Could run parallel systems 2 weeks for testing
– Full cutover could be completed

Financial analysis:
– Months 1-6 Zapier cost: $2,796
– Migration cost: $8,400
– Total potential sunk cost: $11,196

Ongoing:
– Make.com: $179/month (Pro+ plan, 130K operations)
– Zapier could have been: $799/month
– Monthly potential savings: $620 = $7,440 annually

Payback calculation:
– Migration cost: $8,400
– Divided by monthly savings: $620
– Potential payback period: 13.5 months

Month 20 projection: Break-even could be achieved, future savings could be pure profit

Lesson: “Migration could be painful and expensive, but $7,440 annual savings means recouping the $8,400 migration cost in 13.5 months is possible. Over 3 years from migration, savings could be $13,920 net. Starting with Make.com might save the $2,796 + migration hassle.”

Example Scenario E: A Landscaping Company (9-person crew) – Make.com Path

Initial reasoning might be: “Friend recommended after research, cost-conscious, willing to learn”

Potential progression:
Month 1: Free plan while building workflows
Month 2-8: $29/month (Core plan, 10K operations)
Operations usage: 6,200-7,800 monthly (comfortably under limit)

Cost: $203 over 8 months
Zapier equivalent: Could be $1,992 (Professional → Team → $299/month by Month 4)
Potential savings: $1,789 in first 8 months

Lesson: “Simple decision. Could cost 10x less than Zapier for same result. The workflows might look more complex to build, but YouTube tutorials could be great. A weekend to learn might save $270/month going forward.”

Example Scenario F: A Healthcare Practice (3 physicians) – n8n Cloud Path

Initial reasoning might be: “Wanted n8n benefits (unlimited operations, no cost scaling) but didn’t have technical team for self-hosting”

Potential implementation: $6,200 (consultant built HIPAA-compliant workflows on n8n cloud)
Monthly cost: $50 (n8n cloud starter plan)
Operations: 25,000+ monthly (appointment reminders, patient communication, insurance verification)

Month 1-8: $6,200 + $400 = $6,600 total
Zapier equivalent: $299/month (Team plan) = $2,392 over 8 months, but might need $799/month (Company) by Month 6 as operations grow = Average $450/month = $3,600
Make.com equivalent: $99/month (Pro) = $792 over 8 months

Potential advantages: n8n could cost more than Make.com BUT might provide advantages:
– HIPAA compliance could be easier with self-hosted option (could migrate to self-hosted later for more control)
– No operation counting means no worry about usage growth
– Advanced workflows (complex patient eligibility checking) might be easier to build in n8n

Lesson: “Paying $50 vs. $99 Make.com could cost, but unlimited operations means as growth occurs, cost stays flat. Make.com might scale to $179, then $399. Over 3 years, n8n cloud could save money despite higher implementation cost.”

The Decision Tree: Which Platform for Your San Antonio Business?

Step 1: Assess your technical comfort level

Question: “Can you (or someone on your team) understand basic JavaScript? Comfortable with APIs and webhooks?”

If NO:
– ❌ Rule out n8n self-hosted (requires technical skills)
– ✅ Consider n8n cloud (easier but still technical)
– ✅ Make.com strong option (visual, less technical)
– ✅ Zapier fallback (easiest but most expensive)

If YES:
– ✅ All three platforms viable
– ✅ n8n self-hosted becomes compelling (unlimited power, lowest cost)

Step 2: Project your monthly operation volume

How to estimate:
– Count triggering events: How many leads monthly? How many appointments? How many estimates?
– Multiply by workflow steps:
– Simple workflow (notification): 1-2 operations
– Medium workflow (multi-step process): 3-8 operations
– Complex workflow (branching logic): 10-30 operations

If <5,000 operations monthly:
– ✅ Zapier viable ($20-$50/month)
– ✅ Make.com very cost-effective ($0-$29/month)
– ⚠️ n8n may be overkill (implementation cost high for small volume)

If 5,000-50,000 operations monthly:
– ⚠️ Zapier becoming expensive ($103-$299/month)
– ✅ Make.com optimal ($29-$99/month)
– ✅ n8n self-hosted cost-effective if technical ($24-$50/month)

If 50,000-150,000 operations monthly:
– 🛑 Zapier very expensive ($299-$799/month, often needs Enterprise)
– ✅ Make.com good value ($99-$399/month)
– ✅ n8n self-hosted strongly recommended ($24-$100/month unlimited)

If >150,000 operations monthly:
– 🛑 Zapier prohibitively expensive ($799-$2,000+/month)
– ⚠️ Make.com approaching upper limits ($399+/month)
– ✅ n8n self-hosted clear winner ($50-$150/month unlimited)

Step 3: Evaluate workflow complexity needs

Simple linear workflows (A → B → C, no branching):
– ✅ Zapier handles fine
– ✅ Make.com overkill but works great
– ⚠️ n8n overkill, unnecessary complexity

Medium complexity (some branching, conditional logic):
– ⚠️ Zapier struggles (basic filters only)
– ✅ Make.com designed for this (routers, filters, error handling)
– ✅ n8n capable but may be overkill

High complexity (loops, advanced conditionals, custom logic):
– 🛑 Zapier can’t handle (workarounds get messy)
– ⚠️ Make.com capable but reaches limits
– ✅ n8n designed for this (full programming capabilities)

Step 4: Consider data privacy and compliance requirements

Standard business data:
– ✅ All three platforms fine (SOC 2 certified)

Healthcare (HIPAA):
– ⚠️ Zapier Enterprise only (expensive)
– ⚠️ Make.com Enterprise only (expensive)
– ✅ n8n self-hosted ideal (data never leaves your infrastructure)

Legal (attorney-client privilege):
– ⚠️ Zapier acceptable with BAA (Business Associate Agreement)
– ⚠️ Make.com acceptable with BAA
– ✅ n8n self-hosted preferred (complete control, no third-party data access)

Financial services:
– ⚠️ Zapier/Make.com need proper vendor due diligence
– ✅ n8n self-hosted ideal for PCI-DSS compliance scenarios

Step 5: Factor in 3-year total cost of ownership

Run your projected volumes through the cost models:

For San Antonio small business ($1-$3M revenue, 10K-30K operations):
– Zapier 3-year: $10,764-$25,000
– Make.com 3-year: $1,044-$3,564
– n8n 3-year: $864-$1,800 (self-hosted)

Winner: Make.com or n8n depending on technical comfort

For San Antonio medium business ($3-$10M revenue, 50K-100K operations):
– Zapier 3-year: $28,000-$55,000
– Make.com 3-year: $6,444-$14,364
– n8n 3-year: $1,800-$3,600 (self-hosted)

Winner: n8n if technical team available, Make.com otherwise

For San Antonio larger business ($10M+ revenue, 150K+ operations):
– Zapier 3-year: $54,000-$90,000+
– Make.com 3-year: $14,364-$20,000
– n8n 3-year: $3,600-$7,200 (self-hosted)

Winner: n8n decisively (ROI on technical investment pays off quickly)

The San Antonio Implementation Context

Local technical resources available:

For Zapier:
– Easiest to self-implement (YouTube, documentation excellent)
– Local consultants: $125-$175/hour (common skillset)
– Implementation time: 2-8 hours per workflow

For Make.com:
– Moderate learning curve (2-3 days to proficiency)
– Local consultants: $150-$200/hour (growing skillset)
– San Antonio-based: Several freelancers and agencies familiar
– Implementation time: 3-12 hours per complex workflow

For n8n:
– Steep learning curve (1-2 weeks to proficiency)
– Local consultants: $175-$250/hour (specialized skillset)
– San Antonio advantages: NSA Texas cybersecurity community creates technical talent familiar with self-hosting, security, and automation
– Implementation time: 8-20 hours initial setup + infrastructure, then 3-10 hours per workflow

Cost advantage of local implementation:
– San Antonio consultant rates: 20-40% below Austin, 30-50% below national remote consultants
– In-person meetings possible (easier for workflow mapping, training)
– Same timezone (communication efficiency)
– Understanding of local business context

Example: HVAC contractor in Post 1, Case Study 1 paid $2,500 for n8n implementation from San Antonio consultant. National consultant quoted $4,200 for same work.

Integration Quality: What San Antonio Businesses Actually Use

Most common integrations for San Antonio businesses:

For contractors (HVAC, plumbing, electrical):
– ServiceTitan, Workiz, Housecall Pro (field service management)
– QuickBooks (accounting – universal)
– Google Calendar (scheduling)
– Twilio (SMS communication)
– Gmail (email)

Integration quality comparison:
– Zapier: ServiceTitan (30 triggers/actions), QuickBooks (45), Twilio (25), Gmail (50+)
– Make.com: ServiceTitan (50+ modules), QuickBooks (60+), Twilio (40+), Gmail (70+)
– n8n: ServiceTitan (community node, 40+ operations), QuickBooks (60+), Twilio (50+), Gmail (full API access)

Winner for contractors: Make.com (best balance of integration depth and ease of use)

For real estate (brokerages, agents):
– Follow Up Boss, LionDesk, BoomTown (CRM)
– MLS integrations
– Dotloop, SkySlope (transaction management)
– DocuSign (signatures)
– Zillow, Realtor.com (lead sources)

Integration quality:
– Zapier: Good CRM support, limited MLS options, DocuSign solid
– Make.com: Excellent CRM support, better MLS flexibility (HTTP modules), DocuSign full-featured
– n8n: Full API access for all systems, custom MLS integrations possible

Winner for real estate: Make.com or n8n depending on MLS complexity

For professional services (legal, accounting, consulting):
– Clio, Smokeball, MyCase (legal practice management)
– QuickBooks, Xero (accounting)
– HubSpot, Salesforce (CRM)
– Slack (team communication)
– Google Workspace, Microsoft 365

Integration quality:
– Zapier: Excellent support for all major platforms
– Make.com: Excellent, often deeper than Zapier
– n8n: Full API access, best for custom workflows

Winner: Make.com (best balance for 90% of use cases, n8n for extremely custom needs)

The integration depth matters:

Example: QuickBooks invoice creation

Zapier: Can create invoice with basic fields (customer, amount, due date)
Can’t: Apply specific tax rates, add custom fields, attach files easily

Make.com: Can create invoice with all fields including custom, apply tax rules, attach files, trigger based on QuickBooks webhooks for real-time updates

n8n: Full QuickBooks API access, can do anything the API supports including batch operations, complex queries, custom reporting

For most San Antonio businesses, Make.com provides 95% of needed functionality. The 5% requiring n8n’s full API access typically involves:
– High-volume batch processing (100+ records simultaneously)
– Complex custom reporting pulling data QuickBooks doesn’t expose through standard integrations
– Advanced financial workflows requiring custom logic beyond platform capabilities

When to Switch Platforms (Migration Considerations)

Red flags indicating you chose wrong platform:

You’re on Zapier and:
– 🚩 Monthly bill exceeds $300 and growing
– 🚩 Hitting task limits requiring constant plan upgrades
– 🚩 Workflows require workarounds because Zapier can’t handle complexity
– 🚩 You have technical team asking “why don’t we use something cheaper/more powerful?”

Migration recommendation: Evaluate Make.com (if primary issue is cost) or n8n (if primary issues are cost + complexity)

You’re on Make.com and:
– 🚩 Operations exceed 130K monthly and approaching $399/month
– 🚩 Workflows require custom code frequently (JavaScript functions becoming majority of logic)
– 🚩 You have compliance requirements preferring self-hosted solutions
– 🚩 You have technical team capable of managing self-hosted infrastructure

Migration recommendation: Evaluate n8n self-hosted

You’re on n8n and:
– 🚩 Implementation costs far exceeded budget due to technical complexity
– 🚩 Team can’t maintain/modify workflows without expensive consultant
– 🚩 Self-hosted infrastructure creating reliability issues
– 🚩 Operations volume actually lower than projected (<10K monthly)

Migration recommendation: Consider Make.com (easier to maintain, lower technical burden)

Migration costs (San Antonio consultant rates):

Zapier → Make.com:
– Rebuilding effort: 2-4 hours per simple workflow, 4-8 hours per complex workflow
– Average 20 workflows: 60-120 hours @ $150/hour = $9,000-$18,000
– Payback period: Divide by monthly savings ($270-$620 typical)
– Typical payback: 14-35 months

Zapier → n8n:
– Rebuilding + infrastructure: 3-6 hours per workflow + 20-40 hours initial setup
– Average 20 workflows: 100-160 hours @ $175/hour = $17,500-$28,000
– Payback period: Divide by monthly savings ($500-$1,500 typical)
– Typical payback: 12-35 months

Make.com → n8n:
– Rebuilding: 2-4 hours per workflow (easier migration, platforms similar)
– Average 20 workflows: 60-100 hours @ $175/hour = $10,500-$17,500
– Payback period: Divide by monthly savings ($100-$350 typical)
– Typical payback: 30-50 months (only makes sense if volume very high or compliance requires self-hosting)

General migration principle:

Migrate only if:
– Current annual cost – New annual cost > Migration cost ÷ 2 years

Example:
– Current Zapier cost: $9,588 annually
– Make.com cost: $2,148 annually
– Savings: $7,440 annually
– Migration cost: $12,000
– Test: $7,440 > $12,000 ÷ 2 ($6,000)? YES → Migration makes sense

Don’t migrate if:
– Savings don’t justify migration cost within reasonable timeframe (24-36 months)
– You’re planning business sale within 24 months (migration disruption not worth it)
– Current platform “good enough” and migration would distract from core business

The Recommendation Framework (San Antonio Context)

For San Antonio contractors ($800K-$3M revenue):
– Start with Make.com ($29-$99/month)
– Why: Cost-effective, handles 99% of contractor workflows, visual builder easier than n8n, integrates well with ServiceTitan/Workiz/QuickBooks
– Exception: If you have IT person on staff or technical owner, consider n8n self-hosted

For San Antonio real estate (15-50 agents):
– Start with Make.com ($29-$179/month depending on agent count and lead volume)
– Why: Lead volume creates high operation counts making Zapier expensive, Make.com handles complex lead routing well, good CRM integrations
– Exception: If >50 agents with very high lead volume (>100K ops monthly), start with n8n

For San Antonio professional services (law, accounting, consulting, 5-20 employees):
– Start with Make.com ($29-$99/month)
– Why: Document automation and practice management integrations strong, cost-effective for typical volumes
– Exception: If managing 100K+ documents monthly or have strict compliance preferring self-hosted, use n8n

For San Antonio healthcare practices:
– Start with n8n self-hosted ($50-$150/month) OR Make.com Enterprise (if budget allows)
– Why: HIPAA compliance easier with self-hosted, patient data sensitivity warrants maximum control
– Alternative: n8n cloud ($50/month) acceptable for smaller practices wanting n8n benefits without infrastructure management

For San Antonio businesses with existing technical teams:
– Start with n8n self-hosted ($24-$100/month)
– Why: Your technical investment unlocks unlimited operations at fixed cost, provides maximum flexibility, and scales infinitely
– When: If you have DevOps engineer, IT manager, or technically sophisticated owner comfortable with Docker/Linux/APIs

For San Antonio solopreneurs or very small businesses (<$500K revenue):
– Start with Make.com Free or Core plan ($0-$29/month)
– Why: Keeps costs minimal during growth phase, easy to scale up within Make.com as business grows
– Alternative: Zapier Starter ($20/month) if you’re extremely non-technical and value simplicity over cost

Take Action: Free Platform Recommendation for San Antonio Businesses

30-minute consultation to determine your optimal automation platform:

What we’ll analyze:
1. Operation volume projection: Calculate your expected monthly operations based on business size, workflows needed
2. Technical capability assessment: Evaluate your team’s comfort level with technical platforms
3. Integration requirements: Review your existing software stack and integration depth needed
4. 3-year cost comparison: Show exact costs for Zapier vs. Make.com vs. n8n for YOUR specific situation
5. Implementation plan: Provide roadmap with San Antonio consultant recommendations and realistic timelines

What we WON’T do:
– Push expensive platforms you don’t need
– Recommend complex solutions when simple works
– Require commitment or payment today

Eligibility:
– San Antonio businesses evaluating automation platforms
– Currently using (or planning to use) 5+ software applications that need to communicate
– Revenue $500K-$10M (sweet spot for platform decision impact)
– Open to unbiased recommendation based on YOUR needs, not our preference

Book your free assessment: [Calendar Link]
Email: [Email]
Phone: [Phone Number]

Or download free tools:

Platform Comparison Calculator (Excel)

Input your data:
– Expected monthly triggering events (leads, appointments, transactions, etc.)
– Workflow complexity (simple, medium, complex)
– Technical comfort level (1-10 scale)
– Current software stack
– 3-year growth projection

Output:
– Projected monthly operations for each platform’s counting method
– 3-year cost for Zapier, Make.com, and n8n
– Technical requirements for each platform
– Recommended platform with justification
– Migration cost if you’re already on a platform

Download free: [Link]

Bonus resource:

San Antonio Automation Consultant Directory (PDF)

Local implementation partners:
– Platform specialization (Zapier/Make.com/n8n specialists)
– Hourly rates and typical project costs
– Client references (San Antonio businesses they’ve worked with)
– Response time expectations
– Technical capability ratings

Includes:
– 8 San Antonio-based automation consultants
– 3 agencies with automation services
– Comparison of national vs. local pricing
– Questions to ask during consultant evaluation

Download free: [Link]

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Conclusion

The platform decision determines your automation costs for years. Choose wrong, and you could pay $30,000-$80,000 more over three years than necessary—or face expensive migration costs rebuilding workflows.

The six example scenarios in this article illustrate the potential impact:

Zapier users might see:
– Average 3-year cost: $28,382 (for medium volume)
– Could start cheap, scale expensive
– Might need to migrate after 6 months ($8,400 migration cost)

Make.com users might experience:
– Average 3-year cost: $2,304
– Potential savings vs. Zapier: $26,078 (92%)
– Could scale smoothly without regrets

n8n users could achieve:
– Average 3-year cost: $2,232 (self-hosted)
– Potential savings vs. Zapier: $26,150 (92%)
– Potential savings vs. Make.com: $72 (minimal but with unlimited operations benefit)
– Higher implementation investment but potentially lowest long-term cost

The decision framework:

Choose Zapier if:
– Extremely non-technical team with zero willingness to learn
– Operations <5,000 monthly (won’t hit cost ceiling)
– Need maximum hand-holding and simplicity
– Budget allows premium for ease of use

Choose Make.com if:
– Operations 5,000-100,000 monthly (80% of San Antonio businesses)
– Want visual workflow builder with power
– Willing to invest 1-2 days learning curve
– Value cost-effectiveness without sacrificing capability

Choose n8n if:
– Operations >50,000 monthly OR extremely cost-sensitive
– Have technical team or owner comfortable with Docker/APIs
– Need maximum flexibility and customization
– Want unlimited operations at fixed cost
– Have compliance requirements preferring self-hosted

For 70% of San Antonio businesses: Make.com is the optimal choice (best balance of cost, capability, and ease of use).

For technically sophisticated businesses or high-volume operations: n8n delivers 94% cost savings vs. Zapier over 3 years.

For truly non-technical small businesses with simple needs: Zapier’s simplicity may justify the premium cost—but be aware you’ll pay 10x more long-term.

Calculate your specific costs. Assess your technical comfort. Choose the platform that fits YOUR business—not what someone else recommends based on their different context.

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About PerezCarreno & Coindreau

We specialize in workflow automation for San Antonio small businesses, with particular expertise in platform selection and implementation. Our implementations using n8n, Make.com, and Airtable help local businesses recover lost revenue and improve operational efficiency.

Contact us to learn more about automation opportunities for your business.