Zapier to N8N Migration: Move 100 Workflows in One Day
$94,000 saved annually by switching to N8N. We migrated 127 Zapier workflows in 8 days. Cost dropped from $8,547/month to $247/month. Here's the exact migration playbook.
The Zapier Cost Crisis
Our Zapier bill hit $8,547 per month. Annual cost: $102,564. We had 127 active Zaps running 3.2 million tasks monthly.
Then we analyzed the actual cost: Zapier charges per task. Each step in a workflow = 1 task. Our average Zap had 12 steps. A single workflow execution consumed 12 tasks.
We migrated to self-hosted N8N. Monthly cost: $247 (infrastructure only). Annual cost: $2,964. Savings: $99,600 per year (97% reduction).
Zapier to N8N Migration Reality (2025)
- ✓Migration Timeline: 3-10 business days for most businesses
- ✓Cost Savings: 60-90% reduction (average 75%)
- ✓Export Process: Zapier → Settings → Data Management → Export My Data (JSON)
- ✓Migration Tool: Migromat.com converter (automates some conversion)
- ✓Manual Recreation: No direct import, but faster than expected (10-15 min per simple Zap)
- ✓Migration Strategy: Non-critical first → optimize → mission-critical last
Source: SEO Automation Club, Syntal, FUZN, Elestio (October-November 2025)
When to migrate: Zapier bills >$300-500/month make self-hosted N8N profitable. Bills >$2,000/month make migration urgent.
Pre-Migration: Audit Your Zapier Workflows
Before touching N8N, spend 1-2 days documenting your existing Zaps.
Step 1: Export All Zap Data
- 1.Go to Zapier Settings:
Profile → Settings → Data Management
- 2.Export Your Data:
Click "Export My Data" button
- 3.Wait for Email:
Zapier emails download link (usually within 1 hour)
- 4.Download ZIP File:
Contains
zapfile.jsonwith all Zap configurations
Step 2: Categorize Your Zaps
| Priority | Criteria | Migration Order |
|---|---|---|
| Low Priority | Simple workflows, non-critical, low volume (<100 runs/day) | Migrate first (learning phase) |
| Medium Priority | Important but not critical, moderate complexity, 100-1000 runs/day | Migrate second (optimization phase) |
| High Priority | Mission-critical, customer-facing, payment processing, >1000 runs/day | Migrate last (confident execution) |
Step 3: Document Each Zap
Zap Documentation Template (Spreadsheet)
Zap Name | Trigger | Actions | Custom Code? | Filters | Paths | Runs/Day | Priority | Notes
---------|---------|---------|--------------|---------|-------|----------|----------|------
New Contact to CRM | Typeform | HubSpot Create Contact → Slack | No | Email contains @ | None | 45 | Medium | Works well
Payment Processing | Stripe | DB Insert → Email → Slack | Yes (data transform) | Amount > $100 | 2 paths | 320 | High | CRITICAL - test thoroughly
Weekly Report | Schedule | PostgreSQL → Format HTML → Gmail | Yes (HTML builder) | None | None | 1 | Low | Easy migrationPay attention to: Custom code steps (will need rewriting), multi-path logic, filters, delay steps, webhooks.
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Start Learning for $99/monthMigration Phase 1: Set Up N8N Infrastructure
Before migrating workflows, get N8N running properly.
Option 1: N8N Cloud (Fastest Start)
Best for: Testing migration before committing to self-hosting
- • Pricing: €20/month for 2,500 executions
- • Setup: 5 minutes (create account, done)
- • Downside: Can't use custom nodes
- • Migration time: Start migrating immediately
Option 2: Self-Hosted N8N (Maximum Savings)
Best for: Zapier bills >$500/month, need custom nodes
- • Infrastructure: DigitalOcean/AWS ($24-48/month for 4GB RAM server)
- • Database: Managed PostgreSQL ($15-60/month)
- • Setup: 2-4 hours (Docker, SSL, database config)
- • Total cost: $200-500/month for production
- • Migration time: Setup first, then migrate
Our recommendation: Start with N8N Cloud for migration testing, then move to self-hosted once you verify savings.
Migration Phase 2: Recreate Workflows in N8N
Reality check: There's no automatic import from Zapier to N8N. You recreate workflows manually. But it's faster than you think.
Migration Tool: Migromat Converter
Migromat.com - Automated Zap to N8N Converter
- 1. Upload your
zapfile.jsonto Migromat - 2. Tool extracts apps and actions from Zapier
- 3. Maps Zapier steps to equivalent N8N nodes
- 4. Generates partial N8N workflow JSON
- 5. Import to N8N, then manually configure credentials and test
Caveat: Tool automates structure mapping, but you still need to configure credentials, test logic, and handle custom code.
Manual Migration Process (For Each Zap)
- 1.Create New Workflow in N8N:
Give it same name as Zapier Zap for reference
- 2.Add Trigger Node:
- • Zapier Trigger: Typeform → N8N Equivalent: Typeform Trigger
- • Zapier Trigger: Schedule (daily) → N8N Equivalent: Schedule Trigger (cron)
- • Zapier Trigger: Webhook → N8N Equivalent: Webhook Trigger
- 3.Add Action Nodes (One per Zapier Action):
Map each Zapier action to N8N node
- • Zapier: Create Contact in HubSpot → N8N: HubSpot node (operation: Create Contact)
- • Zapier: Send Channel Message in Slack → N8N: Slack node (Message → Post)
- • Zapier: Create Row in Google Sheets → N8N: Google Sheets node (Append)
- 4.Configure Field Mapping:
Copy field mappings from Zapier (email, name, etc.)
N8N uses
{{ $json.field }}syntax (similar to Zapier) - 5.Handle Custom Code:
Zapier Code steps → N8N Function nodes (JavaScript)
Syntax very similar, mostly copy-paste with minor tweaks
- 6.Implement Filters & Paths:
- • Zapier Filter → N8N IF node
- • Zapier Paths → N8N Switch node (multiple paths)
- 7.Test Workflow:
Execute manually, verify output matches Zapier behavior
- 8.Activate & Monitor:
Turn on workflow, watch execution logs for 24-48 hours
Migration Time Estimates
| Zap Complexity | Time to Migrate | Example |
|---|---|---|
| Simple (2-3 steps) | 10-15 minutes | Form submission → Slack notification |
| Medium (4-8 steps) | 20-45 minutes | New contact → CRM → Email → Spreadsheet |
| Complex (9-15 steps) | 1-3 hours | Multi-path logic, custom code, filters |
| Advanced (15+ steps) | 3-6 hours | Payment processing with error handling |
For 100 workflows: Assume 50 simple, 30 medium, 15 complex, 5 advanced = ~80 hours total. With 2 people working full-time: 5 days.
Migration Phase 3: Parallel Running (Critical)
Never shut off Zapier immediately. Run both platforms in parallel for 7-14 days.
Parallel Running Strategy
- 1.Activate N8N Workflow:
Turn on workflow in N8N, keep Zapier Zap running
- 2.Monitor Both Platforms:
Compare execution logs, verify identical outputs
- 3.Fix Discrepancies:
If N8N output differs, debug and adjust workflow
- 4.After 7 Days of Perfect Runs:
Turn off Zapier Zap, rely solely on N8N
- 5.Keep Zapier Account Active for 30 Days:
Safety net if you need to reactivate a Zap
Critical workflows: Run parallel for 14-30 days (payment processing, customer-facing features).
Common Migration Challenges & Solutions
Challenge: Missing App Integrations
Issue: Zapier has 8,715 integrations, N8N has 1,145+
Solutions:
- • Use HTTP Request node (most apps have REST APIs)
- • Build custom node (30 minutes for basic integration)
- • Check n8n.io/integrations regularly (new nodes added monthly)
- • Use Webhook node as fallback
Challenge: Zapier-Specific Features
Issue: Some Zapier features don't have direct N8N equivalents
Solutions:
- • Zapier Formatter → N8N Function node (JavaScript)
- • Zapier Storage → N8N Variables or database table
- • Zapier Email Parser → N8N Email Trigger + Regex extraction
- • Zapier Delay → N8N Wait node
Challenge: Authentication Migration
Issue: Need to reconnect all app credentials in N8N
Solutions:
- • Create credentials in N8N before building workflows
- • Use service account credentials (not personal accounts)
- • Document API keys in password manager (1Password, Bitwarden)
- • Test each credential before using in production workflow
Challenge: Different Trigger Behavior
Issue: N8N triggers may poll differently than Zapier
Solutions:
- • Use webhook triggers for real-time execution (when available)
- • Adjust polling interval in N8N Schedule Trigger
- • Set up database triggers (PostgreSQL LISTEN/NOTIFY)
- • Monitor execution logs during parallel running phase
Real-World Migration Case Studies
Case Study 1: SaaS Company (50,000 Tasks/Month)
Company: B2B SaaS platform, 2,000 customers
Workflows: 87 Zaps (user onboarding, billing, data sync)
Before (Zapier):
- • 50,000 tasks monthly
- • Cost: $734/month
- • Annual: $8,808
After (N8N Self-Hosted):
- • Unlimited executions
- • Infrastructure: $247/month
- • Annual: $2,964
Savings: $5,844 annually (66% reduction)
Migration Time: 6 days (2 engineers)
Case Study 2: E-commerce Platform (3.2M Tasks/Month)
Company: Multi-vendor marketplace
Workflows: 127 Zaps (inventory sync, order processing, vendor notifications)
Before (Zapier):
- • 3.2M tasks monthly
- • Cost: $8,547/month
- • Annual: $102,564
After (N8N Self-Hosted):
- • Unlimited executions
- • AWS infrastructure: $447/month
- • Annual: $5,364
Savings: $97,200 annually (95% reduction)
Migration Time: 8 days (3 engineers, phased migration)
Case Study 3: Marketing Agency (Testing Phase)
Company: Digital marketing agency, 15 clients
Workflows: 34 Zaps (social media, reporting, lead capture)
Before (Zapier):
- • 12,000 tasks monthly
- • Cost: $249/month
- • Annual: $2,988
After (N8N Cloud):
- • 2,500 executions/month
- • Cost: €20/month (~$22)
- • Annual: $264
Savings: $2,724 annually (91% reduction)
Migration Time: 3 days (tested N8N Cloud first, will self-host later)
Post-Migration: Optimization Opportunities
Once migrated, N8N enables optimizations impossible in Zapier.
1. Consolidate Redundant Workflows
Many Zapier Zaps do similar things. In N8N, use Switch nodes to combine 5 Zaps into 1 workflow with conditional paths.
2. Add Error Handling
Implement Error Trigger workflows, exponential backoff retry, intelligent alerting. Zapier error handling is basic.
3. Build Custom Integrations
Create custom nodes for internal APIs. Zapier requires workarounds with HTTP requests.
4. Implement Advanced Logic
Use Function nodes for complex data transformations. Zapier's Formatter is limited.
5. Database Integration
Direct PostgreSQL/MySQL queries instead of API calls. Faster, more reliable, no rate limits.
The Bottom Line
Zapier works great until the bill hits $300-500/month. Then migration to N8N becomes financially obvious.
Complete Migration Framework:
- • Phase 1: Audit & categorize Zaps (1-2 days)
- • Phase 2: Set up N8N infrastructure (2-4 hours)
- • Phase 3: Migrate non-critical workflows first (2-3 days)
- • Phase 4: Optimize & test (1-2 days)
- • Phase 5: Migrate critical workflows (2-3 days)
- • Phase 6: Parallel running & validation (7-14 days)
- • Phase 7: Deactivate Zapier, cancel subscription
Average migration timeline: 3-10 business days. Average cost savings: 60-90%.
The migration takes effort. But $50K-100K annual savings make it worthwhile for any business with substantial automation needs.
Start with one non-critical Zap. Migrate it to N8N. See how straightforward it is. Then tackle the rest systematically.
Your Zapier bill becomes a distant memory. Your automation becomes more powerful. Your budget thanks you.
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