Workflow Automation Software: Build vs Buy Guide
Workflow automation connects your tools — CRM, email, accounting — so data flows without manual copy-paste. You can buy (Zapier, Make, n8n) or build custom. Each has tradeoffs. Here's how to decide.
Quick Answer
Buy (Zapier, Make): Simple, linear workflows. Connect A → B. Fast to set up. Cost scales with usage. Build custom: Complex logic, many integrations, scale, or when off-the-shelf can't do it. Higher upfront cost, lower long-term for heavy use.
Table of Contents
- Buy: Zapier, Make, n8n
- Build: Custom Workflow Engine
- When to Buy
- When to Build
- Hybrid Approach
- Frequently Asked Questions
Buy: Zapier, Make, n8n
Zapier: Easiest. 5000+ integrations. Pricing by task count. Make (Integromat): Visual, complex workflows, cheaper at scale. n8n: Self-hosted, open-source, no per-task pricing. All good for: trigger → action, A → B → C, no custom logic.
Build: Custom Workflow Engine
Custom workflow engine: your rules, your integrations, your UI. Built into your app. No per-task fees. Requires development. Best when: complex branching, approvals, integrations Zapier doesn't support, or high volume where Zapier cost explodes.
When to Buy
- Simple, linear workflows (e.g., new lead → add to CRM → send email)
- Need to move fast, no dev resources
- Low to medium volume (< 100K tasks/month)
- Integrations are supported by Zapier/Make
When to Build
- Complex logic — branching, conditions, loops
- Approval workflows, human-in-the-loop
- Integrations Zapier doesn't support
- High volume — Zapier/Make cost prohibitive
- Workflow is core to your product
Hybrid Approach
Use Zapier/Make for simple, one-off integrations. Build custom for core workflows. Many teams do both. See our Build vs Buy guide for the broader framework.
Frequently Asked Questions
How much does Zapier cost at scale?
Zapier Professional: 750 tasks/mo for $49. Team: 50K tasks for $299. At 500K+ tasks/month, cost can hit $1000+/month. Custom build may pay off. See our Automation Tools Comparison.