Write a small brief.
Before comparing n8n, Zapier, or another platform, describe one real workflow. List its trigger, connected services, data, review steps, expected volume, and failure conditions.
This gives you a useful basis for comparison. A long feature list tells you less than seeing your own process work from beginning to end.
Try the same example in each tool.
Check how clearly the workflow can be expressed, how easy it is to diagnose a failure, and whether the next person can understand it. Include a deliberately incomplete input in the trial.
Consider the whole commitment.
Review current pricing, hosting responsibilities, access controls, and integration support directly with each provider. These details can change and should be checked against the intended workload.
Choose for continuity.
A tool is a good fit when the team can operate it confidently. Document the decisions, make ownership clear, and revisit the choice when the work changes.