In an age where efficiency and speed are decisive factors for business success, optimised processes are worth their weight in gold. The open source tool n8n enables recurring tasks to be automated using low-code workflows, significantly speeding up processes. In this article, you will learn how n8n can be used to automate business processes in a practical way – from automatic order processing to intelligent customer communication.
What is n8n and why is it suitable for process optimisation?
n8n is an open-source workflow automation tool that connects different applications and data sources to create automated processes. As an open-source solution, n8n can be run on your own infrastructure (self-hosting) in the free Community Edition – with no restrictions on usage or workflow complexity. This means you are not dependent on a SaaS provider who controls your data or processes, and you retain full control over your systems.
n8n’s node-based low-code editor allows even complex processes with branches, conditions and error handling to be modelled. Technical teams can integrate their own functions in JavaScript or Python as custom code nodes as required, enabling virtually unlimited expandability. This flexible architecture and the option of self-hosting are particularly appealing to companies that value customisation, control and data sovereignty. In short, n8n offers comprehensive automation options without the restrictions of proprietary cloud services – ideal for optimising business processes according to your own needs.
Practical examples of business process automation
How can n8n be used in everyday business? Here are some typical use cases of how a business operations team can use n8n to make processes more efficient:
- Convert emails and voice messages into structured orders: Incoming customer orders via email (or even as voice recordings) can be processed automatically with n8n. For example, a workflow reads new emails and extracts the relevant order data (customer information, items, quantities, etc.) using regular expressions. Alternatively, an AI service (such as OpenAI) can analyse the message text and return structured information in JSON format. Even voice messages can first be converted into text using speech recognition (e.g. with OpenAI Whisper) and then processed further. The data obtained is finally transferred automatically to the order management system (ERP) – without any manual effort.
- Automatically respond to customer enquiries: Routine customer enquiries can be answered automatically using n8n workflows. For example, an AI-powered virtual assistant can receive enquiries from emails or chats and provide appropriate answers directly from a stored knowledge database. n8n uses language models (such as GPT from OpenAI) to generate a formulated response and sends it automatically to the customer. This provides customers with fast information around the clock while reducing the workload of the support team.
- Synchronise data between CRM, ERP and communication tools: n8n can serve as a data hub between different business applications. For example, customer data from the CRM can be automatically synchronised with the ERP system and even with communication platforms (such as Slack or Microsoft Teams), so that everyone involved is always up to date. n8n provides an extensive library of ready-made integration modules (nodes) for common systems and APIs – from databases and SaaS tools to email and chat services. If a specific application is not included, virtually any external system can be connected via API using the universal HTTP request node. Duplicate entries and manual data imports are now a thing of the past.
- Trigger-based workflows for support, sales and finance: Many processes can be triggered event-driven as soon as a specific event occurs:
- Support: When a customer submits a support form, n8n automatically creates a ticket in the helpdesk or project management tool (e.g. Asana) and immediately sends a confirmation message via WhatsApp.
- Sales (lead management): New leads from online forms or social networks are transferred directly to the CRM and assigned to the sales team for follow-up, significantly reducing response times to enquiries. No more potential customers are lost.
- Finance: When a customer payment is received, n8n can post the payment in the ERP and immediately send a payment confirmation to the customer by email. Downstream processes (e.g. updating stock levels or triggering shipping) can also be linked to this trigger.
Comparison with Zapier and Make – more control and flexibility
There are already established automation tools on the market, such as Zapier and Make.com (formerly Integromat). Unlike these purely cloud-based services, however, n8n offers decisive advantages in terms of control and flexibility. As a self-hostable open-source solution, n8n can be operated in your own infrastructure, while Zapier and Make are only available as SaaS in the cloud. With n8n, companies therefore retain full data sovereignty over their processes – an important aspect, for example with regard to data protection requirements. In addition, the community edition of n8n can be used free of charge, whereas Zapier and similar services can quickly incur significant subscription costs depending on the scope of use. With Zapier, for example, you pay for every action executed in a workflow (known as ‘tasks’), which can become expensive with high volumes.
There are further differences in terms of integrations and expandability: Zapier has the largest number of pre-built app connections (over 5,000 apps) and offers a very beginner-friendly no-code interface. Make.com is in the middle of the pack with around 1,500 integrations and impresses with a powerful visual interface and a more transparent pricing model (billing per ‘operation’ instead of per task). Although n8n has fewer integrations available out of the box with a few hundred pre-installed nodes, it allows for easy connection of any APIs and data sources, as described above. Above all, however, n8n allows you to embed your own scripts and logic directly into the workflow. Neither Zapier nor Make offer such comprehensive options for executing user-defined code as part of automations (Make does not offer this at all for strategic reasons). This means that n8n can also be used to implement unusual or complex use cases that reach the limits of other tools.
Ultimately, choosing the right automation tool depends on factors such as technical expertise, budget and process complexity. However, for technically savvy teams, the greater freedom offered by n8n pays off: workflows can be tailored precisely to your own business processes without platform limitations or vendor lock-in – and you retain cost control by hosting the solution yourself.
Insight
Automation solutions such as n8n open up enormous potential for making business processes more efficient, faster and more error-free. From a business operations perspective, this means less manual routine work, lower error rates and more time for strategic tasks. Compared to purely cloud-based tools, n8n offers the necessary control and adaptability to implement even complex processes in a company-specific manner – with full transparency over data flows.
Deep Impact AG has already helped numerous companies optimise their process landscape with n8n. We would be happy to show you how you can achieve a real competitive advantage with tailor-made automation solutions during a consultation. There is still a lot that can be made more efficient today – let’s get started!
