Summary: When working at a digital agency, our traffic management team faced a recurring challenge: capturing leads from multiple sources and delivering them in real-time to clients' Google Sheets. Here's how we solved it by switching from expensive Zapier to self-hosted n8n.
The Old Workflow
Our digital agency had a well-established process for handling client campaigns, but it had some significant bottlenecks. Let me walk you through how it worked:
Landing Page Development
- The IT department designed and developed WordPress landing pages with subscription forms (usually Gravity Forms or Contact Form 7)
- Each form had a separate thank-you page to track conversions
Traffic Team Setup
- The traffic team prepared campaigns on Facebook, Google Ads, or TikTok
- They provided the IT team with pixel codes: one for the header, another for conversion tracking on the thank-you page
- They also shared UTM parameters (
utm_source=facebook&utm_term=...) to track the lead source and store it in hidden fields in the form
Client Sheet Preparation
- Traffic created a Google Sheet template (usually provided by the client) with columns for all required lead data
- Campaigns started, and leads began flowing
The Problem
Everything seemed to be working perfectly on the surface:
- Working: Meta lead generation forms were producing leads
- Working: Ads were driving traffic to landing pages
- Working: Landing page forms were generating leads
- Problem: Yet, the client's Google Sheet remained empty
The Manual Nightmare
Without automation tools like Zapier or Make, updating the sheet manually was the only option. This required:
- Exporting data multiple times per day (Facebook, Instagram, LinkedIn forms)
- Mapping columns from different sources
- Inserting the data manually into the client's Google Sheet
This was time-consuming, error-prone, and required constant attention from both IT and traffic teams.
Enter Zapier
Zapier solved much of the problem and seemed like a perfect fit initially:
What Zapier Did Well
- UTMs were automatically mapped
- Data loaded in real-time
- Integration was smooth and reliable
- Setup was relatively straightforward
However, the cost was becoming a serious problem:
| Cost Factor | Monthly Impact | Annual Impact |
|---|---|---|
| Zapier Subscription | $700-800 | $8,400-9,600 |
| Execution Limits | Scalability constraints | Missed opportunities |
| Profit per Lead | Significantly reduced | Lower margins |
The main issues with Zapier were:
- Outrageous cost: $700–$800 per month for multiple clients with heavy campaigns
- Reduced profitability: Profits per lead dropped significantly
- Limited scalability: Cost per execution made expansion difficult
Finding an Alternative: n8n
Our agency urgently needed a solution. We explored open-source alternatives and discovered n8n:
Our n8n Discovery Process
- Initially tested the cloud version — great for 14 days
- Found that execution costs were still a problem — similar pricing model to Zapier
- Discovered the community version on GitHub — fully open-source, almost identical in functionality
- As a full-stack developer, I loved the idea of hosting it myself
Deployment Challenge
Hosting n8n wasn't trivial. I relied on my experience with servers and Docker to deploy it successfully. After a couple of days of configuration, troubleshooting, and testing, we had a fully functional, self-hosted n8n instance.
Deployment Results
- Hosting cost: ~$12/month — a huge reduction compared to Zapier
- No execution limits — run as many workflows as needed
- Full control over workflows — customize everything to our needs
- Data sovereignty — all data stays on our infrastructure
The Outcome
The results exceeded our expectations:
| Metric | Before (Zapier) | After (n8n) | Improvement |
|---|---|---|---|
| Monthly Cost | $700-800 | $12 | 98.5% reduction |
| Execution Limits | Limited by plan | Unlimited | ∞ |
| Data Processing | Real-time | Real-time | Same performance |
| Customization | Limited | Full control | Complete flexibility |
| AI Integration | Not available | Possible | New opportunities |
Key Achievements
- Real-time automation: Lead data now flows in real-time into client Google Sheets
- Multi-source handling: Campaigns are fully automated, with multiple sources handled seamlessly
- Enormous cost savings: From $800/month to $12/month
- AI opportunities: Room to experiment with AI automations on the same platform
- Improved scalability: No execution limits mean we can handle more clients
Why n8n is a Game-Changer
After months of using n8n in production, here's why it's revolutionary for agencies and businesses:
n8n Advantages
- One-click server installation (on platforms like AutomateSpot)
- Customizable workflows with no execution fees
- Full control over data and automation processes
- Scalable for multiple clients or campaigns
- Open-source flexibility — modify anything you need
- AI-ready platform — integrate OpenAI, Anthropic, and more
The Technical Setup
For those interested in the technical details, our n8n workflow handles:
- Multiple lead sources: Facebook Lead Ads, Google Forms, WordPress forms, LinkedIn
- UTM parameter tracking: Automatic source attribution
- Data transformation: Column mapping and formatting
- Real-time delivery: Instant Google Sheets updates
- Error handling: Retry logic and failure notifications
- Duplicate prevention: Smart lead deduplication
Getting Started with n8n
If you want to try n8n without spending days deploying it yourself, there are several options:
| Option | Setup Time | Cost | Best For |
|---|---|---|---|
| Self-hosted (DIY) | 2-5 days | $10-20/month | Technical teams |
| n8n Cloud | 5 minutes | $20-500+/month | Quick testing |
| AutomateSpot | 5 minutes | $15-50/month | Best of both worlds |
Conclusion
Switching from Zapier to n8n was one of the best decisions our agency made. The cost savings alone paid for the migration effort within the first month, but the real value came from:
- Freedom from execution limits
- Complete control over our automation
- Ability to experiment with advanced features
- Better profit margins for our clients
With n8n, you not only save money, but you gain flexibility and freedom to explore automation far beyond what Zapier allows. For agencies handling multiple clients or businesses with complex automation needs, n8n is a game-changer.
Ready to Make the Switch?
Experience the same cost savings and flexibility we achieved. Deploy your own n8n instance in minutes with AutomateSpot's pre-configured servers.
Start Your n8n JourneyBy: Lahoucine Taqi, Full-Stack Developer.