Yesterday I introduced a new class to N8N, and they were fascinated by its capability to design and automate workflows. In explaining its functionality, I compared instances of when to use this tool and when to use Large Language Models. So that teaching moment has inspired this episode
What N8N Actually Is
Most people discover n8n the same way I did.
You are trying to connect two tools that do not talk to each other. You search for a solution. This open-source platform keeps appearing. You try it for an afternoon.
Then something clicks.
You build your first automated workflow without writing any code. And you wonder why you did not find it sooner.
N8N, pronounced “n-eight-n”, is a workflow automation platform.
Think of it as digital plumbing.
You connect apps and services so that when something happens in one place, something else happens automatically somewhere else.
The visual canvas is key.
You drag and drop nodes. Each node represents one step in a process. You connect them to build a workflow.
Here is how it works:
- A trigger node starts the process. For example, a new email arrives or a form is submitted
- Action nodes perform tasks. For example, send a Slack message or update a spreadsheet
- Logic nodes control decisions. For example, if this happens, do that. If not, do something else
N8N connects with more than 400 apps. These include Google Workspace, Microsoft 365, HubSpot, Salesforce, Notion, and Slack.
There is also a key pricing difference.
Tools like Zapier charge per step. N8N charges per workflow execution. Whether your workflow has 5 steps or 50, one run counts as one execution.
This makes costs more predictable as workflows grow.
There are two ways to use N8N:
- Cloud version. Starts at around €20 per month. N8N hosts everything
- Community edition. Free and open-source. You host it yourself with no limits
I use both.
I use the cloud when I need something live quickly. I use self-hosted when I want more control and data privacy.
How I Use It
I use n8n in two main areas:
- podcast and content workflows
- email and CRM automation
On the content side, n8n handles repetitive tasks.
When a new episode is ready, the workflow runs automatically. Files move to the right place. Notifications are sent. Show notes are routed.
These are tasks I used to do manually every time. Now they happen in the background.
On the email and CRM side, n8n connects tools that do not normally work together.
Someone fills in a form. The workflow runs. The data goes to the right system. A follow-up is sent. The record is updated.
There is no copying or pasting. No manual steps.
Once built, the workflow keeps running.
Here is a practical example.
When someone joins your organisation, n8n can:
- create accounts
- assign training
- notify managers
- log activity in your HR system
When someone leaves, it can:
- remove access
- archive files
- trigger exit processes
This saves hours every week. It also reduces human error.
N8N vs AI Agents vs Claude Code
This is the question I hear most often.
People are using AI agents in tools like Claude or ChatGPT. They ask, ” Do I still need n8n?”
The answer is simple. These tools do different jobs.
Ask yourself this question:
Can you draw a full flowchart of the task before you start?
If yes, use n8n.
The steps are fixed. The process is predictable. The same thing happens every time.
For example, send an email when a form is submitted. Always the same. No variation.
N8N is deterministic. You set the rules. It follows them exactly.
If no, use an AI agent.
Some tasks need judgment. The next step depends on what the AI reads or understands.
Examples include:
- analysing emails and deciding how to reply
- researching topics and writing summaries
- reviewing documents and identifying issues
These tasks need reasoning, not fixed steps.
Claude Code is different again.
It is built for developers. It helps write and run code in a terminal environment.
If you are not a developer, it is not your starting point.
So here is the simple breakdown:
- Use N8N for repeatable processes
- Use AI agents for tasks that require thinking
- Use Claude Code for software development
In 2026, the best teams use both together.
N8N handles:
- triggers
- scheduling
- data movement
AI agents handle:
- analysis
- writing
- decision-making
N8N starts the workflow. It sends data to the AI. The AI processes it. Then N8N sends the result where it needs to go.
They work together.
My Take
There is one more point to consider.
When you automate processes, you can also automate mistakes.
That does not mean you should avoid n8n. It means you should use it carefully.
Ask these questions:
- Who approves a workflow before it goes live?
- Who checks it is still working months later?
You need clear answers before you automate anything important.
The platform gives you the tools. You need to use them responsibly.
Remember the four levels of AI maturity from Episode 270:
- Level one: tools
- Level two: assistants
- Level three: building
N8N sits between level two and level three.
It is where you stop doing repetitive tasks and start building systems.
If you are still doing manual digital tasks like:
- moving files
- sending follow-up emails
- copying data between tools
Then n8n is worth your time.
Start small.
Build one workflow. Choose one task you repeat every week. Build it once. Let it run.
That is the shift.
From doing the work to building systems that do the work for you.
If you want to build your AI literacy and skills, I can help
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Sources
Key Sources:
N8N official site and AI features: n8n.io
N8N AI Automation guide (Lowcode Agency, 2026): lowcode.agency/blog/n8n-ai-automation
N8N guide 2026 — features and workflow deep dive (Hatchworks): hatchworks.com/blog/ai-agents/n8n-guide
Top AI workflow automation tools 2026 (n8n Blog): blog.n8n.io/best-ai-workflow-automation-tools
N8N review 2026 (Hackceleration): hackceleration.com/n8n-review
N8N vs Claude Code vs Agentic Workflows (MindStudio): mindstudio.ai/blog/n8n-vs-claude-code-vs-agentic-workflows-comparison
N8N vs AI Agents (AgentPatch): agentpatch.ai/blog/n8n-vs-ai-agents
N8N pricing (Zapier analysis): zapier.com/blog/n8n-pricing
Key Stats:
N8N has 400+ native integrations
N8N cloud from approximately €20/month; community edition is free to self-host
N8N charges per workflow execution, not per step — one run = one execution regardless of workflow length
N8N has 4,000+ community-contributed workflow templates
N8N community: 45,000+ members
About the Podcast Host
AI and Communications Specialist | Author | Podcaster | International Speaker
Joanne Sweeney is a recognised leader in digital marketing and digital transformation, specialising in the practical application of AI to enhance communication strategies. The founder of Digital Training Institute, Joanne, empowers leaders and communications professionals to leverage AI responsibly and effectively, ensuring transparency, trust, and tangible results.
She completed the Harvard Kennedy School Executive Programme in AI and Public Policy this summer before launching her fourth book AI Playbook, in September. Joanne has also published two editions of Public Sector Marketing Pro, which were preceded by her first title, Social Media Under Investigation Law Enforcement and the Social Web.
Her books have become go-to resources for governments, public sector and policing agencies, as well as marketing and communications professionals, all navigating the challenges of the changing Internet.
Joanne is the host of the AI SIX Podcast, a daily six-minute podcast that provides actionable insights, expert interviews, and practical advice to help professionals navigate the new world of work.
