n8n is a workflow automation tool that connects your apps and APIs through visual, node-based flows. Unlike closed platforms, it can be self-hosted, which matters once you're moving sensitive business data around.
What is n8n
Think of it as a flowchart that actually runs: a trigger (a form submission, a webhook, a schedule) starts the flow, and each node after it does one job — fetch data, transform it, send it somewhere else.
When to use it (and when not to)
n8n is a strong fit when you need custom logic, self-hosting, or you're running enough automations that per-task pricing (like some competitors charge) gets expensive. It's overkill for a single, simple two-step automation your whole team could do with a native app integration.
Building your first workflow
Start with the manual process exactly as it happens today — every click, every copy-paste. Map that to nodes: a trigger, a data lookup, a condition, an action. Test with real (not sample) data before turning off the manual process.
Trigger: New form submission
→ Lookup: Match against CRM contact
→ Condition: Existing customer?
→ Yes: Update record + notify account manager
→ No: Create lead + start nurture sequence
Common mistakes to avoid
- No error handling — a single failed API call silently drops the whole record
- Testing only with clean sample data, never edge cases
- No alerting when something breaks, so failures go unnoticed for weeks