The best workflow automation tool depends on who's building and what you're connecting. Zapier suits beginners who want the widest range of app connections, Make suits visual, multi-step workflows, n8n and Activepieces suit teams that want to self-host, Power Automate suits Microsoft 365 businesses, IFTTT suits simple personal and smart home automations, Pabbly Connect suits small businesses using lots of everyday apps, and Workato suits larger companies.
Every small business has jobs that a person does the same way every time: copying a form entry into a spreadsheet, adding a new client to the email list, posting a message to the team when a sale comes in. Workflow automation tools do those jobs for you, every time, without forgetting.
The tools below are well known and widely used. Some are built for non-technical business owners and others for developers and IT teams. I've focused on what each one is known for, so shortlist two and build the same simple automation in both before you choose.
What should you look for in a workflow automation tool?
- App connections. Check that every app in your workflow is supported, including the small niche ones.
- Ease of building. Some tools use a simple step list, others a visual canvas. Pick the one that makes sense to you.
- Multi-step logic. Filters, branches and delays let one automation handle different situations.
- AI steps. Many tools can now summarise, sort or draft text inside a workflow.
- Error handling. You need to know when an automation fails and why, before a client notices.
- Hosting and data. Self-hosted options give you more control over where your data lives.
Workflow automation tools compared
| Tool | Best for | Stand-out feature |
|---|---|---|
| Zapier | Beginners and small businesses | Huge library of app connections |
| Make | Visual, multi-step workflows | Drag and drop scenario canvas |
| n8n | Technical teams | Self-hosting and code steps |
| Microsoft Power Automate | Microsoft 365 businesses | Cloud and desktop flows |
| IFTTT | Simple personal automations | Applets for apps and smart devices |
| Pabbly Connect | Small businesses with everyday apps | Multi-step workflows with simple setup |
| Workato | Larger companies | Enterprise integration and governance |
| Activepieces | Teams wanting open source | Open source and self-hostable |
Plans and features change often, so check each vendor's current plans before you commit.
The best workflow automation tools
1. Zapier
Zapier is the best-known automation tool for small businesses. You build Zaps from a trigger, such as a new form entry, and one or more actions, such as adding a row to a sheet and sending a message. It connects thousands of apps.
Who it suits: business owners who want to automate without any technical background.
What stands out: reach. If an app has any kind of connection, there's a good chance it's on Zapier.
Watch out for: busy, multi-step automations can get complicated to manage, so name and organise your Zaps from day one.
2. Make
Make, formerly Integromat, lets you build automations called scenarios on a visual canvas. You can see data move from step to step, add routers and filters and handle complex logic.
Who it suits: people who like to see the whole workflow and need branches, loops and detailed data handling.
What stands out: the visual builder. Complex workflows are easier to understand when you can see them.
Watch out for: the canvas takes a little longer to learn than a simple step list.
3. n8n
n8n is a workflow automation tool you can self-host or use in the cloud. It uses a node-based visual editor and lets you add your own code where you need it, which makes it popular for AI and data workflows.
Who it suits: technical teams and businesses that want control over hosting and data.
What stands out: flexibility. Code steps and self-hosting mean very few limits on what you can build.
Watch out for: if you self-host, you're responsible for updates, security and keeping it running.
4. Microsoft Power Automate
Power Automate is Microsoft's automation tool. Cloud flows connect apps such as Outlook, Teams, SharePoint and Excel, and desktop flows can automate repetitive tasks in older software on a Windows computer.
Who it suits: businesses that already run on Microsoft 365.
What stands out: the Microsoft connection. Approvals, file moves and Teams messages are simple to set up.
Watch out for: it's at its best inside the Microsoft world, so check connections to non-Microsoft apps you rely on.
5. IFTTT
IFTTT, short for If This Then That, is one of the original automation tools. Applets connect apps, web services and smart home devices with simple if-this-then-that rules.
Who it suits: solo business owners who want simple personal automations, such as saving posts or logging activity.
What stands out: simplicity. An applet takes seconds to set up.
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Watch out for: it's not designed for detailed business workflows with lots of steps and conditions.
6. Pabbly Connect
Pabbly Connect is a workflow automation tool from Pabbly, which also makes form, email marketing and subscription billing software. It supports multi-step workflows with filters and routers across a wide range of business apps.
Who it suits: small businesses and freelancers automating everyday apps such as forms, email and CRMs.
What stands out: a straightforward builder that covers multi-step workflows without much learning.
Watch out for: check that its app connections cover your full workflow before you move automations across.
7. Workato
Workato is an enterprise automation and integration platform. It connects business systems such as CRMs, finance and HR tools, with strong controls for IT teams.
Who it suits: mid-size and larger companies automating across departments.
What stands out: governance. IT teams can manage security, access and standards across every automation.
Watch out for: it's built for larger organisations, so a small business will usually find Zapier or Make enough.
8. Activepieces
Activepieces is an open source automation tool that's often described as a Zapier alternative. You can use it in the cloud or self-host it, and it includes AI steps and a simple flow builder.
Who it suits: teams that want open source software with a friendly builder.
What stands out: the mix of open source control and a builder that non-developers can use.
Watch out for: its app library is smaller than the longest-running tools, so check your apps are covered.
How to choose the right workflow automation tool
Start by writing down one workflow you do every week, step by step. Then check which tools connect every app in it. That one test rules out more options than any feature list, because a missing connection is the thing that stops you.
If you're not technical, start with Zapier or Make. If you're in the Microsoft world, try Power Automate first. If you want to self-host or keep data in your own setup, look at n8n or Activepieces. Whatever you pick, keep a simple list of what each automation does, so you're not guessing when something changes.
For more options, see my roundup of the best Zapier alternatives and my Zapier vs Make cheat sheet. If you're adding AI to the mix, read my guide to AI workflow automation for small business.
Building a tool in this space? Here's how tools get considered for my roundups.
Frequently asked questions
What is the best workflow automation tool?
Zapier is the easiest place to start for most small businesses. Make suits complex visual workflows, Power Automate suits Microsoft 365 users and n8n suits technical teams that want to self-host.
What's the difference between Zapier and Make?
Zapier uses a simple step-by-step builder and has a very wide app library. Make uses a visual canvas that suits complex, branching workflows.
Do I need to code to use workflow automation tools?
No. Zapier, Make, IFTTT and Pabbly Connect are all built for non-developers. Tools such as n8n let you add code if you want to.
What should a small business automate first?
Start with repetitive admin: form entries into your CRM or spreadsheet, new customers into your email tool and team alerts for new sales or bookings.
