What Is n8n? A Guide to Setting Up and Using n8n in Your Company

In every company, some tasks get repeated by hand every day: copying a request from an incoming email into the CRM, moving web form data into Excel, reminding accounting about an invoice that is coming due. Each one is small on its own, but together they take a serious chunk out of the team's week. n8n is a workflow automation tool used to connect steps like these and run them automatically.

In this article we cover what n8n is, how it differs from tools like Zapier and Make, how to set it up inside a company, what to watch out for with its license, and the mistakes we see most often in the field.

What is n8n?#

n8n is an automation platform that lets you build workflows by connecting applications and services in a visual editor. Each step is represented by a node: one node reads an email, the next extracts the information in it, and another writes that information to the CRM.

A workflow usually starts with a trigger. The trigger can be a new email, a web form submission, a scheduled time, or a webhook call from another system. The nodes that follow process the data, branch based on conditions, and send the result to one or more systems.

Three features set n8n apart from similar tools:

• It can run on your own server: You can use n8n as a cloud service or install it on your own server. For businesses that don't want their data leaving the company, this is an important difference.
• Flexibility to write code: When the built-in nodes aren't enough, you can write JavaScript or Python in a code node, or send an HTTP request to any REST API. That makes it possible to talk to a local ERP or accounting system that has no ready-made integration.
• AI nodes: n8n includes nodes that work with large language models. Tasks such as classifying emails, extracting information from text, or writing summaries can be done inside the same workflow.

The difference between n8n, Zapier and Make#

All three do the same basic job: they connect applications. The differences lie in where they run, how they are priced, and how much flexibility they offer.

• Zapier: Runs only in the cloud. It is the easiest to use and has a very large app catalog. Because pricing depends on usage volume, costs can rise quickly as your workflows grow. Limits show up earlier with complex branching and data transformation.
• Make: Also cloud-based. Its visual scenario editor is powerful and allows more complex flows than Zapier. Pricing here also depends on usage volume.
• n8n: Can run in the cloud or on your own server. When you host it yourself, server and maintenance costs take the place of license fees. It is the most flexible option for a technical team, but setup and maintenance are your responsibility.

A practical rule of thumb: for a small business with no IT team that needs a few simple connections, Zapier or Make can be a quick start. If data sensitivity is high, volumes are large, or you need to integrate with local systems such as an ERP, production software or an internal database, n8n starts to make more sense.

Cloud or self-hosted?#

n8n Cloud#

This is the version hosted by n8n itself. Servers, updates and backups are managed by n8n; you can open an account and start right away. It is offered on paid plans, and plans include certain usage limits. Since plans and prices can change, we recommend checking n8n's website for current details. The point to watch is that your data is processed on n8n's infrastructure, which needs to be assessed against KVKK, Turkey's personal data protection law, and your company policies.

Self-hosted#

Runs on your own server, either on premises or with a cloud provider of your choice. The Community Edition can be used free of charge. Your data stays under your control, and systems on your local network can be reached directly. In return, setup, security, backups and updates are your responsibility. Some enterprise features require a separate paid license.

A picture we often see at manufacturing companies: ERP and production data live inside the company and nobody wants to expose them externally. In that case, a self-hosted setup is usually the better fit.

Setting up n8n in your company: step by step#

The steps below summarize the key points to watch when moving from a trial installation to real use. For exact commands, n8n's official installation documentation should be your reference.

1. Server and Docker#

The most common and easiest-to-maintain method is installing with Docker. A Linux virtual server with Docker and Docker Compose is enough. The n8n container, the database and the reverse proxy in front of them are defined in a single Compose file. Updating then comes down to changing the image version and restarting the container. Pinning a specific version instead of leaving it on the "latest" tag prevents unexpected changes. Reading the release notes before an update is also a good habit.

2. Database#

n8n runs on SQLite by default. That is fine for a trial, but for real use we recommend PostgreSQL. Workflows, credentials and execution history are stored in this database. Set how long execution history is kept from the start; otherwise the database will bloat over time.

3. Backups#

There are two things to back up: the database and n8n's encryption key. Take regular automatic backups of the database and store them somewhere other than the same server. The encryption key is used to decrypt stored credentials. If the key is lost, saved passwords and tokens become unusable even if you restore from backup. Exporting your workflows and keeping them under version control also makes life easier. Run a test restore every so often to make sure your backups actually work.

4. Access security#

The n8n editor is like a control panel connected to many of your company's systems; it should never be exposed to the internet unprotected.

• Allow access only over HTTPS, and manage the certificate through the reverse proxy.
• Restrict access to the editor with a VPN, IP allowlisting, or a Zero Trust style access layer.
• Treat webhook URLs that must be reachable from outside separately from the editor. Expose only what is needed, and use authentication on webhooks.
• Give each user their own account; don't use shared accounts. Before installing, check which version and license include features such as user management, roles and single sign-on (SSO).
• Keep n8n and the server updated regularly; don't delay security patches.

5. Credential management#

n8n stores the passwords, API keys and OAuth tokens of the services it connects to as encrypted "credentials". Even so, a few rules apply:

• Create a separate service account for each integration, with only the permissions it needs. Don't connect using an administrator's personal account.
• Never write credentials into a workflow as plain text; always use the credentials field.
• When you export and share a workflow, make sure no secrets are left inside it.
• Keep a simple inventory showing which workflow uses which account. When an employee leaves, this list tells you what needs to change.

Typical workflow examples#

From email to CRM#

A request email arriving in the sales inbox is read, and the sender, company and subject of the request are extracted. If there is no record in the CRM, a new lead is created; if there is, a note is added to the existing record. The relevant sales rep gets a short notification.

From a form to Excel or ERP#

When a quote or sample request form on the website is submitted, the details are added as a row to an Excel or Google Sheets table. If the ERP has an API, or secure access to its database can be set up, the record can also be written directly to the ERP. For local software without a ready-made node, an HTTP request or an intermediate database table is used.

Invoice notifications#

Every morning, invoices that are coming due or overdue are pulled from the accounting system, and the person responsible receives a summary email or a notification through the company messaging app. Adding an approval step before sending automatic payment reminders to customers prevents a wrong reminder from damaging the customer relationship.

Email classification with AI#

Emails arriving in the general inbox are sent to a language model. The model sorts each message into categories such as quote request, technical support, invoice or supplier, and extracts the key information. The workflow then routes the email to the right person by category or prepares a draft reply. Messages the model isn't sure about are left to a person. Before sending emails that contain personal data to an external AI service, an assessment under KVKK should be made.

If you would rather start with a ready-made solution than build such a system yourself, take a look at our Email Robot page, and at our Digital Assistant page for answering visitor questions on your website.

Licensing: is n8n free?#

n8n is not open source in the classic sense; it is described as "fair-code". Its source code is publicly available, but it is distributed under a license called the Sustainable Use License. According to the license text, you may use, copy and modify the software for your own internal business purposes, or for non-commercial or personal use.

In practice, this generally means:

• Installing n8n on your own server to automate your company's own processes falls within this scope in most cases.
• Scenarios such as offering n8n to your customers as a paid service, embedding it in your own product, or redistributing it may fall outside this scope and may require a separate license agreement with n8n.
• Components marked as enterprise in the source code are subject to a separate license. A paid license is required to use features that depend on them.

License terms can change over time. If you have a commercial scenario, especially if you are considering offering an n8n-based service to your customers, read the current license text and consult your legal advisor or n8n directly if needed. This section is for general information and is not legal advice.

Common mistakes#

• Keeping the trial setup as is: Running critical workflows on SQLite, without HTTPS, and on a server with no backups.
• Losing the encryption key: If the key is forgotten when the server is moved or rebuilt, every credential has to be entered again.
• Skipping error handling: When an API doesn't respond, the workflow quietly stops and nobody notices. Define an error workflow and send a notification when something fails.
• Putting everything into one giant workflow: Maintenance becomes hard. Split workflows into small pieces that each do one job, and connect them with sub-workflows.
• Depending on a single person: When the person who built the workflows leaves, nobody knows what they do. Give workflows descriptive names and notes, and keep a short document.
• Going live without testing: Try workflows that email customers or write to the ERP with test data first.

Is n8n always the right tool?#

No. Setting up and maintaining a separate server for one or two simple connections may be overkill; a cloud-based tool is more practical in that case. On the other hand, for very critical, high-volume processes or those with complex business logic, purpose-built software may be the healthier choice. n8n is strongest in between: processes that connect several systems, whose rules change from time to time, and where the technical team needs to be able to step in quickly.

If you want to know where AI genuinely pays off for businesses, see our AI and Automation in Bursa guide, and for the basics, our article What Is Artificial Intelligence?

n8n setup and consulting#

At MountainTech+, our team in Nilüfer, Bursa builds solutions that automate businesses' repetitive processes. If you would like to set up n8n securely in your company, connect it to your existing email, CRM and ERP infrastructure, or work out together which process is ready for automation, reach us through our contact page. You can explore all our solutions on the services page.

Frequently Asked Questions#

Is n8n free?#

You can use the self-hosted Community Edition free of charge for your company's own internal processes. n8n Cloud is offered on paid plans, and some enterprise features require a separate license. With a self-hosted setup, you also need to count server, maintenance and team time as costs.

Do you need to be a developer to use n8n?#

Simple workflows can be built in the visual editor without writing code. However, self-hosting, security configuration and integration with local systems require technical knowledge. In practice, business units describe the logic of a workflow, while setup and maintenance are handled by the IT team or a service provider.

Can n8n connect to our ERP system?#

In most cases, yes, if your ERP has an API, a web service, or secure database access. If there is no ready-made node, the connection is built with the HTTP node. Start by clarifying which integration methods your ERP supports and which data the workflow will be allowed to write.

n8n or Zapier?#

If a few simple connections are enough and you have no technical team, Zapier offers a quicker start. If your data needs to stay inside the company, volumes are high, or you need to connect to local systems, n8n is usually the better fit and more economical in the long run.

Is our data safe in n8n?#

With a self-hosted setup, your data stays on your own server, but security depends on how the installation is done. HTTPS, access restrictions, regular updates, backups and least-privilege service accounts are the basic measures. If workflows send data to external services, such as an AI model, those services' data policies also need to be assessed separately.