Pipedrive Lead Routing with n8n: When Self-Hosting Makes Sense

You need new leads routed to your Pipedrive CRM sales reps automatically, and someone on your team just mentioned n8n. Open source. Self hosted. Unlimited workflows. Free.

That last word is doing a lot of heavy lifting. Let’s unpack what “free” actually looks like when you’re trying to get leads to the right rep before they go cold.

We sell RouterJet, so we have a perspective. But we’ll be straight with you: for most Pipedrive teams exploring n8n for lead routing, Zapier or Make are probably better starting points. And for many, a purpose-built routing tool will save the most time. Here’s how to figure out where you fall.

The short version: n8n is excellent open-source automation software built for technical teams who want full control over their infrastructure. For Pipedrive lead routing specifically, that control comes with complexity most sales teams don’t need and don’t want to maintain. Unless you already have DevOps resources, simpler options will get you routing leads faster.

What Is n8n?

n8n (pronounced “n-eight-n”) is an open-source workflow automation platform. Think Zapier or Make, but with two important differences:

You can self-host it. Run n8n on your own servers instead of paying for cloud hosting. The Community Edition is free, unlimited workflows, unlimited executions.

It’s built for technical users. n8n’s interface is more developer oriented than Zapier’s. More control, steeper learning curve.

Founded in 2019, n8n has earned 169,000+ GitHub stars and integrates with 400+ apps, including Pipedrive. It charges per workflow execution rather than per step, which can save money on complex, multi-step workflows.

But the real draw for most n8n users is self-hosting: run it yourself and pay only for server costs.

Two Paths: n8n Cloud vs. Self-Hosted

This is where n8n differs fundamentally from other automation platforms.

n8n Cloud works like any SaaS product–pay monthly, they handle everything:

n8n Self-Hosted means running n8n on your own infrastructure:

• Community Edition: Free forever, unlimited workflows and executions
• Self-hosted Business/Enterprise: Paid licenses for advanced features (SSO, version control, etc.)

The catch? Self-hosting means you’re responsible for servers, databases, security updates, SSL certificates, backups, and scaling. n8n’s own documentation recommends self-hosting “for expert users” and warns that “mistakes can lead to data loss, security issues, and downtime.”

That’s not a scare tactic. It’s honest guidance from the team that built the software.

Why n8n Is Probably the Wrong Tool for Lead Routing

Here’s the tension: n8n is genuinely powerful software solving the wrong problem for most sales teams.

If you’re looking at n8n Cloud

The pricing lands in the same range as Zapier or Make. At €50/month for 10,000 executions, you’re paying similar rates for a more technical tool. The execution based pricing model is smarter than Zapier’s per task approach for complex workflows, but lead routing isn’t a complex workflow. You’d be paying for horsepower you won’t use.

If you’re considering self-hosted n8n

You’ll need someone comfortable with Docker, server administration, and database management. For a sales team that wants new leads reaching the right team member faster, that’s a significant investment in infrastructure that has nothing to do with selling.

And “free” software still has real costs. Here’s what production self-hosting actually looks like:

• VPS hosting: $20-100+/month depending on capacity
• Database hosting or management
• SSL certificates and domain configuration
• Backup systems
• Monitoring and alerting
• Time spent on updates and maintenance

A realistic monthly infrastructure bill runs $50-200, before you count anyone’s time. The “free” part starts to look different once the server needs patching at 11 PM on a Friday.

You’d Still Need to Build the Routing Logic

Here’s what catches most teams off guard. Getting n8n running is just the beginning. You’d still need to build the same features you’d build in Zapier or Make:

• Round-robin distribution: Requires external state management (like Airtable or a database) to track whose turn it is
• Shift-aware routing: Timezone logic and schedule checking need custom implementation
• Notifications: SMS requires Twilio integration, WhatsApp needs Business API approval, Slack needs OAuth setup
• Escalation: Re-routing unclaimed leads and triggering follow-ups means building timers and state management
• Accept/claim workflow: Bidirectional interactions are complex to build in any automation platform

n8n gives you the flexibility to build all of this. But flexibility and speed are different things. If your goal is “leads reach the right rep within minutes,” building custom infrastructure is the long way around.

When n8n Actually Makes Sense

We’d genuinely recommend n8n if your situation looks like one of these:

You already have DevOps resources. A team member already manages servers as part of their daily work. n8n’s self-hosted model gives that person unlimited automations for hosting costs alone, a genuinely good deal.

Lead routing is one small piece of a bigger automation strategy. If you’re building dozens of workflows across your organization, syncing tools, triggering processes, moving data, n8n’s self-hosted model gets more cost effective at scale. Lead routing becomes one workflow among many.

Your routing requirements are truly unique. If no off the shelf tool handles your specific logic, n8n’s flexibility lets you build almost anything. That flexibility matters when your needs don’t fit standard patterns.

Your team prefers to own its infrastructure. Some technical teams genuinely enjoy building and maintaining their own systems. If that describes your team, n8n is one of the best options in its category.

Our Recommendation for Most Pipedrive Teams

If you’re evaluating your options for automated lead routing, here’s how we’d think about the decision:

For the fastest start: Zapier. Their Lead Router product handles basic round-robin (free in beta through March 2026). You’ll still need additional Zaps for notifications and Pipedrive sync, but it’s the quickest path to “something works.”

For lower costs with DIY: Make. More affordable than Zapier, more technical to configure. A solid middle ground if you want to build without managing servers.

For self-hosted control: n8n, with the right technical resources. Go in knowing you’re building and maintaining infrastructure, not just configuring a tool.

For routing that works without ongoing maintenance: RouterJet. We’re biased, but this is the specific problem we built RouterJet to solve. Connect to Pipedrive CRM, configure your rules, and let automatic assignment handle the rest. No servers. No webhook debugging. Flat per-agent pricing so your costs don’t spike with volume.

Quick Comparison

The Bottom Line

n8n is impressive software that deserves its reputation. If you’re a technical team that wants to own your automation infrastructure end-to-end, it’s one of the best tools available.

But for Pipedrive CRM lead routing specifically? You’d be investing serious effort into infrastructure and workflow building for a problem that purpose built tools already solve well and affordably.

If DIY automation appeals to you, Zapier or Make are simpler starting points. If you’d rather skip the building entirely and start routing leads this afternoon, that’s what we built RouterJet for.

Want to see the difference? Try RouterJet free for 14 days. No credit card required. If the DIY route still appeals after seeing what’s possible out of the box, you’ll have a much clearer picture of what you’d need to build yourself.

Questions? Reach out at support@routerjet.com. We’re happy to talk through whether RouterJet is the right fit for your team.