Automate recurring processes.

Power Automate is included in many Microsoft 365 licenses, but only with the standard connectors, the built-in connections to Microsoft 365 and a few other services. Premium and custom connectors, and connecting programs on the company’s own network, require an additional license (according to Microsoft Learn, as of October 2026). Power Automate runs in the company’s own Microsoft 365 and is strong for processes in Outlook, Teams, SharePoint, and Excel. n8n’s source code is open to inspect; it runs on its own server and connects almost any software that has an API.

If the team works mostly in Microsoft 365, Power Automate is often the shorter route. For many systems outside Microsoft, self-hosting, or extensive logic, n8n is the better fit. The decision is made in the intro call, for the specific process.

Anything that runs regularly by the same rules in systems that have an interface: email, forms, files, ERP, CRM, Microsoft 365. Where text or receipts need to be understood, an AI step helps: it extracts data, classifies, or drafts replies. E-invoices already carry the amount and supplier as data, so reading them gets easier; checking and approval stay.

A failed run triggers a notification, and every run is logged. Who gets notified is decided before launch. If a connected system changes, the workflow needs an adjustment. If the AI reads an invoice incompletely or inconsistently, for example a missing required field, a total that doesn’t add up, or an unknown supplier, it goes to a person, even below the approval threshold.

Encrypted in the platform, not in the workflow. Which data a workflow may read and write is defined for each connected system.

Self-hosted n8n runs on a server, either Katio Tech’s or the company’s own, in the region of the company’s choice, for companies in the EU for example in Germany. Workflows and their data stay there. The connections to n8n itself, such as anonymous usage data and notices about new versions, can be switched off (according to the n8n documentation, as of October 2026). If Katio Tech manages the server, there is a data processing agreement. Connected services such as AI models come with their own terms, and the company’s data protection officer reviews the specific process before launch.

Each process is priced individually, based on the number of systems, the exceptions, and the approval levels. Price and schedule are part of the quote after the intro call. Ongoing costs can include licenses, hosting for n8n, and usage of AI models. A manageable first process is often running within a few weeks.