Workflow Optimization with Make.com and n8n: Simplify, Save, and Scale Smarter

Smarter automation starts with simplification

Automation tools like Make.com and n8n have made it easier than ever to connect systems, remove manual work, and scale operations fast.
But as businesses grow, those same automations often turn into silent cost drivers. What started as a simple time-saver can evolve into a complex network of loops, triggers, and routes that quietly drain time and money.

At first, everything works fine. Then the platform slows down, usage spikes, and you find yourself paying for 400,000 monthly operations just to keep the lights on. The problem isn’t the tools, it’s how they’re used.

Workflow optimization is about making your existing automations smarter, leaner, and more cost-effective, so you can scale without overspending.

Why optimization matters

Platforms like Make.com and n8n charge based on executions or operations. Every extra step, trigger, or redundant request adds cost, even if it produces no new result.
Let’s look at a real-world example.

Example: a Make.com workflow that checks for updates every 5 minutes.

• Runs 12 times per hour × 24 hours × 30 days = 8,640 runs/month
• Each run performs about 50 operations
• That’s 432,000 operations/month

If most of those runs find nothing new, you’re literally paying for empty cycles.
Switching to a webhook trigger or an event-based setup can cut operations by up to 90%.

Now let’s do the math:

• New setup: ~50,000 operations/month instead of 432,000
• Saved: 382,000 operations
• On Make.com, that’s roughly €30–€80 saved per month per workflow, or €360–€960 annually.

Across 10 workflows, you’re talking about €3,600–€9,600 per year — without touching your business logic.

What optimized workflows actually look like

Optimization isn’t about automating less. It’s about automating with purpose.
Here’s what that looks like in practice with Make.com and n8n.

1. Trigger only when needed

Time-based triggers (“every 5 minutes”) are one of the biggest hidden costs.
Use webhooks, app events, or HTTP listeners so your automations only run when something actually happens.

2. Simplify complex logic

Many workflows grow organically. They start simple but accumulate filters, routers, and repeated steps.
In n8n, for example, a long conditional chain can often be replaced with a single “Switch” node and a shared variable.

3. Batch or cache your data

Instead of looping through 100 records, batch them into one API call.
A single Airtable “Create Records” action can replace 50 one-by-one operations faster, cleaner, cheaper.

4. Add proper error handling

When one module fails, you shouldn’t rerun the entire scenario.
In Make.com, use the error handler route; in n8n, use a Catch node to isolate and retry only failed items.

5. Reuse workflows with modular design

Break massive scenarios into smaller, reusable modules.
For instance, a “Send Email” workflow can be called by any other automation improving clarity and reusability while cutting duplication.

Real-world impact: small tweaks, big savings

Here are a few examples we’ve seen in practice:

Case 1 – The unnecessary sync loop
A client’s Make.com integration ran 24/7 syncing data from a CRM to Google Sheets. After converting it to a webhook trigger, the workflow ran only when new deals were added.
Result: 91% fewer operations and nearly €700 saved annually.

Case 2 – The n8n monster
An agency built a 300-node n8n workflow to process leads, send follow-ups, and push metrics. We refactored it into 5 smaller flows connected by webhooks.
Result: 60% faster execution, 40% fewer API calls, and troubleshooting time cut from hours to minutes.

Case 3 – The Make.com invoice flood
A company exported every invoice individually to Airtable 10,000 runs per month.
After batching exports in groups of 50, they saved 9,800 runs each month, worth roughly €500 per year.

Those are not abstract improvements, that’s money back in your pocket.

The hidden costs of complexity

When automations grow without structure, they create invisible friction.
Even if your bill looks fine, you lose efficiency elsewhere:

• Debugging time: complex workflows take longer to fix.
• Maintenance overhead: new employees struggle to understand logic trees.
• Error chains: one bad step breaks five others.
• Performance issues: heavy workflows slow down platforms, leading to delays or incomplete runs.

Optimization restores clarity. It turns tangled systems into predictable, maintainable assets that scale without risk.

How to find optimization opportunities

Here’s how to quickly audit your own Make.com or n8n setup:

1. List your top 5 workflows by operation count.
   You’ll often find one or two account for 70% of your usage.
2. Check trigger type.
   Replace recurring triggers with event-based logic wherever possible.
3. Review module count.
   If your workflow has more than 40–50 steps, break it down into smaller, callable parts.
4. Log everything.
   Track run counts, failures, and average execution time. Patterns will reveal inefficiency.
5. Estimate your “cost per run.”
   Multiply total monthly operations by your cost per operation. It’s an eye-opener.

Once you see where the waste is, improvement becomes obvious.

The business case for optimization

Let’s quantify it.

• 10 workflows
• Average 100,000 operations per month each
• Make.com Teams rate ≈ €0.00002 per operation

That’s €2,000 per year in platform cost.
After optimization (40% fewer runs), savings = €800 per year.
Add the time reclaimed from maintenance (3 hours/week × €55/hour = €8,580/year)
Total benefit: €9,380 per year, all from simplifying what you already have.

That’s the definition of smart scaling.

Keep your workflows lean as you grow

Optimization isn’t a one-time project. It’s a continuous mindset.
As your business changes, your workflows should evolve not expand endlessly.
Simpler workflows are cheaper to run, easier to maintain, and faster to scale.

You don’t need to rebuild everything.
You just need to make what you already have run smarter.

Let’s make your workflows efficient

At Scalevise, we help businesses refine and optimize their existing Make.com and n8n setups. We identify where your operations waste time and money, then redesign your workflows for clarity and performance. Most clients see savings within the first month both in platform cost and team hours.