I run a small automation consulting business and I’m thinking about switching to an embedded iPaas solution. Right now I work with different clients using various tools like Zapier, Make, and n8n. The problem is managing all the different accounts, logins, and separate instances for each client is getting really messy.
I’ve been looking at embedded platforms that would let me manage everything from one dashboard. The idea is that I could have all my client workflows in one place instead of jumping between different systems. It would cost more upfront but I think it might be worth it for the time savings.
I’m particularly interested in using n8n’s embedded option since I already know the platform well and have built some custom nodes for clients. But before I make the jump, I wanted to hear from other automation consultants or agency owners who have tried this approach.
Have you used an embedded iPaas platform for client work? Did it actually make things easier or did it create new headaches? Was the extra cost justified by the benefits you got from it?
Switched to embedded about 18 months ago - best move we’ve made.
Centralized management saves us 5-6 hours weekly. No more logging into different systems.
Client onboarding became a breeze. We just provision workspaces instead of creating accounts and walking them through multiple interfaces. They get branded environments, we control everything backend.
Security’s way better too. Everything’s under one roof so we can enforce consistent policies. No more hoping clients remembered to turn on 2FA for their Zapier accounts.
Yeah, costs went up 3x compared to separate tools. But client retention improved since everything’s smoother, and we charge premium for the white label experience.
Since you already know n8n, embedded’s a no-brainer. Just make sure you’ve got runway for those higher monthly costs during client migration. That transition can wreck your cash flow.
the learning curve’s brutal - way steeper than you’d think. Took me 3 months just to get comfortable with admin features and client provisioning. but once you’ve got it down, managing client environments is so much smoother. don’t underestimate how much setup time you’ll need upfront.
The Problem: You’re using a self-hosted n8n instance for multiple clients and are considering switching to n8n’s embedded option to simplify account management and improve the overall client experience. You’ve already experienced the challenges of managing multiple separate n8n instances and are weighing the costs and benefits of consolidation.
Understanding the “Why” (The Root Cause): Managing numerous self-hosted n8n instances for different clients leads to several inefficiencies: multiple logins, complex account management, potential security vulnerabilities, and difficulty in providing consistent support and updates across all instances. The embedded n8n solution addresses these challenges by providing a centralized dashboard to manage all client workflows, reducing administrative overhead. While the upfront cost is higher, the potential time savings, improved client experience, and enhanced security often justify the investment in the long run. The key is to understand the trade-offs between cost and operational efficiency.
Step-by-Step Guide:
Assess Your Current Workflow: Before migrating, thoroughly document your current workflows and client setups. Identify complex workflows that may require significant adjustments during the transition to the embedded n8n environment. This detailed analysis will help in planning the migration process and minimizing disruptions.
Plan Your Migration Strategy: Develop a phased approach to migrating clients to the embedded n8n instance. Begin with your simplest clients and workflows to test the migration process and identify any potential issues before migrating more complex setups. Document the steps for onboarding new clients to the embedded system.
Set Up Your Embedded n8n Instance: Follow n8n’s official documentation for setting up your embedded instance. This will involve creating the necessary infrastructure and configuring authentication and authorization. Pay close attention to the documentation related to client provisioning and workspace management.
Migrate Existing Workflows: Carefully transfer your existing workflows from your individual instances to the new embedded instance. This may involve adjusting certain parts of your workflows due to differences in how n8n handles API calls and data in the embedded environment. Test thoroughly after each migration.
Onboard Your Clients: Provide training and support to your clients as you migrate them to the embedded system. Demonstrate how the new branded interface enhances user experience and management. Ensure they understand how to use their dedicated workspaces.
Monitor and Optimize: Continuously monitor the performance of your embedded n8n instance, paying attention to any potential issues or bottlenecks. Regularly review usage patterns and make necessary adjustments to optimize performance and maintain stability. This will ensure your systems remain reliable and efficient.
Develop a Support System: Since you’re now a single point of failure, establish a robust support system to address any client issues promptly. This might include creating a knowledge base, setting up a ticketing system, and allocating sufficient time for troubleshooting and resolving problems.
Common Pitfalls & What to Check Next:
Underestimating Migration Time: The migration process can be far more time-consuming than initially anticipated. Budget significantly more time than you expect to account for unforeseen issues and delays.
Insufficient Testing: Thoroughly test each migrated workflow before onboarding clients. Unexpected behavior can emerge after changing environments.
Ignoring Data Security: Ensure you implement robust security measures in your embedded environment, such as proper access control and authentication.
Lack of Client Communication: Maintain consistent communication with your clients throughout the migration process. Keep them informed of progress, potential disruptions, and expectations.
Single Point of Failure: Consider having a backup plan in case your embedded n8n instance fails. Explore redundancy options.
Still running into issues? Share your (sanitized) config files, the exact command you ran, and any other relevant details. The community is here to help! Let us know if you’re trying to use n8n for this!
Switched to embedded n8n eight months ago after hitting the same wall you’re describing. Yes, consolidation helps, but heads up - there’s stuff nobody tells you about.
Client migration was brutal. Had three clients with complex Make workflows and it took forever. Some integrations that worked fine before needed complete rebuilds because of how n8n handles APIs differently. Seriously budget extra time.
The surprise win? Clients go crazy for their own branded workspace. I’m charging 40% more now because it looks like custom software instead of some generic automation tool. The psychology works.
Big downside though - you’re now a single point of failure. When your platform crashes, everyone goes down together. Had an outage last month that hit six clients at once. Before, problems stayed isolated.
Still worth it overall. Just have solid backup plans and don’t sugarcoat migration timelines with clients.
Switched to embedded n8n about a year ago. Account juggling was driving me crazy too.
Biggest surprise? Support became my problem. Before, I’d just tell clients “call Zapier” or “check Make’s docs.” Now they see me as the platform owner, not some consultant.
Had to build real documentation and support systems. Knowledge base, ticketing, everything. Felt like overhead at first, but it made us look like an actual software company instead of freelancers.
Revenue model changed completely. Ditched one-time setup fees for monthly recurring - platform access plus workflow management. Cash flow’s way more predictable now.
Pro tip: start small. I moved my two simplest clients first to iron out bugs before touching anything complex. Saved my ass from major disasters.
Data insights got insane since everything runs through my infrastructure. I catch patterns across workflows and suggest fixes I never would’ve spotted before.
Understanding the “Why” (The Root Cause): Managing numerous self-hosted n8n instances for different clients leads to several inefficiencies: multiple logins, complex account management, potential security vulnerabilities, and difficulty in providing consistent support and updates across all instances. The embedded n8n solution addresses these challenges by providing a centralized dashboard to manage all client workflows, reducing administrative overhead. While the upfront cost is higher, the potential time savings, improved client experience, and enhanced security often justify the investment in the long run. The key is to understand the trade-offs between cost and operational efficiency.
Step-by-Step Guide:
Common Pitfalls & What to Check Next:
Still running into issues? Share your (sanitized) config files, the exact command you ran, and any other relevant details. The community is here to help! Let us know if you’re trying to use n8n for this!