n8n vs. Power Automate: the practical test with a real invoice approval

Most publicly available comparisons between n8n and Power Automate test a weather trigger or a Twitter notification, no tool is measured against a real mid-market process. In accounting, everyday life looks different: incoming invoices go through multiple approval levels, are checked against SAP purchase orders, and must ultimately be cleanly handed over to accounts payable in DATEV format. We rebuilt this exact process with both tools to see which tool really holds up in real invoice approval daily operations.

Why the weather demo comparison misses the actual problem

An n8n vs. Power Automate comparison that only tests trigger response times or simple notification chains says nothing about how both tools handle format specifications, approval levels, and legacy system interfaces of a real accounting process. This exact gap becomes apparent in practice: we found no comparison video or comparison article that represents a real mid-market process with DATEV export and SAP interface. If you decide based on a weather demo, you'll likely end up buying the wrong tool for the actual use case.

The test case: invoice approval with DATEV export and SAP integration

Our test case represents a typical invoice approval process: An incoming invoice arrives via email, is read via text recognition, checked against a SAP purchase order, goes through either one or two-level approval depending on the amount threshold, and is ultimately exported to accounts payable in DATEV posting batch format EXTF. The EXTF format is the interface for posting batches defined by DATEV: The file begins with a two-line header consisting of metadata (format identifier, version number, fiscal year, chart of accounts length, posting period), followed by the actual booking entries, as the official interface description in the DATEV Developer Portal documents. For SAP matching, you need either an OData query or a remote function call at BAPI level, as Microsoft describes in the documentation for the SAP ERP connector describes.

n8n vs. Power Automate: how do both tools perform along the workflow?

Along the six steps of our test case, clear, contrasting strengths emerge between an open and a Microsoft-native automation tool.

• Email receipt and text recognition: n8n reads the invoice via HTTP request and code node, usually in combination with an external OCR service. Power Automate uses the AI Builder component for invoice processing, which is separately licensed as a premium feature.
• Matching with the SAP purchase order: n8n calls SAP via a self-built HTTP or OData query, a certified connector is missing. Power Automate includes the certified SAP ERP connector, which accesses SAP ECC and S/4HANA via BAPI and RFC calls through an on-premises data gateway.
• Multi-level approval: In n8n, the approval logic must be assembled yourself from wait node, form trigger, and branches. Power Automate provides a ready-made action with 'Start and wait for an approval' including sequential approval chain, mobile notification, and audit trail.
• DATEV export in EXTF format: Neither tool has a native DATEV connector. Both generate the export file via a code or HTTP component exactly according to the official DATEV interface specification.
• Hosting and data sovereignty: n8n can be completely self-hosted, data never leaves your own infrastructure. Power Automate runs exclusively in the Microsoft cloud, tied to the tenant region.
• Licensing costs: The n8n Community Edition can be self-hosted at no cost, only infrastructure costs apply. The SAP ERP connector in Power Automate is classified as a premium connector: each user in the flow needs a Premium or Process license, a Process license allows 250,000 actions per day, without a Premium license, standard connectors are limited to 25,000 actions per day across the entire tenant.

Sources: Power Automate License FAQ (Microsoft Learn), Sustainable Use License (n8n Docs).

Where does n8n win in the practical test?

n8n wins with control over the DATEV export format and data sovereignty, because the EXTF format can be built exactly according to the interface specification and the entire workflow can be operated on your own infrastructure. Anyone who values full control over every byte of the export file or doesn't want to put anything in a foreign cloud for data protection reasons is at an advantage with n8n. The price for this is self-responsibility: maintenance, updates, and operational security rest entirely with your own team or a service provider.

Where does Power Automate win in the practical test?

Power Automate wins with the approval process itself, because the native 'Start and wait for an approval' action including sequential approval chain, Teams and mobile notification, and audit trail is available without a single line of additional code. The SAP integration is also solved more professionally in the Microsoft tool because a certified connector including support exists instead of having to build each request yourself. However, this comes at a cost: the premium licensing per user or per flow is a factor that must be factored into the calculation.

Which tool fits your invoice approval process?

In practice, we often build a combination of both worlds for customers with this requirement instead of an either-or decision. If a business is already using Microsoft 365 and SAP, Power Automate handles the approval process including SAP verification, because licenses are usually already available there and the approval action is provided ready-made. We often build the DATEV export in n8n in such projects anyway, because accounts payable needs exact control over the export format and later code maintainability.

You can find more about our work on interfaces and invoice approval on our service pages for automate DATEV interfaces and automate invoice receipt, technical details on both tools on the pages for Power Automate and n8n automation.

Frequently Asked Questions

Is there a native DATEV connector for n8n or Power Automate?

No. Neither n8n nor Power Automate offers an official DATEV connector. Both tools generate the export file in DATEV EXTF format via a code or HTTP component according to the official interface description in the DATEV Developer Portal.

Does Power Automate need an additional license for SAP integration?

Yes. According to Microsoft documentation, the SAP ERP connector is classified as a premium connector, so every user who executes the flow needs a Power Automate Premium or Process license.

Can n8n map multi-level approvals like Power Automate?

Yes, but without a ready-made component. The logic of 'Start and wait for an approval' must be assembled yourself in n8n via wait node, form trigger, and branches, while Power Automate provides this action including sequential approval chain ready-made.

Is n8n more privacy-friendly for invoice approval?

Somewhat yes, because n8n as a Community Edition can be completely self-hosted and data never needs to leave your own infrastructure. However, this requires that server operations and maintenance are reliably organized.

Which tool does NordFlux recommend for invoice approval?

It depends on the existing system landscape. In pure Microsoft 365 and SAP environments, the native approval action and the certified SAP connector speak for Power Automate, with high demands for data sovereignty or control over the DATEV export format often for n8n or a combination of both tools.