Keyboard Maestro vs Automator: Which Mac Automation Tool Is Better?

Keyboard Maestro is a third-party Mac automation app that costs $36 and offers deep macro building with conditional logic, dozens of trigger types, GUI scripting, and hundreds of built-in actions. Automator is Apple’s built-in automation tool that ships free with every Mac, using a visual drag-and-drop workflow editor for simpler tasks like batch file renaming, image conversion, and folder actions.

The biggest factor in this comparison is timing. Apple introduced Automator in 2005 with Mac OS X Tiger, and for years it was the go-to tool for Mac users who wanted automation without learning AppleScript. Then Apple eliminated its Mac automation product manager position in 2016, stopped adding features to Automator, and shifted focus to the Shortcuts app starting with macOS Monterey in 2021. Automator still ships with macOS in 2026, but it hasn’t received a meaningful update in years.

Here are the key differences:

Cost: Automator is free and built into macOS. Keyboard Maestro costs $36 one-time.

Automation depth: Automator handles linear, sequential workflows. Keyboard Maestro supports conditional logic, loops, variables, error handling, and branching.

Triggers: Automator workflows run manually or through folder actions and calendar events. Keyboard Maestro supports hotkeys, typed string triggers, USB device connections, app events, scheduled times, MIDI, network changes, and more.

Future: Apple is actively developing Shortcuts as Automator’s replacement. Keyboard Maestro receives regular updates from Stairways Software.

Learning curve: Automator is approachable for beginners. Keyboard Maestro has a steep learning curve that rewards dedicated time.

This guide covers what each tool does well, where each falls short, and whether Automator is still worth learning given Apple’s clear shift toward Shortcuts.

What is Automator?

Automator is a visual automation app Apple has bundled with macOS since 2005. You build workflows by dragging actions from a library into a sequential list. Each action takes the output of the previous action as its input, creating a pipeline that processes data step by step. No coding required.

The action library covers more ground than you’d expect. File operations like renaming, moving, copying, and compressing. Image manipulation including resizing, cropping, and format conversion. PDF operations such as combining pages and extracting text. Mail and Safari actions for messages and web content. When the built-in library runs short, you drop in AppleScript, JavaScript, or shell script actions.

Automator supports eight workflow types:

Workflow runs inside the Automator app itself

Application saves as a standalone app you double-click or drop files onto

Quick Action, formerly called Service, appears in the right-click menu, Finder preview pane, and Touch Bar

Folder Action runs automatically when files land in a specific folder

Calendar Alarm triggers when a calendar event fires

Print Plugin is available in the Print dialog for processing documents during printing

Image Capture Plugin runs when importing images from a camera or scanner

Dictation Command triggers from a spoken voice command

Automator costs nothing, requires no installation, and a new user can build a working workflow in under five minutes. Batch-resizing 200 photos, converting a folder of images to PNG, creating a Quick Action that combines selected PDFs. These are jobs where Automator handles things cleanly.

The limitations hit fast, though. No conditional logic, so workflows can’t make decisions based on the data they process. No looping beyond what a single action provides. Limited triggers compared to any third-party tool. Minimal error handling. The interface hasn’t changed in any meaningful way since the early 2010s.

What is Keyboard Maestro?

Keyboard Maestro is a macOS automation app from Stairways Software, and nothing else on the Mac comes close in raw capability. You build macros by combining triggers, conditions, and actions into sequences that can control nearly any aspect of your system. Version 11.0.4 is the current release as of May 2025, and it costs $36 for one user on up to five Macs.

The trigger system is where it gets interesting first. A macro can fire from a hotkey, typed string, application launch, application quit, USB device connection, time of day, folder change, clipboard change, display layout change, wireless network change, MIDI note, cron schedule, login event, system wake, idle detection, or a remote web trigger. Over 30 trigger types total.

From there, you chain actions from a library of hundreds.

Conditional logic gets the full treatment: if/then/else branching, while loops, repeat actions, try/catch error handling, switch/case statements, and variable manipulation. A single macro can inspect the frontmost app, read the clipboard, test a variable with a regular expression, and take different actions depending on the result.

GUI scripting lets you click buttons, select menu items, and interact with interface elements that don’t have a keyboard shortcut. The “Click at Found Image” action automates apps that resist every other method. Window management moves, resizes, tiles, centers, and positions windows at exact screen coordinates across multiple displays. Scripting support covers AppleScript, JavaScript for Automation, shell scripts, and Swift, with variables passing between scripts and actions.

Keyboard Maestro also includes a clipboard history manager with named clipboards, an application switcher, and a window switcher. The Macro Wizard in version 11 helps new users build their first macros. The learning curve is still steep, though. Expect a few weeks of getting comfortable before things click. Once they do, you won’t find this level of control anywhere else on the Mac.

One setup note: Keyboard Maestro requires Accessibility permissions in System Settings, and some macros need Screen Recording or Full Disk Access depending on what they automate. Automator, as an Apple-signed system app, runs with these permissions by default. The permissions setup takes about a minute on first launch.

Feature comparison

Feature | Automator | Keyboard Maestro
Price | Free (built into macOS) | $36 one-time
Workflow editor | Visual drag-and-drop, sequential actions | Sequential action list with branching, loops, and variables
Conditional logic | No | Full if/then/else, switch/case, loops, try/catch
Trigger types | Manual run, folder action, calendar alarm, Quick Action, dictation | 30+ types including hotkey, typed string, app event, USB, time, MIDI, network, cron
GUI scripting | Through AppleScript actions only | Built-in actions for clicking, menu selection, found image matching
Scripting support | AppleScript, JavaScript, shell scripts | AppleScript, JavaScript, shell scripts, Swift
Clipboard management | No | Yes, with history and named clipboards
Text expansion | No | Yes, via typed string triggers
Window management | No | Yes, move/resize/tile across displays
Image/file batch processing | Strong built-in actions | Through scripting and shell actions
Error handling | Minimal | Try/catch blocks, timeout controls, failure notifications
macOS permissions | None required (system app) | Accessibility required; Screen Recording and Full Disk Access for some macros
Active development | No meaningful updates since early 2010s | Regular updates, version 11.0.4 released May 2025
Learning curve | Low | Steep
System requirements | Included with macOS | macOS 10.13 or later, native Apple Silicon

The Automator deprecation question

Apple hasn’t officially labeled Automator as “deprecated” in developer documentation. But the signals have been clear since 2016.

That year, Apple eliminated the position of Product Manager of Automation Technologies, a role Sal Soghoian had held since 1997. Soghoian championed AppleScript and Automator for nearly two decades. His departure wasn’t subtle.

Five years later, at WWDC 2021, Apple confirmed the direction. The company brought the Shortcuts app to macOS Monterey and stated that Shortcuts was the future of automation on Apple platforms. Apple even built a migration path: drag an Automator .workflow file into Shortcuts, and the app converts most workflows into equivalent shortcuts automatically. Some complex workflows with unsupported actions don’t convert cleanly, but the intent is obvious.

Automator still ships with macOS Sequoia in 2025. Existing workflows still run. But the action library hasn’t expanded, the interface hasn’t changed, and no new workflow types have appeared. Maintenance mode at best.

Should you invest time learning Automator in 2026? If you need a quick fix for a specific task today, go for it. Building a folder action to auto-convert images or a Quick Action to merge PDFs takes minutes. But if you’re choosing a tool to invest serious learning time into, Automator isn’t it. Anything you build there today should be considered temporary, with Shortcuts or Keyboard Maestro as the long-term destination.

When Automator is still the right choice

Automator earns its place when simplicity and zero cost outweigh the limitations.

Quick one-off tasks. You need to rename 500 files with a specific pattern right now. You need to resize a batch of images for a presentation this afternoon. You need to convert 30 HEIC photos to JPEG. Automator handles these in minutes without installing anything, configuring anything, or spending money. Build the workflow, run it, move on.

Folder Actions for simple monitoring. Attach a workflow to a folder, and it processes every new file that lands there. Common example: a workflow on your Downloads folder that moves PDFs to a specific location or converts images to a standard format. Runs silently in the background. No third-party software needed.

The right-click menu is another strength. Quick Actions let you select files in Finder, right-click, and run a custom action. Combining PDFs, converting image formats, running a shell script on selected files through the context menu. Convenient and fast.

If $36 is off the table, Automator does more than most people realize. It handles batch file operations, image processing, PDF manipulation, and workflow chaining at no cost. Pair it with the free Shortcuts app for anything Automator can’t handle, and you have a capable setup without spending anything.

When Keyboard Maestro is worth the investment

Keyboard Maestro pays for itself the first time you need automation that Automator can’t provide. People who commit to learning it tend to save hours every week on repetitive tasks. Power users with large macro libraries estimate hundreds of hours saved per year.

Anything that requires a decision. A macro that checks whether a file is a PDF or an image and routes it to different processing steps. A macro that reads the frontmost app name and rearranges your workspace depending on which app you switched to. Automator processes data in a straight line. Keyboard Maestro processes data through a decision tree.

Triggered automation. You want specific apps to launch and arrange themselves every morning at 8:30 AM. You want a macro to fire when you plug in a specific USB drive. You want a cleanup routine to run after your Mac has been idle for 15 minutes. Keyboard Maestro’s 30+ trigger types cover scenarios that Automator’s limited triggers can’t reach.

Some apps don’t support AppleScript and don’t expose features through keyboard shortcuts. Keyboard Maestro can still automate them through GUI scripting: clicking buttons, selecting menu items, finding interface elements by their visual appearance. The “Click at Found Image” and menu selection actions are how you automate stubborn apps that ignore every other approach.

Keyboard Maestro can also expand typed abbreviations into blocks of text with variables, date stamps, and clipboard contents. Works system-wide across all apps. Automator has no text expansion capability at all. For team-shared Snippets, fill-in-field templates, or cross-platform text expansion, a dedicated text expansion tool fills the gaps that even Keyboard Maestro doesn’t cover.

TextExpander lets you share text Snippets across your entire team with fill-in fields, formatting, and cross-platform support. See how it works

Part of a larger toolkit. Keyboard Maestro works well alongside other Mac productivity tools. Trigger Keyboard Maestro macros from Alfred or Raycast, use it to complement Hazel’s file management rules, or pair it with TextExpander for text expansion while Keyboard Maestro handles everything else. Many power users run several of these tools together, each handling what it does best.

Stairways Software actively maintains and updates Keyboard Maestro. Version 11 added the Macro Wizard, Apple Text Recognition support in OCR conditions, and dozens of new actions. The community forum is active and helpful. Any time you invest learning Keyboard Maestro compounds over years of continued development.

What about macOS Shortcuts?

If you’re evaluating Mac automation tools in 2026, Shortcuts belongs in this conversation. It’s Apple’s official successor to Automator, arriving on the Mac with macOS Monterey in 2021 after years of development on iOS and iPadOS.

Shortcuts uses a block-based visual editor that feels more modern than Automator’s action list. You drag actions into a sequence, connect them, and add conditions. Unlike Automator, Shortcuts supports if/then branching, repeat loops, and variables. It also offers personal automations that trigger based on time of day, arriving at a location, or connecting to a Wi-Fi network.

Cross-platform is where Shortcuts stands apart. A shortcut you build on your Mac runs on your iPhone, iPad, and Apple Watch. No other Mac automation tool does that. Shortcuts also integrates with Siri, the Share Sheet, the menu bar, Spotlight, and Focus modes.

Where it falls short compared to Keyboard Maestro: fewer trigger types, limited GUI scripting, no clipboard history, no window management, less granular control over system-level operations. The action library is growing but still smaller than Keyboard Maestro’s hundreds of built-in actions. Complex automations with many branching paths get visually cluttered in the Shortcuts editor.

For many users, Shortcuts replaces everything Automator could do and adds real capabilities on top. For power users who need Keyboard Maestro-level depth, Shortcuts is a complement, not a replacement. A full Shortcuts vs Keyboard Maestro comparison deserves its own post. Short version: Shortcuts handles the middle ground between Automator’s simplicity and Keyboard Maestro’s depth.

Pricing comparison

This is the most straightforward pricing comparison you’ll find in the Mac automation space.

Automator

Free. Always has been, always will be, as long as it ships with macOS. No purchase, no subscription, no in-app upgrades. Automator is part of the operating system. Shortcuts is free too.

Keyboard Maestro

New license: $36 for one user on up to five Macs

Upgrade from a previous version: $25 for licenses purchased before March 1, 2023

Licenses purchased after March 1, 2023 received a free upgrade to version 11

No subscription. No annual renewal. You own the version you buy and use it as long as it runs on your Mac. When a new major version ships, you decide whether the upgrade is worth it.

The $36 question comes down to whether you need anything beyond what Automator and Shortcuts offer for free. If sequential workflows, folder actions, and basic branching cover your automation needs, the free tools handle the job. The moment you need complex conditional logic, a wide range of triggers, GUI scripting, window management, or serious macro building, $36 is an easy spend.

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Frequently asked questions

Is Automator being removed from macOS?

Not yet. Automator still ships with macOS and existing workflows continue to run. Apple hasn’t announced a removal date. The app is in maintenance mode with no new features or updates, while Apple develops Shortcuts as the long-term replacement. You can still use Automator in 2026, but building new workflows in Shortcuts is a safer long-term bet.

Can I convert my Automator workflows to Keyboard Maestro?

There’s no direct import tool. You’d need to rebuild each Automator workflow as a Keyboard Maestro macro by hand. Most Automator workflows are simple enough that recreating them in Keyboard Maestro takes minutes, and you gain conditional logic and better triggers in the process. You can also import Automator workflows into Apple’s Shortcuts app, which does offer automated conversion.

Does Keyboard Maestro work on Apple Silicon Macs?

Yes. Keyboard Maestro 11 runs natively on Apple Silicon, including M1, M2, M3, and M4 chips, as well as Intel Macs. It supports macOS 10.13 High Sierra through the current version of macOS.

Can Keyboard Maestro replace Automator completely?

For most tasks, yes. Anything Automator can do, Keyboard Maestro can match or exceed through its action library, scripting support, and trigger system. The exception is Automator’s tight integration with specific macOS features: Quick Actions in the Finder right-click menu, Image Capture plugins, and Print dialog plugins. Those workflow types are unique to Automator. For everything else, Keyboard Maestro provides more capability with better long-term support.

What is the best free alternative to Automator on Mac?

Apple’s Shortcuts app is the best free Automator alternative on Mac. It has a more modern interface, conditional logic that Automator lacks, cross-platform support across Apple devices, and active development from Apple. Shortcuts can also import most existing Automator workflows directly.

Related resources

Keyboard Maestro vs TextExpander for a comparison of KM’s typed string triggers against dedicated text expansion

Keyboard Maestro vs Alfred for how KM compares to the popular Mac launcher

Keyboard Maestro alternatives for other Mac automation tools

Alfred alternatives for Mac launcher and productivity tools

Best macro software for a broader look at Mac automation options

What are text Snippets? An introduction to text expansion

TextExpander features for fill-in fields, team sharing, and cross-platform text expansion

Try TextExpander free if your text expansion needs go beyond what Keyboard Maestro offers

Ready to save hours on repetitive typing? TextExpander works everywhere you type. Start your free trial