Sales CRM Chatbot with GPT-4o-mini, Google Sheets Lookup & Memory

📘 Description: This workflow creates a fully interactive AI-powered Sales CRM Chatbot inside n8n, capable of understanding user queries, searching Google Sheets for CRM data, and responding intelligently based on real records. It integrates GPT-4o-mini with two live data sources—Outreach Automation Sheet and GHL Opportunity Database—allowing the bot to answer questions about leads, contact details, proposal links, outreach status, and opportunity information. The bot follows strict rules: it never guesses data, always performs lookups before answering, and remembers short-term conversation history for multi-turn chats. Every interaction is logged into a “chat_memory” sheet, while invalid responses are captured separately for debugging. The result is a real-time Sales Assistant Chat Interface that combines AI reasoning, structured tool calls, CRM lookups, and persistent memory.

⚙️ What This Workflow Does (Step-by-Step)

▶️ When Chat Message Received (Chat Trigger) Starts the workflow whenever a user sends a message in the n8n Chat UI. Captures chatInput, session ID, and context for the conversation.

🧠 OpenAI Chat Model (GPT-4o-mini) Provides the AI reasoning engine used by the Sales CRM Router. Handles intent detection, tool-call planning, data interpretation, and conversational flow.

🤖 AI Sales CRM Router (Agent Node) The brain of the system. Responsibilities: Understand user intent Identify if a lookup is required Automatically call the correct Google Sheets tool Enforce strict “lookup before answer” rules Produce structured, helpful responses Ask for missing details when lookup fails Uses JSON-formatted tool-calls exactly as defined in the system prompt.

📂 Google Sheets Tool — Outreach Sheet Queries the outreach automation sheet. Used when user asks about: Lead status Outreach progress Proposal links Contact email/name lookup Follow-up details

📂 Google Sheets Tool — Opportunity Sheet Queries the ghl database sheet. Used for: GHL opportunity details Pipeline stage Deal value Assigned representative Company details

🧠 Conversation Memory Buffer (Short-Term Memory) Stores the last 7 conversational turns. Allows multi-turn interactions where the AI remembers previous questions and context within a session.

🔍 Validate AI Output Payload (IF Node) Ensures the AI produced a valid output. ✅ If valid → saved to chat memory + returned to user ❌ If invalid → logged for review in error sheet

🗂️ Write Chat Memory to Google Sheets Appends: Timestamp Session ID User message AI response to the chat_memory sheet. Creates a complete audit trail for every conversation.

⚠️ Log Invalid Chat Records to Google Sheets Captures failed or empty responses. Helps debug incorrect tool calls or malformed AI outputs.

💬 Send Chat Response Delivers the AI’s final message back to the user instantly in the n8n chat window.

🧩 Prerequisites OpenAI GPT-4o-mini API key Google Sheets OAuth (Techdome account) Structured Outreach Automation & GHL Opportunity sheets n8n Chat UI enabled

💡 Key Benefits ✅ Real-time lead + opportunity lookup directly inside chat ✅ Fail-safe, rule-driven AI that never “hallucinates” data ✅ Multi-turn memory for natural conversation ✅ All chats logged for training and QA ✅ Perfect internal CRM companion for sales teams

👥 Perfect For Sales teams needing instant CRM insights Outreach teams checking proposal status SDRs handling lead follow-ups Anyone wanting AI-assisted CRM conversations inside n8n