Workflow Templates

Community Node Disclaimer: This workflow uses KlickTipp community nodes. How It Works Automate transactional emails from KlickTipp to Gmail This workflow receives contact data from a KlickTipp Outbound rule, generates a personalized HTML email, and sends it via Gmail. Key fields (e.g., first name, company, website, phone, or other custom fields) are dynamically mapped into the body. After sending, the workflow saves the email’s HTML content and writes back an Email delivery status (“Sent” or “Failed”) to the contact in KlickTipp for clear visibility. Key Features KlickTipp Outbound Trigger Starts when a KlickTipp Outbound rule calls the webhook (e.g., after a tag is applied). Accepts payload with recipient email and optional custom fields (first name, company, website, phone, etc.). Easy to adapt for confirmations, updates, welcomes, and announcements. HTML Email Composer Builds a clean, brandable HTML template with safe fallbacks. Supports per-contact personalization via mapped fields. Gmail Delivery Sends via Gmail (OAuth) with From/Reply-To, Subject, and HTML body. Supports CC/BCC and attachments if needed. Delivery Status Write-Back On success: updates a KlickTipp custom field (e.g., Email delivery status = Sent). On error: updates the same field to Failed (error details available in execution logs). Setup Instructions Install and Configure Nodes Add/enable KlickTipp community nodes and authenticate with valid API credentials. Create/authorize a Gmail credential (OAuth) and select it in the Send an email node. Paste/import your HTML into the Generate HTML template node. Activate the workflow. Workflow Logic Trigger from KlickTipp: Outbound sends contact data to the workflow. Generate HTML: Build personalized HTML (and optional plain-text). Send via Gmail: Deliver the message with the Gmail node. On Success: Update KlickTipp contact → Email delivery status: Sent. On Error: Update KlickTipp contact → Email delivery status: Failed (see logs for details). Benefits Immediate, personalized communication** without manual steps. Consistent branding** with reusable HTML templates. Clear observability** by writing back delivery status to KlickTipp. Flexible & extensible** for many message types beyond payments. Testing and Deployment Tag a test contact in KlickTipp to trigger the Outbound rule. Verify the Gmail email arrives with correct personalization. Confirm the Email delivery status field updates to Sent (or Failed for negative tests). Review execution logs and adjust field mappings if necessary. Notes Customization:** Swap templates, add CC/BCC, attachments, or a plain-text part for deliverability.

WhatsApp Voice Agent with Twilio, VAPI, Google Calendar, Gmail & Supabase This workflow turns WhatsApp voice messages into an AI assistant using Twilio, VAPI, and modular MCP servers. It handles scheduling, email, and knowledge queries all by voice. 🔎 How it works WhatsApp → Twilio → VAPI A WhatsApp Business number (via TwiML app) receives a voice message. Twilio streams the audio into VAPI for processing. VAPI → n8n Webhook VAPI interprets the intent and routes the request to the correct MCP server. MCP Servers in n8n 📅 Calendar MCP → create, fetch, update, delete Google Calendar events 📧 Gmail MCP → send confirmation or reminder emails 📚 Knowledge Base MCP → query Supabase Vector Store with OpenAI embeddings n8n → VAPI → WhatsApp n8n executes the task and returns the result via VAPI back to the user. 🛠️ How to use Import this workflow into your n8n instance. Configure a Twilio WhatsApp-enabled number and connect it to a TwiML app. Point the TwiML app to your VAPI project. Add credentials for Google Calendar, Gmail, Supabase, and OpenAI in n8n. Test by sending a WhatsApp voice command like: “Book a meeting tomorrow at 3pm” “Send a confirmation email to the client” “What’s included in the AI receptionist package?” 🎨 Customisation ideas Add more MCP servers (e.g. CRM, Notion, Slack). Swap Supabase for another vector database. Extend Gmail flows with templates or multiple senders. Adjust the VAPI assistant’s tone and role to fit your brand. 📌 Requirements Twilio WhatsApp-enabled number + TwiML app (verified in WhatsApp Manager) VAPI project (assistant configured) n8n instance (Cloud or self-hosted) Google Calendar & Gmail credentials Supabase project OpenAI API key 💡 Good to know Twilio must have a verified WhatsApp Business number. VAPI handles voice infra + intent routing; n8n only executes actions. The design is modular—easy to expand with new MCP servers. Works best when tested with short, clear commands. 🚀 Use cases Hands-free scheduling with Google Calendar. Voice-triggered email confirmations & reminders. Conversational knowledge base access. Extendable to CRMs, team chat, or business workflows. 👉 With this setup, you get a scalable voice-first AI agent on WhatsApp that connects seamlessly to your business systems.

Who's it for This workflow is ideal for content creators, marketers, and business professionals who want to automatically repurpose their LinkedIn content into email newsletters. If you're actively posting on LinkedIn and want to maximize your content's reach by delivering it directly to your email subscribers, this automation saves you hours of manual work each week. What it does This workflow automatically transforms your latest LinkedIn posts into professionally formatted email newsletters. It monitors your LinkedIn profile, extracts your most recent post, and intelligently converts it into engaging newsletter content with proper HTML formatting. The final newsletter is then delivered directly to your target email inbox, ready to be reviewed and sent to your subscribers. How it works The workflow operates through four key stages: Content Extraction: Uses an Apify actor node to scrape all posts from your specified LinkedIn account Latest Post Filter: Automatically identifies and isolates your most recent LinkedIn post from the scraped data AI Transformation: Leverages OpenAI to convert the LinkedIn post into newsletter-style content with improved formatting and structure Email Delivery: Applies email-friendly HTML formatting and sends the polished newsletter to your designated email inbox Requirements To use this workflow, you'll need: Apify account - For LinkedIn data scraping (free tier available) OpenAI API key - For content transformation and formatting Gmail API credentials - For email delivery Setup instructions Configure Apify: Add your Apify API credentials and specify the LinkedIn profile URL you want to monitor Connect OpenAI: Insert your OpenAI API key in the AI transformation node Set up Gmail: Authenticate your Gmail account and specify the recipient email address Customize prompts: Adjust the OpenAI prompts to match your newsletter's tone and style Test the workflow: Run manually first to ensure all connections work properly How to customize Modify the OpenAI prompts to adjust newsletter tone, length, and formatting style Change the filtering logic to select posts based on engagement metrics instead of recency Add additional nodes to schedule automatic runs or post to multiple platforms Integrate with email marketing platforms like Mailchimp or SendGrid for direct subscriber delivery

🧠 Overview This workflow automatically fetches user data from an API, formats it, and stores it in Google Sheets and CSV files. 💡 Use Cases Collect user records for analytics or reporting Maintain centralized spreadsheets for marketing or CRM Export CSV backups for offline analysis or integrations 📘 Good to Know Uses the BASE_URL environment variable for the API endpoint Google Sheets integration requires OAuth2 credentials CSV export saves a local copy for backup or external use Optional error handler ensures the workflow stops safely if any step fails ⚙️ How It Works Manual Trigger – Start the workflow manually or via schedule HTTP Request – Fetch data from the API endpoint Set Node – Extract and format fields like name (first + last) and country Google Sheets – Append processed data to a Google Sheet Sheet ID: qwertz Range: A:C Spreadsheet File – Export data to CSV (users_spreadsheet.csv) Error Handler – Stops workflow if any step fails 🚀 How to Use Trigger the workflow manually or schedule it Ensure environment variables and credentials are configured Check the Google Sheet for appended user data Access the CSV file for backups or external use 🧩 Requirements API endpoint (BASE_URL) Google Sheets OAuth2 credentials Permission to write files for CSV export ⚙️ Setup Instructions Set Environment Variables: Add BASE_URL in workflow environment variables. Configure Google Sheets Node: Authenticate with your Google account using OAuth2. Specify the target Sheet ID and range. Check File Permissions: Ensure the workflow has write access to store users_spreadsheet.csv. Test the API Response Format: Expected JSON fields: first_name, last_name, country, etc. Adjust the Set Node to map any additional fields as required. 🛠️ Customizing the Workflow Change API Source:** Update the HTTP Request node to any user data API. Add More Fields:** Modify the Set node to map additional fields from the API response. Multi-Sheet Distribution:** Append data to multiple Google Sheets if needed. Automated Scheduling:** Trigger workflow automatically at intervals. Add Notifications:** Send email or Slack notifications after data collection.

Description This workflow automatically validates and enriches contact form submissions from JotForm, ensuring you only store high-quality leads with complete business information. Who's it for Marketing teams, sales professionals, and business owners who collect leads through forms and want to automatically verify email validity and enrich contact data before adding them to their CRM or database. What it does When someone submits a contact form on JotForm, this workflow: Captures the submission data (name, email, phone, message) Creates a new record in Google Sheets Verifies the email address using Reoon's email verification API Saves validation metrics (deliverability, spam trap detection, disposable email check) Filters out unsafe or invalid emails Enriches validated contacts with professional data from Apollo (LinkedIn URL, job title, company name) Updates the Google Sheet with enriched information How it works JotForm Trigger - Listens for new form submissions Initial Storage - Creates a contact record in Google Sheets with basic form data Email Verification - Sends email to Reoon API for comprehensive validation Save Verification Results - Updates the sheet with email quality metrics Safety Filter - Only passes emails marked as "safe" to enrichment Contact Enrichment - Queries Apollo API to find professional information Final Update - Saves enriched data (LinkedIn, title, company) back to the sheet Requirements Services you'll need: JotForm account (free plan available) Reoon Email Verifier API access Apollo.io account for contact enrichment Google account for Google Sheets access Setup steps: Copy this Google Sheet template (make your own copy) Create a JotForm with fields: First Name, Last Name, E-mail, Phone, Message Get your Reoon API key from their dashboard Get your Apollo.io API key from account settings Connect your Google Sheets account in n8n How to customize Change verification level**: Modify the "mode" parameter in the Reoon API call (options: quick, power) Adjust filtering criteria**: Update the IF node to filter by different email quality metrics Add more enrichment**: Apollo returns additional data fields you can map to your sheet Notification layer**: Add a Send Email or Slack node after enrichment to notify your team of high-quality leads CRM integration**: Replace or supplement Google Sheets with HubSpot, Salesforce, or Pipedrive nodes This workflow provides a complete lead qualification pipeline that saves time and ensures only high-quality, validated contacts make it into your database with enriched professional information.

⚙ How It Works & Setup Steps: Automated Birthday Discount How It Works This workflow is a powerful yet simple automation to delight your customers on their birthdays. It runs every day on a schedule you define and automatically pulls data from your customer list on Google Sheets. The workflow then checks to see if any customer has a birthday on the current day. If a match is found, it generates a unique discount code and sends a personalized, celebratory email with the code directly to the customer. This ensures no birthday is ever missed, fostering customer loyalty and driving sales with zero manual effort. Setup Steps Follow these steps to get the workflow running in your n8n instance and start sending automated birthday discounts. 1. Prerequisites You will need a working n8n instance and a few key accounts: Google Sheets:* To store your customer data, including their email address and birthday. The birthday column should be formatted as *MM-dd** (e.g., 08-27). Gmail:** To send the personalized birthday emails to your customers. 2. Workflow Import Import the provided workflow JSON into your n8n canvas. All the necessary nodes will appear on your canvas, ready for configuration. 3. Configure Credentials Connect the following credentials to their respective nodes: Google Sheets:* Connect your Google account to the *Get Customer Data** node. Gmail:* Connect your Gmail account to the *Send Birthday Email** node. 4. Customize the Workflow Get Customer Data: Enter the Spreadsheet ID and Sheet Name of your Google Sheet containing the customer data. Is It Their Birthday?: This node compares the customer's birthday column with the current date. Ensure {{ $json.birthday }} matches the exact name of your birthday column in Google Sheets. Generate Discount Code: This node is pre-configured to create a simple unique code. For an e-commerce platform (like Shopify or WooCommerce), you will need to replace this node with the specific API call to generate a valid coupon code in your system. Send Birthday Email: Enter your sender email in the From Email field. Customize the Subject and Message with your own text and branding to make it personal. The {{ $json.name }} and {{ $json.discountCode }} expressions will automatically pull the correct customer name and generated code. 5. Activate the Workflow Once all configurations are complete, click "Save" and then "Active". The workflow is now live and will automatically run every morning to send out birthday wishes!

ZeroBounce Email Validation, A.I Scoring & Sending with Gmail This workflow automates the process of validating, scoring, and emailing leads from a Google Sheet. It ensures you only send emails to high-quality contacts, protecting your sender reputation. 🚀 How it Works Trigger: Watches a Google Sheet for new or updated rows (contacts). Validate: Uses ZeroBounce to check if the email address is valid. If Invalid: Updates the sheet with the reason and marks "Emailed" as false. Score: If valid, uses ZeroBounce A.I. Scoring to grade the lead quality (0-10). If Low/Medium Score (<9): Updates the sheet with the score and marks "Emailed" as false. Send: If the score is High (9-10), sends an email via Gmail. Update: Writes the final status back to the Google Sheet, preventing duplicate sends. 📋 Setup Requirements Google Sheet:** A sheet with columns for Email, Validated, Scored, Score, Emailed, Reason, etc. ZeroBounce Account:** API Key for validation and scoring. Gmail Account:** Connected via OAuth2 to send emails. 💡 Key Features Cost Efficient:** Checks existing Validated and Scored columns to avoid re-processing contacts. Risk Protection:** Filters out valid but low-quality leads (e.g., catch-alls or low scores). Status Tracking:** Keeps your Google Sheet updated with rich data (Sub-status, Domain Age, etc.).

How it works This workflow listens for incoming meeting summary emails in Gmail and processes them automatically. The email content is cleaned and sent to an AI model that extracts CRM-ready sales data in a structured format. The parsed data is then used to create or update contacts, deals, and meeting engagements in HubSpot. This removes manual note-taking and ensures CRM data stays accurate and consistent after every call. Step-by-step Trigger on meeting summary email** Gmail Trigger – Watches the inbox for new meeting summary emails from a specific sender. Prepare and normalize meeting notes** Prepare Meeting Summary – Extracts the meeting text and stores it in a clean summary field for AI processing. Extract structured sales insights** AI Extraction – Sends the meeting summary to an AI model to identify company details, problems, budget, decision makers, timing, competitors, and next steps. Parse AI response** Parse AI JSON Output – Validates and converts the AI response into structured JSON fields usable by CRM nodes. Update HubSpot CRM** Create or Update Contact – Creates a new contact or updates an existing one based on extracted details. Update Deal – Updates the related deal with budget, description, stage, and pipeline information. Create Meeting Engagement – Logs a meeting engagement in HubSpot with key discussion points and next actions. Why use this? Eliminates manual CRM updates after sales or discovery calls. Ensures meeting insights are captured consistently and accurately. Reduces admin work for sales teams and improves data quality. Works seamlessly with meeting recap tools that send summary emails. Scales easily as meeting volume increases without extra effort.

Olostep Google Maps Lead Generation Automation This n8n template automates lead generation by scraping Google Maps using the Olostep API. It extracts business names, locations, websites, phone numbers, and decision-maker names (CEO, Founder, etc.) directly from the business website — and saves everything into a Google Sheet. Who’s it for Marketers and agencies doing local business outreach. SaaS founders looking for prospects. Freelancers and growth hackers scraping Google Maps leads. Anyone who wants automated business research without manual data entry. How it works / What it does Form Trigger: User submits a form with: City + Business Type (e.g., "Dentist in Miami"). Google Maps Scraping: The workflow sends the query to the Olostep scraping API. Extracts: Business name Location Website Phone number Clean the Data: Parsed JSON is split into items. A Remove Duplicates node ensures only unique leads continue. Loop Through Each Business: For every business, the workflow triggers a second Olostep scrape — this time on the business’s website. It extracts: First name of decision-maker Last name of decision-maker (Optional) general contact email found on the website Store the Lead: The final combined lead is appended to a Google Sheet with these fields: Business Name Location Website Phone Number Decision-Maker Name Contact Email (if found) Loop & Wait: A wait step ensures you stay within rate limits while scraping multiple websites. This produces a clean, enriched list of leads ready for outreach or CRM import. How to set up Import the template into your n8n workspace. Add your Olostep API key. Connect Google Sheets for output storage. Publish your form to collect search requests. Run the workflow — leads will appear automatically in your sheet. Requirements Olostep API key. Google Sheets account. n8n account or self-hosted instance. How to customize the workflow Add CRM destinations (HubSpot, Airtable, Notion). Expand LLM-extraction to capture: social links, descriptions, ratings, etc. Add validation rules before saving a lead. Enable notification steps (Telegram, Slack) when batches finish. Add additional enrichment steps (e.g., scrape About pages, contact pages, multiple URLs). 👉 This workflow gives you a complete lead generation system from Google Maps + business website analysis — with no manual scraping needed.

What It Does This workflow allows you to quickly generate and send invoices by collecting missing billing details from clients through an automated form and email sequence. It integrates Gmail and QuickBooks Online to handle the full billing flow: from request to invoice, reducing manual data entry and time wasted switching between apps. Perfect for freelancers, service providers, or teams that want to streamline invoicing without going back and forth with clients. Prerequisites Gmail OAuth2 credential QuickBooks Online OAuth2 credential How It Works Trigger: Manually start the workflow by filling out a form with the client’s email, invoice amount, description, and product. Send Request Email: A pre-written email is sent to the client asking them to provide their billing details. Collect Info: The client submits their billing name and address via a hosted form. Add/Find Client in QuickBooks: If the client doesn't exist, a new record is created; otherwise, the existing client is used. Generate Invoice: A QuickBooks invoice is created using the submitted info and selected product. Send Invoice: The invoice is automatically emailed to the client using QuickBooks' native interface. Example Use Cases Freelancers requesting billing info before sending an invoice Small businesses invoicing new clients without manual QuickBooks entry Sales or ops teams who want to request billing info via email with just a few clicks Automating follow-up for new customer onboarding or service requests Setup Instructions Connect your Gmail and QuickBooks credentials Add your products to the dropdown list in the Enter Client Details node ⚠️ Make sure the product names exactly match the items in QuickBooks Select the tax code in the Create A New Invoice node Customize the email message in the Send Invoice Request Gmail node to reflect your brand voice How to Use Copy the public URL from the Enter Client Details node (this way you don't have to trigger the workflow manually inside n8n) Each time you need to invoice a client, open the form and fill in: Client’s email Product/service name Invoice amount and description The client receives an email prompting them to fill in their billing info Once submitted, the system creates and sends a QuickBooks invoice automatically Customization Options Add support for multiple line items Automatically send reminder emails if the form isn't completed within a day Add internal logging (Google Sheets, Airtable, etc.) for sent/paid invoices Why It's Useful This workflow removes friction from your billing process. Instead of chasing clients for info and copying data into QuickBooks, you send one email and automation does the rest. It saves time, reduces errors, and makes invoicing feel seamless — while still keeping you in control.

Community Node Disclaimer: This workflow uses KlickTipp community nodes. How It Works Automate transactional emails from KlickTipp via SMTP This workflow receives contact data from a KlickTipp Outbound rule, generates a personalized HTML email, and sends it via any SMTP-compatible service (e.g., Gmail SMTP, Outlook, SendGrid, your own mail server). Key fields (e.g., first name, company, website, phone, or other custom fields) can be dynamically mapped into the body. After sending, the workflow saves the email’s HTML content and writes back an Email delivery status (“Sent” or “Failed”) to the contact in KlickTipp for clear visibility. Key Features KlickTipp Outbound Trigger Starts when a KlickTipp Outbound rule calls the webhook (e.g., after a tag is applied). Accepts payload with recipient email and optional custom fields (first name, company, website, phone, etc.). Easy to adapt for confirmations, updates, welcomes, and announcements. HTML Email Composer Builds a clean, brandable HTML template with safe fallbacks. Supports per-contact personalization via mapped fields. SMTP Delivery Sends emails using the n8n Send Email node (SMTP). Works with Gmail, Outlook, or any SMTP-compatible service. Supports From/Reply-To, Subject, HTML body, CC/BCC, and attachments. Delivery Status Write-Back On success: updates a KlickTipp custom field (e.g., Email delivery status = Sent). On error: updates the same field to Failed (error details available in execution logs). Setup Instructions Install and Configure Nodes Add/enable KlickTipp community nodes and authenticate with valid API credentials. Configure an SMTP credential in n8n: Host (e.g., smtp.gmail.com) Port (465 or 587) Authentication (username, password, or app password) SSL/TLS settings as required by your provider Select this credential in the Send Email node. Paste/import your HTML into the Generate HTML template node. Activate the workflow. Workflow Logic Trigger from KlickTipp: Outbound sends contact data to the workflow. Generate HTML: Build personalized HTML (and optional plain-text). Send via SMTP: Deliver the message with the Send Email node. On Success: Update KlickTipp contact → Email delivery status: Sent. On Error: Update KlickTipp contact → Email delivery status: Failed (see logs for details). Benefits Immediate, personalized communication** without manual steps. Consistent branding** with reusable HTML templates. Clear observability** by writing back delivery status to KlickTipp. Flexible & extensible** for many message types beyond payments. Testing and Deployment Tag a test contact in KlickTipp to trigger the Outbound rule. Verify the email arrives with correct personalization. Confirm the Email delivery status field updates to Sent (or Failed for negative tests). Review execution logs and adjust field mappings if necessary. Notes Customization:** Swap templates, add CC/BCC, attachments, or a plain-text part for deliverability. SMTP Provider Settings:** Refer to your email provider’s SMTP configuration (e.g., Gmail, Outlook, or custom server).

How it works This workflow helps you stay on top of your inbox without constant interruptions. Every afternoon, it automatically: Fetches all emails received in your inbox throughout the current day. Intelligently summarizes the key content of these emails using AI, providing a concise overview. Compiles these summaries into a single, organized digest. Sends you a single email containing the aggregated summary of your day's correspondence. Efficiently review your daily communications and focus on what truly matters, all in one convenient digest! Set up steps Setting up this workflow is straightforward and typically takes around 10-15 minutes. You'll need to: Authenticate your preferred email service (e.g., Gmail). Obtain API keys for your preferred AI service (e.g., OpenAI, Google AI). Specify the email address where you want to receive the digest. All detailed setup instructions and specific configuration guidance are provided within the workflow itself using sticky notes.