Workflow Templates

Transform proposal creation from hours to minutes - automatically generate beautifully designed PDF proposals from CRM data or form submissions, deliver them instantly via email, store in Google Drive, and notify your sales team - all without lifting a finger. What This Workflow Does Revolutionizes proposal management with automated generation, validation, and multi-channel delivery: Webhook-Triggered Automation** - Accepts proposal data from CRM deal updates, form submissions, or API calls Smart Data Validation** - Verifies required fields, validates email formats, calculates totals, and generates unique proposal numbers Company Branding Enrichment** - Automatically adds your logo, contact information, payment terms, and brand styling Professional HTML Generation** - Creates beautifully designed proposals with modern typography, responsive layouts, and branded colors HTML to PDF Conversion** - Transforms HTML into print-ready PDFs with custom margins and preserved styling Google Drive Storage** - Automatically saves PDFs to organized folders with proper naming conventions Automated Email Delivery** - Sends branded emails to clients with PDF attachments and professional messaging Slack Team Notifications** - Real-time alerts to sales team with proposal details and Drive links Itemized Pricing Tables** - Dynamic line items with automatic calculations for subtotals, discounts, and taxes Terms & Conditions Management** - Customizable payment terms, delivery timelines, and legal terms Multi-Currency Support** - Handles USD, EUR, INR, and other currencies with proper symbols and formatting Proposal Number Generation** - Automatic sequential numbering with year-month-random format (PROP-202411-457) Key Features Data Validation Engine**: Validates all required fields including client information, project details, and line items before generation - preventing errors and ensuring professional output Dynamic Pricing Calculator**: Automatically calculates line item totals, subtotals, discounts, tax amounts, and final totals with proper currency formatting Responsive HTML Templates**: Professional proposal design that looks perfect on screen and in print with modern Inter font family, gradient backgrounds, and structured information cards Intelligent File Naming**: Generates descriptive filenames like "Proposal_PROP-202411-123_Acme_Corp.pdf" for easy organization and searchability Customizable Branding**: Easy company information updates including logo URLs, contact details, colors, and styling to match your brand identity Professional Email Templates**: Pre-written client-facing emails with key proposal highlights, call-to-action, and professional tone Real-Time Notifications**: Instant Slack alerts to sales team with proposal number, client details, total amount, and direct link to PDF Terms Flexibility**: Customizable payment terms (50% upfront, net-30, milestone-based), delivery timelines, and additional terms per proposal Client Information Cards**: Organized presentation of client details, company information, and contact data in visually appealing cards Validity Period Tracking**: Automatic 30-day validity period calculation with clear expiration dates on proposals Optional Field Handling**: Gracefully handles missing optional fields like client phone, address, or company logo Print-Optimized PDFs**: A4 format with proper margins (20mm top/bottom, 15mm sides) and background colors preserved for professional printing Perfect For B2B Service Companies** - Consulting firms, agencies, and professional services needing quick proposal turnaround SaaS Companies** - Software providers sending pricing proposals for custom implementations and enterprise deals Marketing Agencies** - Digital marketing, creative agencies, and media companies proposing campaigns and retainers Web Development Studios** - Design and development firms quoting website projects, apps, and custom software IT Service Providers** - Managed service providers, cloud consultants, and technology solution vendors Training & Coaching Businesses** - Corporate training providers, coaches, and consultants proposing programs Construction & Contractors** - Project-based businesses requiring detailed scope and pricing breakdowns Event Management Companies** - Event planners proposing packages with itemized services and costs Real Estate Developers** - Property developers presenting investment opportunities and partnership proposals Manufacturing Suppliers** - B2B manufacturers quoting custom orders with specifications and pricing What You Will Need Required Integrations HTML to PDF Service** - PDF conversion API (API key required) - supports services like HTML/CSS to PDF API, PDFShift, or similar providers Gmail or SMTP** - Email delivery service for sending proposals to clients (OAuth2 or SMTP credentials) Google Drive** - Cloud storage for PDF archival and sharing (OAuth2 credentials required) Optional Integrations Slack Webhook** - Team notifications (free incoming webhook) CRM Integration** - HubSpot, Pipedrive, Zoho CRM, or Salesforce for deal data enrichment Payment Gateway** - Stripe or PayPal links in proposals for instant payment acceptance E-signature Integration** - DocuSign or HelloSign for proposal acceptance workflow Calendar Integration** - Google Calendar or Calendly links for scheduling follow-up meetings Quick Start Import Template - Copy JSON workflow and import into your n8n instance Configure PDF Service - Add HTML to PDF API credentials in the "HTML to PDF" node Setup Gmail - Connect Gmail OAuth2 credentials in "Send a message" node and update sender email address Connect Google Drive - Add Google Drive OAuth2 credentials and set your preferred folder ID for proposal storage Customize Company Info - Edit "Enrich with Company Data" node to add your company name, address, email, phone, website, and logo URL Update Email Template - Modify email message in Gmail node with your company branding and messaging Configure Slack - (Optional) Add your Slack incoming webhook URL in "Notify Team" node Test Webhook - Use the test URL to submit sample proposal data and verify all nodes execute successfully Customize Styling - Adjust colors, fonts, and layout in "Generate Professional HTML" node CSS section Launch Workflow - Activate workflow and integrate webhook URL with your CRM or form submission tool Customization Options Custom Branding** - Replace default colors (#3b82f6 blue) with your brand colors throughout HTML template Logo Integration** - Add company logo URL or remove logo section to use company name text Payment Terms Library** - Create dropdown of standard payment term options (net-30, net-60, 50/50 split, milestone-based) Multi-Template Support** - Create different HTML templates for different service types or industries Conditional Sections** - Add/remove sections based on deal type (consulting vs product vs hybrid) Approval Workflow** - Insert manager approval step before sending to client Multi-Language Support** - Translate templates for international clients (Spanish, French, German, Hindi) Tax Calculation** - Add automatic tax calculation based on client location or tax rules Discount Rules** - Implement volume discounts, early payment discounts, or promotional pricing Project Timeline** - Add Gantt chart or milestone timeline visualization Case Studies** - Include relevant case study links or testimonials in proposals Video Integration** - Embed personalized video message or product demo links Competitor Comparison** - Add feature comparison tables against competitors ROI Calculator** - Include interactive ROI or savings calculator Follow-Up Automation** - Schedule follow-up emails if proposal not opened or responded to within X days Expected Results 90% time savings** - Reduce proposal creation from 2-3 hours to 5 minutes 100% consistency** - Eliminate formatting errors and brand inconsistencies across proposals 50% faster turnaround** - Send proposals within minutes of deal stage change or client request Zero manual filing** - Automatic organization in Google Drive with searchable filenames Instant team alignment** - Sales team immediately notified via Slack with all proposal details Professional presentation** - Beautifully designed proposals that elevate brand perception Reduced errors** - Data validation prevents missing information and calculation mistakes Better client experience** - Clients receive proposals instantly with clear terms and professional formatting Increased win rates** - Studies show professionally designed proposals increase close rates by 28% Scalable process** - Handle 10x proposal volume without adding staff or slowing down Use Cases Digital Marketing Agency Example Agency receives 15-20 proposal requests weekly. Account managers spend 3+ hours per proposal copying templates, updating pricing, and fixing formatting issues. Bottleneck causes delays and lost deals to faster competitors. Solution: Integrates workflow with Pipedrive CRM. When deal moves to "Proposal Requested" stage, webhook triggers. Account manager fills quick form with project scope and pricing. Workflow generates branded proposal in 3 minutes. Result: Proposal sent same day instead of 2-3 days later. Client impressed by speed and professionalism. Close rate increases from 32% to 47%. Agency wins additional $250,000 in annual revenue. Account managers save 40 hours monthly, reallocating time to client strategy. SaaS Company Example Sales team manually creates proposals in Google Docs for enterprise deals. Process takes 4-6 hours per proposal including pricing tables, terms negotiation, and approval routing. Proposals look different depending on who creates them. Solution: Implements workflow connected to HubSpot. When deal reaches "Proposal" stage, workflow auto-generates proposal using deal data. Pricing pulled from HubSpot line items. Manager approval added before sending. Result: Proposal generation time drops to 15 minutes. Brand consistency across all proposals. Sales velocity increases 65%. Deal size grows 23% due to professional presentation building enterprise confidence. Team closes 4 additional enterprise deals worth $180,000 ARR. Web Development Studio Example Studio loses deals because proposal turnaround takes 5-7 days. Prospects receive competing proposals faster and sign before studio's proposal arrives. Revenue growth stalled despite strong pipeline. Solution: Connects workflow to Airtable project intake form. When prospect completes project scope form, workflow instantly generates customized proposal with accurate pricing based on feature selections and complexity. Result: Proposals delivered in under 1 hour versus 5-7 days. Win rate increases from 18% to 41%. Studio captures 8 additional projects monthly worth $35,000. Client satisfaction scores improve as prospects appreciate speed and professionalism. IT Consulting Firm Example Consultants manually assemble proposals from disparate sources including technical specifications, staffing plans, and pricing spreadsheets. Format inconsistencies hurt credibility. Proposal errors cause scope creep and margin erosion. Solution: Builds workflow that pulls technical requirements from project planning tool, staffing from resource management system, and pricing from rate card database. All data flows into validated proposal template. Result: Proposal accuracy increases to 98% reducing change orders and scope disputes. Professional presentation wins 2 competitive bids against larger firms. Margin protection saves $75,000 annually. Proposal creation time reduced from 8 hours to 20 minutes per opportunity. Training Company Example Small team of 4 sends 30+ training proposals monthly. Founder spends 15+ hours weekly on proposal creation instead of business development. Revenue plateaus despite strong demand. Solution: Implements workflow triggered by Typeform submission after discovery calls. Prospects self-select training modules, duration, and delivery format. Workflow generates proposal with accurate pricing and timeline. Result: Founder reclaims 15 hours weekly for strategic activities. Team handles 3x proposal volume without hiring. Revenue increases 140% year-over-year. Client feedback highlights speed and professionalism. Referral rate increases as satisfied clients rave about seamless buying experience. Pro Tips Pre-fill Data from CRM** - Connect to HubSpot, Pipedrive, or Salesforce to auto-populate client information and pricing Create Proposal Templates by Service Type** - Maintain different HTML templates for consulting vs product vs retainer proposals Use Dynamic Pricing** - Connect to pricing database or spreadsheet to ensure rates stay current Add Expiration Logic** - Automatically follow up when proposals near expiration (25-day mark) Track Engagement** - Integrate with email tracking (Mailtrack, Yesware) to see when clients open proposals Version Control** - Add version numbers to proposals when re-sending with updates Personalization Variables** - Include prospect's name, company, and pain points throughout proposal Social Proof** - Add relevant case studies, testimonials, or client logos to proposals Clear Next Steps** - Include calendar link or specific call-to-action in email Follow-Up Sequences** - Build automated follow-up workflow (day 3, day 7, day 14 if no response) Proposal Analytics** - Track which proposals convert at highest rates and identify patterns Mobile Optimization** - Test proposal PDF readability on mobile devices Legal Review** - Have legal team review terms template annually A/B Test Formats** - Test different proposal layouts, pricing presentation styles, and email subject lines Quick Edits** - Build simple update form for minor proposal tweaks without regenerating entire document Business Impact Metrics Track these key metrics to measure workflow success: Proposal Creation Time** - Measure average minutes from request to sent (target: under 10 minutes) Proposal Volume** - Count monthly proposals generated through automation (expect 3-5x increase in capacity) Error Rate** - Track proposals with data errors or formatting issues (target: under 2%) Time to Delivery** - Monitor hours from opportunity creation to proposal in client inbox (target: same business day) Team Hours Saved** - Calculate monthly hours reclaimed from proposal automation (typical: 30-60 hours for 5-person sales team) Win Rate Impact** - Compare close rates before and after workflow implementation (expect 15-30% improvement) Average Deal Size** - Track if professional proposals increase deal values (typical: 10-20% increase) Brand Consistency Score** - Audit proposal quality and brand adherence (target: 95%+ consistency) Client Feedback** - Survey clients on proposal professionalism and clarity (target: 4.5/5 stars) Sales Velocity** - Measure days from opportunity to closed-won (expect 20-40% reduction in sales cycle) Template Compatibility Compatible with n8n version 1.0 and above Works with n8n Cloud and Self-Hosted instances Requires HTML to PDF API service subscription No coding required for basic setup Fully customizable for industry-specific requirements Mobile-friendly proposal output Multi-currency support built-in Ready to transform your proposal process? Import this template and start sending professional, beautifully designed proposals in minutes instead of hours - boosting your win rates and freeing your team to focus on selling!

AI-Powered Deal Content Recommendation and Personalization (Zoho CRM + OpenAI + Gmail + n8n) This workflow automates personalized content recommendations for Zoho CRM deals by analyzing deal details, fetching relevant case studies and whitepapers and generating an AI-crafted email tailored to each prospect. It triggers when Zoho CRM sends a Deal ID to the n8n Webhook, processes contextual data, generates recommendations and emails the results automatically. 🚀 Quick Start: “5-Step Instant Setup” Import this workflow into n8n. Connect Zoho CRM workflow rule to the Webhook URL and pass the Deal ID. Add Zoho CRM, OpenAI and Gmail credentials in n8n. Update the API URLs for case studies and whitepapers. Activate the workflow and test by updating a deal stage in Zoho CRM. What It Does This workflow enables intelligent content automation by bridging Zoho CRM deal activity with AI-driven contextual recommendations. When a deal advances to a specific stage, Zoho CRM sends its Deal ID to the n8n Webhook. The workflow retrieves the complete deal details — including stage, amount, description, contact and account information — and uses them to determine the prospect’s needs. It then fetches two content datasets (case studies and whitepapers) from configured API endpoints. The combined dataset is structured and passed to an OpenAI model that analyzes the deal’s industry, pain points and stage to select the most relevant content. The AI generates an email draft featuring these recommendations, which is parsed and automatically delivered via Gmail. This eliminates manual research, speeds up sales follow-ups and ensures prospects receive focused and valuable resources at the right time. Who’s It For Sales teams working in Zoho CRM. Pre-sales and solution consultants. Marketing teams maintaining content libraries. CRM admins building smart sales workflows. Companies selling B2B products or services with long sales cycles. Requirements to Use This Workflow An active n8n instance (cloud or self-hosted) Zoho CRM OAuth2** credentials OpenAI API key** (for GPT-4o-mini or equivalent model) Gmail OAuth2** credentials Two API sources providing: Case studies Whitepapers A Zoho CRM workflow rule capable of sending Deal ID to the Webhook How It Works & How To Set Up 1. Configure the Webhook Trigger Copy the Webhook URL from n8n. In Zoho CRM → Workflow Rules → Create Rule → choose “Deal Stage Updated.” Set Webhook to send the Deal ID to n8n. 2. Fetch Deal Details The workflow uses the Deal ID received from the Webhook to fetch deal data from Zoho CRM. Ensure your Zoho CRM credentials are connected in n8n. 3. Prepare Content API Configuration Open the “Set Content API Config” node. Replace placeholder URLs with your actual API endpoints for case studies and whitepapers. 4. Retrieve Content Assets The workflow queries your APIs and collects both datasets. This ensures updated, relevant assets are always used. 5. Structure All Data Deal information, case studies and whitepapers are merged into one contextual payload. This payload is optimized for the AI model. 6. Generate AI Recommendations The OpenAI node analyzes the complete dataset. It returns recommended case studies, recommended whitepapers and a personalized email draft. 7. Parse AI Output AI responses are parsed from code-block format into clean JSON for downstream usage. 8. Send the Email Gmail node sends the personalized email using the AI-generated content. Edit the recipient address as needed for production. How To Customize Nodes Deal Data Extraction Add or remove fields inside the “Extract Deal Context” node based on your CRM schema. Content API Sources Update URLs or switch to internal CMS, Airtable or Google Sheets. AI Prompt Customization Modify tone, selection logic or output formatting in the OpenAI node prompt. Email Delivery Replace Gmail with Outlook, Zoho Mail, SMTP or Slack notifications. Filtering Logic Add rule-based filtering before sending data to AI—for example, industry, region or deal size. Add-Ons & Enhancements Add Slack notifications for sales reps. Store AI recommendations in Zoho CRM Notes. Log outputs to Google Sheets for analytics. Add follow-up reminders using n8n Wait nodes. Add multi-language support. Expand with product brochures or pricing sheets. Use Case Examples Industry-Specific Nurturing Automatically send the best content based on a deal’s industry. ROI-Focused Prospects Provide ROI-driven case studies when deal description includes keywords like “cost”, “budget” or “ROI.” Accelerated Qualification Deliver targeted materials during the qualification stage to increase deal momentum. Sales Playbook Automation Map deal stages to recommended content without manual intervention. Dynamic Content Libraries Allow marketing teams to update content sources without touching the workflow. Troubleshooting Guide | Issue | Possible Cause | Solution | | ----------------------------------- | ---------------------------- | ----------------------------------------------- | | Workflow not triggering | Zoho CRM not calling Webhook | Re-check Webhook URL in Zoho CRM | | Deal data missing | Wrong field sent by Webhook | Ensure Zoho sends the correct Deal ID | | AI returns no JSON | Incorrect prompt format | Ensure prompt instructs AI to respond with JSON | | Email not sent | Gmail credential expired | Reconnect Gmail OAuth | | Case study or whitepaper list empty | API URL incorrect or offline | Verify API endpoints in configuration node | | Merge node missing inputs | One API failed | Check HTTP request nodes | Need Help? If you need assistance customizing this workflow, enhancing recommendation logic, integrating additional systems or building similar automation solutions, WeblineIndia is here to help. Our expert n8n workflow automation developers can extend this workflow with scoring models, personalization engines, CRM integrations and advanced AI features.

Reduce MTTR with context-aware AI severity analysis and automated SLA enforcement Know that feeling when a "low priority" ticket turns into a production fire? Or when your on-call rotation starts showing signs of serious burnout from alert overload? This workflow handles that problem. Two AI agents do the triage work—checking severity, validating against runbooks, triggering the right response. What This Workflow Does Incident comes in through webhook → two-agent analysis kicks off: Agent 1 (Incident Analyzer) checks the report against your Google Sheets runbook database. Looks for matching known issues, evaluates risk signals, assigns a confidence-scored severity (P1/P2/P3). Finally stops you from trusting "CRITICAL URGENT!!!" subject lines. Agent 2 (Response Planner) builds the action plan: what to do first, who needs to know, investigation steps, post-incident tasks. Like having your most experienced engineer review every single ticket. Then routing happens: P1 incidents** → PagerDuty goes off + war room gets created + 15-min SLA timer starts P2 incidents** → Gmail alert + you've got 1 hour to acknowledge P3 incidents** → Standard email notification Nobody responds in time? Auto-escalates to management. Everything logs to Google Sheets for the inevitable post-mortem. What Makes This Different | Feature | This Workflow | Typical AI Triage | |---------|--------------|-------------------| | Architecture | Two specialized agents (analyze + coordinate) | Single generic prompt | | Reliability | Multi-LLM fallback (Gemini → Groq) | Single model, fails if down | | SLA Enforcement | Auto-waits, checks, escalates autonomously | Sends alert, then done | | Learning | Feedback webhook improves accuracy over time | Static prompts forever | | Knowledge Source | Your runbooks (Google Sheets) | Generic templates | | War Room Creation | Automatic for P1 incidents | Manual | | Audit Trail | Every decision logged to Sheets | Often missing | How It Actually Works: Real Example Scenario: Your monitoring system detects database errors. Webhook receives this messy alert: { "title": "DB Connection Pool Exhausted", "description": "user-service reporting 503 errors", "severity": "P3", "service": "user-service" } Agent 1 (Incident Analyzer) reasoning: Checks Google Sheets runbook → finds entry: "Connection pool exhaustion typically P2 if customer-facing" Scans description for risk signals → detects "503 errors" = customer impact Cross-references service name → confirms user-service is customer-facing Decision: Override P3 → P2 (confidence score: 0.87) Reasoning logged: "Customer-facing service returning errors, matches known high-impact pattern from runbook" Agent 2 (Response Coordinator) builds the plan: Immediate actions:** "Check active DB connections via monitoring dashboard, restart service if pool usage >90%, verify connection pool configuration" Escalation tier:** "team" (not manager-level yet) SLA target:** 60 minutes War room needed:** No (P2 doesn't require it) Recommended assignee:** "Database team" (pulled from runbook escalation contact) Notification channels:** #incidents (not #incidents-critical) What happens next (autonomously): Slack alert posted to #incidents with full context 60-minute SLA timer starts automatically Workflow waits, then checks Google Sheets "Acknowledged By" column If still empty after 60 min → escalates to #engineering-leads with "SLA BREACH" tag Everything logged to both Incidents and AI_Audit_Log sheets Human feedback loop (optional but powerful): On-call engineer reviews the decision and submits: POST /incident-feedback { "incidentId": "INC-20260324-143022-a7f3", "feedback": "Correct severity upgrade - good catch", "correctSeverity": "P2" } → This correction gets logged to AI_Audit_Log. Over time, Agent 1 learns which patterns justify severity overrides. Key Benefits Stop manual triage:** What took your on-call engineer 5-10 minutes now takes 3 seconds. Agent 1 checks the runbook, Agent 2 builds the response plan. Severity validation = fewer false alarms:** The workflow cross-checks reported severity against runbook patterns and risk signals. That "P1 URGENT" email from marketing? Gets downgraded to P3 automatically. SLAs enforce themselves:** P1 gets 15 minutes. P2 gets 60. Timers run autonomously. If nobody acknowledges, management gets paged. No more "I forgot to check Slack." Uses YOUR runbooks, not generic templates:** Agent 1 pulls context from your Google Sheets runbook database — known issues, escalation contacts, SLA targets. It knows your systems. Multi-LLM fallback = 99.9% uptime:** Primary: Gemini 2.0. Fallback: Groq. Each agent retries 3x with 5-sec intervals. Basically always works. Self-improving feedback loop:** Engineers can submit corrections via /incident-feedback webhook. The workflow logs every decision + human feedback to AI_Audit_Log. Track accuracy over time, identify patterns where AI needs tuning. Complete audit trail:** Every incident, every AI decision, every escalation — all in Google Sheets. Perfect for post-mortems and compliance. Required APIs & Credentials Google Gemini API** (main LLM, free tier is fine) Groq API** (backup LLM, also has free tier) Google Sheets** (stores runbooks and audit trail) Gmail** (handles P2/P3 notifications) Slack OAuth2 API** (creates war rooms) PagerDuty** (P1 alerts—optional, you can just use Slack/Gmail) Setup Complexity This is not a 5-minute setup. You'll need: Google Sheets structure: 3 tabs: Runbooks, Incidents, AI_Audit_Log Pre-populated runbook data (services, known issues, escalation contacts) Slack configuration: 4 channels: #incidents-critical, #incidents, #management-escalation, #engineering-leads Slack OAuth2 with bot permissions Estimated setup time: 30-45 minutes Quick start option: Begin with just Slack + Google Sheets. Add PagerDuty later. Who This Is For DevOps engineers done being the human incident router SRE teams drowning in alert fatigue IT ops managers who need real accountability Security analysts triaging at high volume Platform engineers trying to automate the boring stuff

This workflow acts as your personal inbox assistant. It automatically filters, classifies, and responds to incoming emails using AI, saving you from manually sorting through leads or inquiries 24/7. 👥 Who’s it for Freelancers & Consultants** handling their own sales pipeline. Sales Professionals** who need to book meetings instantly. Small Business Owners** who want to automate customer support or lead triage. Agencies** managing inbound inquiries for multiple clients. ⚙️ How it works This workflow monitors your Gmail inbox and processes emails in three main stages: Filtering: It first checks if the sender is on your "Whitelist" (a Google Sheet). It also ignores automated calendar replies (like "Accepted" or "Declined" notifications) to prevent loops. AI Analysis: OpenAI (GPT-4) reads the email body to understand the sender's intent. Action: Based on the intent, it takes one of three paths: Schedule Meeting: If the lead wants to meet, it creates a Google Calendar event, sends a confirmation email with the link, and notifies you on Telegram. Auto Reply: If the lead declines or isn't interested, it sends a polite, context-aware "thank you" email. Needs Review: If the email is unclear, it waits (configurable delay) and sends a gentle follow-up email to re-engage them. 📋 Requirements n8n** (Self-hosted or Cloud) Gmail Account** (Connected via OAuth2) Google Sheets** (For the whitelist) Google Calendar** (For booking meetings) OpenAI API Key** (GPT-4o-mini or similar model) Telegram** (Optional, for notifications) 🛠️ How to set up Prepare the Whitelist: Create a Google Sheet with three columns: email, first_name, and company. Add the email addresses you want the bot to respond to. Configure Credentials: Connect your Google (Gmail, Sheets, Calendar) and OpenAI accounts in the workflow credentials settings. Link the Sheet: In the "Get row(s) in sheet" node, select your whitelist spreadsheet. Set the Model: Check the "Message a model" nodes to ensure your OpenAI model (e.g., gpt-4o-mini) is selected. Telegram (Optional): If you want notifications, create a bot with @BotFather and add your Chat ID/Credentials. If not, you can disable/remove the Telegram nodes. 🎨 How to customize the workflow Adjust the Delay:* The *"Wait"* node is currently set to *minutes for testing. Change this to 3 Days (or your preferred duration) for a real-world scenario. Brand Your Emails:* Open the *Code** nodes (e.g., "Personalize AI Reply"). You will see HTML code inside. Update the senderName, senderEmail, and footer text to match your brand identity. Refine AI Prompts:* You can modify the system prompt in the *"Message a model"** node to change the AI's tone (e.g., make it more formal or casual). 🧑‍💻 Creator Information Developed by: Adem Tasin 🌐 Website: ademtasin.com 💼 LinkedIn: Adem Tasin

Overview This workflow is designed to monitor the Top 5 cryptocurrencies in real-time, calculate trading signals (BUY, SELL, HOLD), and send human-readable alerts through multiple channels. It integrates data fetching, signal processing, AI-generated insights, and multi-channel notifications to provide a professional-grade crypto monitoring solution. Setup Schedule the trigger Fetch real-time coin data (CoinGecko, Binance API) Filter only required fields Check each data from loop Add the logic for minimum percentage comparison Use AI for analysis enhanced insights Send the notification only if signal is 'SELL' or 'BUY' Key Features Real-Time Crypto Monitoring: Continuously evaluates the top 5 cryptocurrencies for trading signals. Dynamic Signal Calculation: Generates BUY, SELL, HOLD signals based on 24h price change. If price changed below or above 2% the dynamic signal will assign to dedicated coin. Signal Change Alerts: Sends notifications only when meaningful changes occur. Human-Readable Messaging: Converts numeric signals into readable alerts. AI Insights: Provides explanations or trading advice via OpenAI. Multi-Channel Delivery: Supports WhatsApp, Telegram, and Email. Looped Processing: Each coin is processed independently for accurate alerting. Wait / Delay Node: Prevents API rate limit issues and controls alert flow. Requirements OpenAI API WhatsApp API Telegram API SMTP Credentials or Gmail Credentials.

Who's it for This workflow is perfect for content creators, international teams, and businesses that need to translate documents into multiple languages automatically. Whether you're localizing documentation, translating marketing materials, or creating multilingual content, this workflow saves hours of manual work. What it does Automatically monitors a Google Drive folder for new documents (PDF, DOCX, TXT, or Markdown) and translates them into multiple languages using DeepL API. Each translated document is saved with a language-specific filename (e.g., document_en.pdf, document_zh.pdf) in a designated folder. You receive an email notification when all translations are complete. How it works Monitors a Google Drive folder for new files Detects file format (PDF/DOCX/TXT/Markdown) and extracts text Translates the content into your chosen languages (default: English, Chinese, Korean, Spanish, French, German) Saves translated files with language codes in the filename Sends an email notification with translation summary Optional: Records translation history in Notion database Set up instructions Requirements Google Drive account (for file storage) DeepL API key (free tier: 500,000 characters/month) Gmail account (for notifications) Notion account (optional, for tracking translation history) Setup steps Create Google Drive folders: Create a "Source" folder for original files Create a "Translated" folder for output Copy the folder IDs from the URLs Get DeepL API key: Sign up at DeepL API Copy your API key Configure the workflow: Open the "Configuration (Edit Here)" node (yellow node) Replace folder IDs with your own Set your notification email Choose target languages Set up credentials: Add Google Drive OAuth2 credentials Add DeepL API credentials Add Gmail OAuth2 credentials Activate the workflow and upload a test file! Customization options Change target languages**: Edit the targetLanguages array in the Configuration node (supports 30+ languages) Adjust polling frequency**: Change trigger from "every minute" to hourly or daily for batch processing Enable Notion tracking**: Set enableNotion to true and provide your database ID Add more file formats**: Extend the Switch node to handle additional file types Filter by file size**: Add conditions to skip files larger than a certain size Supported languages EN (English), ZH (Chinese), KO (Korean), JA (Japanese), ES (Spanish), FR (French), DE (German), IT (Italian), PT (Portuguese), RU (Russian), and 20+ more. Performance Short files** (1 page): ~30 seconds for 6 languages Medium files** (10 pages): ~2 minutes for 6 languages Large files** (100 pages): ~15 minutes for 6 languages Technical Details Trigger**: Google Drive folder monitoring (1-minute polling) Translation**: DeepL API with automatic source language detection Loop implementation**: Split Out + Aggregate pattern for parallel translation Error handling**: Catches API failures and sends email alerts Storage**: Original file format preserved in translated outputs Notes DeepL free tier provides 500,000 characters/month (approximately 250 pages) For high-volume translation, consider upgrading to DeepL Pro The workflow creates new files instead of overwriting, preserving translation history Google Docs are automatically converted to the appropriate format before translation What You'll Learn This workflow demonstrates several n8n patterns: File format detection and routing (Switch node) Loop implementation with Split Out + Aggregate Binary data handling for file operations Conditional logic with IF nodes (optional features) Cross-node data references Error handling and user notifications Perfect for learning automation best practices while solving a real business problem!

🛒 Shopify "No Orders in X Minutes" Alert 📌 Summary Never miss a revenue-impacting failure. This n8n workflow monitors your Shopify store and triggers an alert if X minutes pass without a single new order. By automatically detecting unexpected drops in order flow based on your custom schedule. It tracks downtime duration, sends rich multi-channel alerts, and can optionally send an automated "all clear" message when orders resume. ✨ Key Features Dynamic 'X Minutes' Tracking:** The workflow automatically calculates its lookback window based on your Schedule Trigger. If you set the trigger to check every 45 minutes, the workflow dynamically alerts you if no orders were placed in the last 45 minutes. Multi-Channel Alerts:** Delivers highly readable, structured Slack messages and styled Emails. Toggle Slack and Email alerts independently via a single configuration node. Optional Recovery Notifications:** Toggle on the ability to automatically send a green "✅ SYSTEM RECOVERED" alert when orders successfully resume after an outage, closing the loop for your team. Smart Error Handling:** Catches Shopify API errors (e.g., expired credentials or rate limits) and tracks them separately from organic "no order" events to prevent skewed downtime metrics. 🛠️ How It Works Trigger & Validate: The workflow runs on a schedule you choose (for example, every 30 minutes). Validates configuration to prevent silent failures (e.g., missing email addresses or no channels enabled). Fetch Order: Queries Shopify for any new orders created within the last trigger interval. Logic Branch: Orders Found: Calculates total downtime, resets the tracking counters, and sends a Recovery notification (if an outage was actively ongoing and the recovery toggle is enabled). ✅ No Orders: Increments the downtime counter and initiates the alert sequence. 🚨 Route: Checks configuration toggles and delivers formatted messages to your enabled channels. 📦 Nodes Used Schedule Trigger** - Controls check frequency (configurable) Configuration** - Centralized settings for channels, recovery alerts, and email recipient Validate Email Config? / All Channels Disabled?** - Safety gates to prevent silent failures Config Error** - Stops execution with a clear warning if setup is incomplete Fetch Orders** - Queries Shopify for recent orders using an automated time window Orders Found?** - Conditional branch logic Build Alert Message** - Formats consistent message with downtime metrics and color themes Handle API Error** - Catches and formats Shopify API failures independently Orders Resumed — Reset Counters** - Generates recovery payloads and clears workflow static data Recovery Enabled?** - Checks if a recovery message needs to be sent based on previous downtime and your configuration toggles Slack Enabled?* / *Email Enabled?** - Routes to enabled channels Alert Team via Slack** - Posts structured Slack messages Alert Team via Email** - Sends templated HTML alerts via Gmail 🚀 Setup Instructions Credentials: Connect Shopify (orders:read), Slack (chat:write), and Gmail (gmail.send). Important: Open the Slack node and manually select your target channel from the dropdown. Config Node: Open the Configuration node and set your preferences: enableSlackAlert: Toggle to true to enable Slack notifications. enableEmailAlert: Toggle to true to enable Email notifications. enableRecoveryNotification: Toggle to true if you want a follow-up message when orders resume. sendEmailTo: Enter your target email address (mandatory if email alerts are enabled). Activate: Toggle the workflow to Active and you're ready to go. It will start checking on schedule. Testing the Recovery Path (Optional): To manually simulate a recovery, temporarily delete the expression in the Shopify node's createdAtMin field and pick a date in the past. Execute the node so it finds orders and triggers the recovery alert, then paste the default expression back in. ⚙️ Customization Ideas For Low-Traffic Stores:* Edit the Build Alert Message code logic to only send an alert after *3** consecutive failures (useful for low-volume stores). Monitor Specific Order Types:** Filter for paid orders only, or orders with specific tags, to focus on the orders that matter most. On-Call Escalation:* Add a *Twilio** node after the Email node to send an SMS if the downtime exceeds 120 minutes. 📋 Requirements n8n Version:** 2.11.3+ Persistence:** Requires n8n Workflow Static Data ($getWorkflowStaticData) for downtime tracking. Credentials:** Shopify, Slack, and/or Gmail OAuth2. ⚠️ Limitations Symptom Detection Only:* This workflow detects the *absence of orders, not the root cause. It can't tell if your checkout is broken, a payment processor went down, or customers just aren't buying right now. Low Traffic Stores:** If your store naturally goes hours without an order, you will receive false positive alerts unless you increase the Schedule Trigger interval to match your typical order frequency. Volume Agnostic: The Shopify fetch node uses limit: 1. It does not track order volume or quantity, it only checks if at least one order exists within the timeframe.

Description This workflow helps you find and evaluate job opportunities automatically, without spending hours searching and comparing roles. It uses your resume to look for relevant jobs on LinkedIn, checks how well each role matches your profile, and organises everything neatly in Google Sheets so you can focus on applying to the best opportunities. How it works On a schedule, the workflow downloads your resume from Google Drive and analyses it to understand your skills and experience. Based on this, it creates LinkedIn job searches and pulls in recent job listings. Each job is then reviewed using AI to compare the job description with your resume, produce a match score, suggest resume improvements, and generate a tailored cover letter. All results are saved to Google Sheets, and you’re notified by email when the run finishes. How to use Make a copy of the Google Sheets template and keep it for your own job tracking. Upload your resume (PDF) to Google Drive. Connect your Google Drive, Google Sheets, Gmail, and AI credentials in n8n. Update the Config node with your preferences (remote work, Easy Apply, job limit). Paste your copied Google Sheet IDs into the workflow. Turn on the Schedule Trigger and activate the workflow. Requirements Google Drive account for storing your resume Google Sheets account for tracking results Gmail account for notifications AI model access (Google Gemini or similar) n8n (cloud or self-hosted) Customising this workflow You can easily adapt this workflow to suit your goals. Change the job limits, locations, or remote preferences in the Config node. Update the AI prompts to target different roles or industries, or extend the workflow to send results to tools like Notion, a CRM, or your own application tracker. Good to know This workflow is designed to help you screen and prepare for jobs, not to apply automatically. Match scores are a guide, not a guarantee, so it’s always worth reviewing roles manually. Also, since LinkedIn pages can change over time, you may occasionally need to update HTML selectors to keep things running smoothly.

This n8n workflow automates job discovery by scanning company career pages, extracting open positions using AI, filtering them by department, and sending real-time alerts via Slack and email. It is ideal for monitoring targeted job roles (such as Engineering) across multiple companies without manual checking. Use Cases Targeted Job Monitoring: Automatically track new job postings for a specific department or role. Faster Job Alerts: Receive instant Slack and email notifications when relevant positions are found. Multi-Company Career Tracking: Monitor multiple company career pages from a single Airtable base. Reduced Noise: Filter out irrelevant roles and avoid empty or misleading notifications. Good to Know The workflow runs on a schedule and processes career pages stored in Airtable. Jobs are processed in batches with a delay node to avoid rate limits or scraping issues. Google Gemini is used for intelligent job extraction and filtering, which may incur API costs. If no relevant jobs are found, the workflow safely returns “No matching positions found” to prevent false alerts. Some Gemini models may be geo-restricted depending on your region. How it Works Step 1: Job Source & Scheduling A Schedule Trigger starts the workflow and defines the job category to monitor (e.g., Engineering). Airtable is queried to fetch all company career page URLs. Step 2: Scraping & Extraction Each career page is scraped using Decodo. Google Gemini analyzes the raw page content and extracts job titles with application URLs while ignoring navigation and non-job content. Step 3: Data Cleaning & Structuring A JavaScript code node cleans the AI output, removes noise (e.g., “No open positions”), and converts results into structured job items. Step 4: AI-Based Filtering A second AI Agent compares extracted jobs against the target department and keeps only relevant roles. Step 5: Notifications Matching jobs are sent instantly to Slack and email. How to Use Airtable Credentials: Connect Airtable and store career page URLs in the table. Google Gemini Credentials: Add your Gemini API key for AI extraction and filtering. Slack Credentials: Select a user or channel to receive job alerts. Gmail Credentials: Configure Gmail to receive job notification emails. Schedule Setup: Adjust the trigger interval based on how often you want job checks. Activate Workflow: Enable the workflow to start automated job monitoring. Requirements n8n instance (self-hosted or cloud) Airtable base with company career page URLs Google Gemini API key Slack workspace Gmail account for email notifications

Quick overview Fill in a form with your exam date, subjects, daily available hours, and study start time, and this workflow generates a complete personalised day-by-day study schedule using GPT-4o-mini, adds every session to Google Calendar automatically, logs the full plan to Google Sheets, and emails. How it works You fill in a form with your name, exam date, subjects, daily available hours, preferred study start time, and email address. GPT-4o-mini reads your inputs and generates a complete day-by-day study plan in structured JSON — with specific topics per subject, session types (New Learning, Revision, Practice Test, Quick Review), durations between 1.5 and 3 hours, and start and end times. The first 60% of days focus on new learning and the last 40% shift to revision and practice. The final two days before the exam are reserved for quick review only. The schedule is parsed and split into individual study sessions — one per calendar event. Each study session is processed one at a time through a loop. For every session, a Google Calendar event is created with the subject, topic, start time, end time, session type, priority, and exam date in the description. The loop continues until all sessions have been added to the calendar. Once all calendar events are created, the full session list is reassembled and one row per study session is appended to your Google Sheets Study Planner tab. Gmail sends a formatted HTML confirmation email with the full day-by-day schedule table, session type and priority badges, a study plan overview, and five personalised study tips. Setup Open the OpenAI — GPT-4o-mini Model step and connect your OpenAI API credential. Open node 5. Google Calendar — Create Study Event, connect your Google Calendar OAuth2 credential, and replace YOUR_CALENDAR_ID with your actual calendar ID. To find it: open Google Calendar → Settings → click your calendar name → scroll to Calendar ID. For most users it is your Google account email address. Create a Google Sheet tab named exactly Study Planner with these 12 column headers: Student Name, Exam Date, Subject, Topic, Date, Day, Start Time, End Time, Duration (hrs), Session Type, Priority, Status. Open node 7. Google Sheets — Log Study Plan, connect your Google Sheets OAuth2 credential, and replace YOUR_GOOGLE_SHEET_ID. Find the Sheet ID by opening your spreadsheet in a browser and copying the string between /d/ and /edit in the URL. Open node 8. Gmail — Send Confirmation Email and connect your Gmail OAuth2 credential. The email is sent automatically to whatever address the student submits in the form. Activate the workflow and copy the form URL from node 1. Form — Study Planner Input to share with students. Requirements Active n8n instance (self-hosted or cloud) OpenAI account with GPT-4o-mini API access Google Calendar connected via OAuth2 Google Sheets with a tab named Study Planner Gmail account connected via OAuth2 for sending confirmation emails Customization Change the session duration range — in the system prompt of node 2. AI Agent — Generate Study Schedule, change "between 1.5 and 3 hours" to a different range to generate shorter or longer study blocks depending on your preference Change the new learning vs revision split — in the same system prompt, change "First 60% of days: New Learning" to a different percentage — for example 50/50 for a more balanced plan or 70/30 for exams that are further away Add a Slack notification when the schedule is ready — after node 8. Gmail — Send Confirmation Email, add a Slack step that posts the student name, exam date, total sessions, and a confirmation message to a study group channel Change the calendar event color per session type — in node 5. Google Calendar — Create Study Event, expand the additional fields and add a colorId value — Google Calendar supports color IDs 1 through 11, which you can map to each session type using an IF check before the calendar step Add reminder alerts to calendar events — in node 5. Google Calendar — Create Study Event, add a reminders field in the additional fields section to set a popup reminder 30 or 60 minutes before each study session Additional info The calendar event loop in this workflow uses SplitInBatches to process one study session at a time. Output 0 creates the next calendar event. Output 1 fires only when all sessions have been processed — this is what triggers the Sheets logging and email. Do not modify the SplitInBatches connections or the loop will break. GPT-4o-mini generates the full schedule based on the number of days between today and the exam date. If the exam date is less than 2 days away, the AI may return a very short plan or an empty daily plan — the workflow will throw a clear error in that case. The exam date must be at least 3 days in the future for a meaningful plan to be generated. The study start time field in the form must be entered in 24-hour format, for example 09:00 or 14:30. The AI uses this time as the anchor for scheduling all sessions throughout the day. An incorrectly formatted start time may cause calendar events to be created with invalid timestamps. The Google Sheets log step uses autoMapInputData which maps the sheet_rows array directly. Make sure the column headers in your Study Planner tab match exactly — including capitalization and spacing — otherwise rows may be saved to the wrong columns or the step may fail.

Automated Sales Rep Clone Outreach Video and Voice Note for B2B Outbound This workflow automatically transforms new leads from Google Sheets into hyper-personalized outreach videos, voice notes, and emails using AI research, scriptwriting, video cloning, and voice generation. Perfect for SDRs, founders, and agencies who want to scale outreach without sacrificing personalization. 🎥 Watch step by step build: https://www.youtube.com/watch?v=q9AAh9zRou4 What this template does Whenever a new row is added to your Google Sheets CRM, this workflow: Reads the new lead (Name, Email, Phone, Company, Industry, LinkedIn URL) Runs deep research on the person & company using Perplexity Generates a personalized 30-second outreach script Creates a cloned-face, AI-generated HeyGen video with the script Creates an ElevenLabs voice note using the same personalized insights Uploads the audio file to Google Drive Sends an email to yourself containing: Outreach subject line Email body Personalized video link Personalized voice note link (Optional) Sends a WhatsApp/SMS/MMS message via Twilio with the files or links This template builds a complete AI-powered outbound engine—research, video, voice note, and email—fully automated. Why this is useful Turns manual outbound into a hands-free, 360° AI workflow Personalized video outreach dramatically increases reply rates Consistent research quality for every lead SDRs save hours per day on manual prep Perfect for: Influencer agencies SaaS outbound teams Founders doing cold outreach Recruitment agencies Real estate & service businesses Requirements Before running this workflow, connect: Google Sheets OAuth (trigger + CRM sheet) Perplexity API Key OpenAI API Key (GPT-5.1, GPT-4.1-mini) OpenRouter API Key HeyGen API Key (for video avatar) ElevenLabs API Key (for voice note) Google Drive OAuth (for file upload) Twilio credentials (optional SMS/WhatsApp) ⚠️ All credentials must be added manually after importing. This ensures security and complies with n8n Template Guidelines. How it works (Node Breakdown) Google Sheets Trigger Watches your CRM sheet and fires whenever a new lead row is added. Code Node — Extract Latest Row Ensures only the newly added row continues through the workflow. Research Agent Powered by OpenAI + Perplexity Scrapes professional history, company insights, marketing gaps Identifies outreach opportunities & triggers Produces a structured research summary Scripting Agent Writes a natural, human-sounding 30-second outreach script tailored to that exact lead. HeyGen Video Generator Creates a personalized avatar video narrating the script (720×1280). ElevenLabs Voice Generation Generates a custom voice note version of the pitch. Google Drive Upload Saves the voice note file for sharing or sending via WhatsApp. Twilio Message (optional) Sends the voice note or video link via SMS/WhatsApp. Email Output Creates a fully structured JSON email including: Subject line Personalized body HeyGen video link Voice note link Delivered via Gmail node. Setup (Step-by-Step) Import the template into n8n Open Google Sheets Trigger → choose your CRM sheet Add all required credentials: Perplexity OpenAI OpenRouter HeyGen ElevenLabs Google Drive Gmail Twilio (optional) In HeyGen node, choose: Your avatar Your preferred voice ID In ElevenLabs node, set: Your preferred voice model Review the system prompts of: Research Agent Script Agent Email Agent Adjust for your brand tone if needed. Run once manually to test. Turn on the workflow—your AI outbound engine is live. Customization Ideas Swap HeyGen avatar to match your brand identity Add a Slack notification when each video is ready Save research & scripts into a Notion database Create a HubSpot contact for each lead Add duplicate detection logic Auto-post video to social channels for public outreach Troubleshooting Video stuck in “processing”? → Increase the Wait node duration (30–60 sec). Voice note too robotic? → Switch to a premium ElevenLabs voice. Research not specific enough? → Strengthen the system prompt with more constraints. Emails not arriving? → Ensure Gmail OAuth has send permission configured. API authentication errors? → Check credentials in each node (OpenAI, Perplexity, HeyGen, etc.).

How it works This workflow automatically manages every new Calendly booking from start to finish. When a prospect books a meeting, it captures all details, syncs everything to HubSpot, creates a prep task for the sales rep, sends confirmation and reminder emails, and notifies the team — all without any manual effort. Step-by-step Trigger & format** Calendly — New Booking – Listens for new invitee.created events when a prospect books a meeting. Format Booking Data – Extracts and normalizes all booking details including name, email, company, phone, meeting time, join URL, reschedule and cancel links, and computes reminder timestamps. Logging** Google Sheets — Log Booking – Appends all booking details including name, email, company, event type, meeting time, and join URL to a Google Sheets tracker. CRM sync** HubSpot — Search Contact by Email – Searches HubSpot to check if the prospect already exists by email. IF — Contact Exists in HubSpot? – Routes to update or create based on whether a matching contact is found. Update HubSpot Contact – Updates the existing contact with the latest name, phone, company, and lead source. Create HubSpot Contact – Creates a new HubSpot contact with all prospect details if none exists. Set — Contact ID – Normalizes the contact ID from either branch so all downstream nodes reference it consistently. Calendar & deal creation** Google Calendar — Create Rep Event – Creates a 30-minute meeting event on the sales rep's Google Calendar with join URL, prospect details, and reschedule/cancel links. HubSpot — Get Owner ID – Fetches the HubSpot owner to assign the deal to the correct sales rep. HubSpot — Create a Deal – Creates a new deal in the appointmentscheduled stage linked to the contact, with meeting details and next steps. Preparation & confirmation** ClickUp — Create Prep Task – Creates a pre-call research task in ClickUp with a full checklist covering LinkedIn research, company background, discovery questions, and competitor analysis. Due 2 hours before the meeting. Gmail — Send Confirmation – Sends a polished HTML confirmation email to the prospect with meeting details, join button, and reschedule/cancel options. Team notification & CRM logging** HubSpot Log Note – Logs a full activity note in HubSpot linked to both the contact and the deal, including all meeting details and the ClickUp prep task link. Slack — Notify Sales Channel – Posts a booking alert to the sales Slack channel with prospect info, meeting time, join URL, and confirmation of all actions taken. Automated reminders** Wait — Until 24h Before Meeting – Pauses execution until exactly 24 hours before the scheduled meeting. Gmail — Send 24h Reminder – Sends an HTML reminder email with meeting details, join link, and a pre-call checklist. Wait — Until 1h Before Meeting – Pauses execution until exactly 1 hour before the meeting. Gmail — Send 1h Reminder – Sends a final HTML reminder email with a prominent join button and last-minute tips. Why use this? Eliminates all manual admin after a Calendly booking by instantly syncing data across HubSpot, Google Sheets, and Google Calendar Auto-creates or updates HubSpot contacts and deals so no lead ever falls through the cracks Gives sales reps a structured ClickUp prep task with a research checklist before every call Keeps prospects engaged and informed with a confirmation email plus automated 24h and 1h reminders Notifies the entire sales team in Slack the moment a new meeting is booked