Workflow Templates

Description Stop losing warm leads in the noise. This automation analyzes your lead engagement data, calculates priority scores based on activity and last contact date, and automatically queues your top 10 leads for follow-up in ClickUp — complete with suggested send times based on timezone. ⚡ What This Template Does Pulls lead data from Google Sheets (e.g., name, engagement, last contact date, timezone). 📄 Calculates days since last contact to measure lead freshness. ⏰ Combines engagement score and recency into a weighted priority score. 📊 Sorts and filters top 10 leads for immediate follow-up. 🔝 Suggests best time to reach out based on each lead’s timezone. 🌍 Creates corresponding ClickUp tasks with lead details. 🗂️ Updates the Google Sheet to mark leads as queued. ✅ Key Benefits Automatically identify high-priority leads daily. 🎯 Increase conversion rates with timely, personalized follow-ups. ⏱️ Eliminate manual sorting and spreadsheet filtering. 🚫 Keep sales teams organized with ClickUp task automation. 💼 Works perfectly for SDRs, account managers, and B2B teams. 🤝 Features Google Sheets integration for real-time lead updates. 📊 Smart recency calculator (days since last contact). ⏰ Weighted priority formula (70% engagement, 30% recency). 🧮 ClickUp task creation for seamless team coordination. 🔗 Timezone-based follow-up time suggestion. 🌐 Configurable limit (Top 10 leads — adjustable). ⚙️ Automatic sheet update with queue status tracking. 📋 Requirements n8n instance (cloud or self-hosted). 🧰 Google Sheet with columns: Lead Name, Engagement_Score, Last_Contact_Date, Timezone, Email. 📑 Connected Google Sheets and ClickUp credentials in n8n. 🔐 Active ClickUp workspace with accessible list or space ID. 🧭 Target Audience Sales and marketing teams managing large lead lists. 📈 B2B organizations using ClickUp for pipeline tracking. 🧩 SDRs who need to prioritize outreach daily. 🗓️ Agencies managing multiple clients and follow-up cadences. 🤝 Step-by-Step Setup Instructions (Concise) Create or connect a Google Sheet with all required headers. 📋 Update node credentials for Google Sheets and ClickUp. 🔑 Adjust weightage logic or maxItems count if needed. ⚙️ Test workflow using the manual trigger. ▶️ (Optional) Schedule it to run daily for auto-prioritization. ⏰ Review ClickUp tasks and follow up with top leads. 📨 Security Best Practices Share the Google Sheet only with the n8n Google account (Editor). 🔒 Keep ClickUp API credentials encrypted within n8n. 🛡️ Review ClickUp task creation permissions before activation. ✅ Regularly clean archived leads from the Google Sheet. 🧹

Who’s it for Teams and operators who record meetings/interviews and want fast, standardized, action-oriented minutes—without writing code. New n8n users welcome. What it does / How it works On form submission, the workflow ingests an audio file and basic metadata, transcribes the audio with OpenAI, summarizes it into concise minutes (key points, next actions with owner & due date, and counterpart concerns/requests), then creates a Google Doc (if missing) and appends the minutes. Sticky notes on the canvas explain each step and required inputs. How to set up Connect OpenAI via Credentials (never hardcode API keys). Connect Google (OAuth2) with Docs/Drive scopes. Replace any hardcoded Drive folder ID with an env var (e.g., MINUTES_FOLDER_ID). In the Form Trigger, keep the audio upload field and optional metadata (Manager, Partner, Situation). Test with a short audio sample (30–120 sec), then iterate on the summary prompt. Paste this description into a yellow sticky note at the top of the canvas. Requirements n8n (Cloud or self-hosted) OpenAI credential with transcription + LLM access Google account with Docs/Drive access and available storage How to customize the workflow Tweak the prompt tone, length, or sections (e.g., add “Risks/Blockers”). Change the document title pattern or parent folder. Add Slack or email notifications after the Doc is updated. Log executions to Google Sheets for weekly reporting and audits. Security & publishing tips remove personal IDs (folder IDs, real emails) before sharing; keep node names descriptive; retain sticky notes for setup guidance.

📝 Automated Blog Post Publishing from Airtable to Hashnode This workflow streamlines your content publishing process by automatically creating draft blog posts on Hashnode from content stored in Airtable. Perfect for content creators, marketing teams, and developers who want to maintain a consistent publishing schedule while managing multiple Hashnode publications from a centralized database. 🎯 Who's it for Content creators** managing multiple blog publications Marketing teams** coordinating content across different Hashnode accounts Developers** looking to automate their technical blog publishing workflow Agencies** managing content for multiple clients on Hashnode ⚙️ How it works The workflow operates in a simple 7-step process: Retrieves unpublished posts from your Airtable database (filtered by "Not Published" status) Processes each post individually using a loop to handle multiple posts Fetches the publication ID from Hashnode using the provided domain Validates the publication exists before proceeding with post creation Creates draft posts on Hashnode with the title and markdown content Updates post status to "Published" in Airtable upon successful creation Handles errors by marking failed posts with "Error" status for easy troubleshooting 📋 Requirements Airtable Setup: Your Airtable table must include these columns: Title - The blog post title Content_markdown - Full blog post content in Markdown format Hashnode_Token - Your Hashnode API authentication token HashNode_Publication_Domain - Your publication's domain (e.g., "yourblog.hashnode.dev") Status - Publication status ("Not Published", "Published", or "Error") Hashnode Requirements: Valid Hashnode account with API access Publication domain configured API token with draft creation permissions 🔧 How to set up Configure Airtable credentials in the "Get Posts" and "Update Post" nodes Set your Airtable base and table IDs to match your setup Ensure your Airtable table contains all required columns listed above Add your content with status "Not Published" to trigger the workflow Test the workflow with a single post before processing multiple items 🎨 How to customize the workflow Modify the filter criteria** in the "Get Posts" node to target different post statuses Add content validation** before posting (word count, required fields, etc.) Include post scheduling** by adding date/time conditions Extend with notifications** using Slack, Discord, or email nodes Add SEO optimization** by including meta descriptions and tags Create published post tracking** by storing Hashnode draft IDs in Airtable 💡 Need Help? Join the Discord or ask in the Forum!

This workflow looks inside a Google Drive folder, parses each PDF invoice with PDF.co’s AI Invoice Parser, and appends vendor, amount, dates, and a link to the file into a Google Sheet. ⚙️ Setup Instructions 1) Connect Google Drive (OAuth2) In n8n → Credentials → New → Google Drive (OAuth2) Sign in to the Google account that owns your invoice PDFs and allow access. In the Get Parent Folder ID node, set your search to the folder name (e.g., n8n Invoices). In Get Invoice ID’s, ensure Filter → folderId uses the ID from the previous node (already wired in this template). > Tip: The workflow builds a Drive link like > https://drive.google.com/file/d/<FILE_ID> > Make sure those files are at least viewable via link (e.g., Anyone with the link – Viewer) so PDF.co can fetch them. 2) Connect PDF.co (AI Invoice Parser) Create a PDF.co account and copy your API Key. In n8n → Credentials → New → PDF.co API, paste your key and Save. In the AI Invoice Parser node, keep URL mapped to the Drive link coming from Convert to URL. The node is already set to use your PDF.co credentials. > What it does: Sends each Drive file URL to PDF.co’s AI Invoice Parser and returns structured JSON (vendor, totals, dates, line items, etc.). The next Set Fields node maps those fields to simple columns for Sheets. 3) Connect Google Sheets (OAuth2) In n8n → Credentials → New → Google Sheets (OAuth2) Log in with your Google account and grant access. In the Store Data in Google Sheets node, select your Spreadsheet and Sheet (this template is set to: Spreadsheet: Invoice Template (1a6QBIQkr7RsZtUZBi87NwhwgTbnr5hQl4J_ZOkr3F1U) Tab: Due (gid: 1002294955) The node is configured to Append or Update by Url so repeats won’t duplicate. Expected columns on the Due tab: Url (Drive link we generated) Vendor Invoice Date Total Due Date ▶️ How to Run Put your PDF invoices in the “n8n Invoices” folder (or the folder name you used). Click Execute Workflow in n8n. Watch items flow: Get Parent Folder ID → finds folder Get Invoice ID’s → lists files in that folder Convert to URL → turns each file ID into a shareable link AI Invoice Parser → extracts JSON from each PDF Set Fields → maps fields for Sheets Store Data in Google Sheets → appends/updates the Due sheet 🧩 Troubleshooting PDF.co can’t fetch the file:* Ensure your Drive file link is accessible (e.g., *Anyone with the link – Viewer**), or use a URL that PDF.co can reach. No rows added:* Confirm the *Google Sheets* credential is selected and the *Sheet tab** (gid) matches your target. Wrong folder:* Update the search string in *Get Parent Folder ID** to match your Drive folder name. 📬 Contact Need help customizing this (e.g., auto-sharing Drive links, enriching the Sheet, or pushing to Slack/Email)? 📧 robert@ynteractive.com 🔗 Robert Breen 🌐 ynteractive.com

Ask Client for Billing Details and Automatically Generate an Invoice in QuickBooks 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 Microsoft Outlook 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 Microsoft Outlook 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 Outlook 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 Outlook 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.

Video Introduction Want to automate your inbox or need a custom workflow? 📞 Book a Call | 💬 DM me on Linkedin What This Workflow Does This workflow creates an AI-powered chatbot that answers natural language questions about your QuickBooks data in real-time. Users can interact with a public chat interface to query customer information, balances, invoices, and other accounting data without needing to navigate the QuickBooks interface directly. The AI agent uses OpenAI's language model to understand questions and automatically retrieves the relevant data from QuickBooks. Key Features Natural Language Interface**: Ask questions like "How many customers do we have?" or "What's the total balance across all customers?" and get instant answers Public Chat URL**: Share a link with team members or stakeholders so they can access QuickBooks insights without direct system access Customizable Data Access**: Configure the QuickBooks tool to retrieve different resources (customers, invoices, expenses, bills, etc.) based on your needs Common Use Cases Enable non-accounting staff to get quick answers about customer data Provide executives with on-demand financial insights without training them on QuickBooks Create a self-service interface for sales teams to check customer balances Build internal support bots that can answer accounting questions Setup Requirements QuickBooks Developer Account: Register at developer.intuit.com and create a new app with Accounting permissions Credentials: Configure QuickBooks OAuth2 API credentials (Client ID, Client Secret, and Redirect URI from the Intuit Developer dashboard) and OpenAI API credentials Environment: Start with Sandbox mode for testing, then switch to Production after getting your app approved by Intuit Tool Configuration: The QuickBooks tool is pre-configured to retrieve all customer data, but you can modify the operation and filters to access different QuickBooks resources based on your requirements

How it works This workflow automates LinkedIn posting for businesses and personal brands. It starts with a form where you submit your post idea. Then: Message Model (OpenAI) generates the LinkedIn post text in a professional and engaging style. Image Generation (OpenAI) creates a custom visual to match the post idea and brand style. LinkedIn Node publishes the text + image directly to your LinkedIn account. This way, you can go from idea → AI-written post → branded visual → live LinkedIn content, all in one automated flow. Setup steps Connect your Form Trigger (or replace with Google Forms/Typeform/Notion etc. if you prefer). Configure OpenAI credentials for text and image generation. Adjust the AI prompts with your own details: [business name], [founder name], [brand colors], [tone of voice]. Connect your LinkedIn account in the final node. Requirements OpenAI API key (for text + image generation) LinkedIn account with API access n8n instance (self-hosted or cloud)

Preventing Simultaneous Executions of Scheduled Workflows This n8n template provides a robust solution for processing data from Google Sheets in a controlled manner, specifically designed to prevent simultaneous executions of a scheduled workflow. This is crucial for maintaining data integrity, avoiding race conditions, and ensuring that your automated processes handle data sequentially. What This Workflow Does and Why It's Important Many automated tasks involve processing a list of items, like rows in a Google Sheet. If a workflow is scheduled to run every minute, but a single run takes longer than a minute to complete, you could end up with multiple instances of the same workflow running concurrently. This can lead to: Data Duplication**: Processing the same row multiple times. Data Corruption**: Inconsistent updates or overwrites. Resource Exhaustion**: Overloading your systems or API rate limits. This template solves this by leveraging n8n's workflow runtime timeout feature. By setting the workflow's runtime timeout to be equal to or slightly less than its scheduled execution frequency, you ensure that only one instance of the workflow can run at any given time. Once a workflow run successfully completes, it updates a status in your Google Sheet, marking the processed rows and preventing them from being picked up again in subsequent runs. This guarantees sequential, reliable data processing and avoids conflicts. Step-by-Step Setup Instructions Import the Template: Import this workflow into your n8n instance. Google Sheets Credential: Ensure you have a Google Sheets credential configured in n8n and connected to the Google Sheets nodes within the workflow. Specify Spreadsheet and Sheet Name: In the "Google Sheet" node, update the Spreadsheet ID and Sheet Name to point to your specific Google Sheet. You can use this example Google Sheet for reference. Configure Processing Logic: Customize the nodes between the "Read Google Sheet" and "Update Google Sheet" steps to perform your desired data processing logic (e.g., sending emails, updating a CRM, making API calls). Set Up Schedule: Activate the workflow and configure its trigger (e.g., "Cron" node) to run on your desired schedule. Configure Workflow Timeout: In your n8n workflow settings, set the Workflow Timeout to a value equal to or slightly less than your scheduled execution frequency (e.g., if scheduled every 5 minutes, set timeout to 4 minutes 50 seconds). More details in my n8n tips blog.

Generate High-Quality Audio with Voxtral Small 24B 2507 This workflow integrates the notdaniel/voxtral-small-24b-2507 model from Replicate to generate audio content from provided inputs. It handles API authentication, creates predictions, polls until completion, and outputs the final generated audio file. ⚡ Section 1: Trigger & Authentication 🔘 On clicking 'execute'** → Manually starts the workflow. 🔑 Set API Key** → Stores your Replicate API key to authenticate requests. Benefit: Securely connects your workflow to Replicate’s API and ensures only authorized requests are made. 🎛️ Section 2: Create Prediction 🌐 Create Prediction** → Sends a request to Replicate’s API with parameters like: audio: Input audio file (e.g., a reference sample). max\_new\_tokens: Maximum number of tokens to generate (controls audio length/complexity). Benefit: Starts the audio generation process with configurable input and settings. ⏳ Section 3: Polling & Status Tracking 🆔 Extract Prediction ID** → Captures the unique prediction ID and endpoint for polling. ⏱️ Wait** → Pauses for 2 seconds before re-checking. 📡 Check Prediction Status** → Polls Replicate’s API to see if the audio generation is done. ✅ Check If Complete** → If finished: moves forward to process results. If not: loops back to wait and check again. Benefit: Efficiently manages asynchronous audio generation, ensuring the workflow only proceeds when results are ready. 🎧 Section 4: Process Result 📝 Process Result** → Extracts and structures final output data: status (success or failure) output (raw response) metrics (generation statistics) timestamps (created and completed times) audio\_url (final generated audio link) Benefit: Provides a clean, structured output that can be used in follow-up automations (e.g., sending audio to users, storing in a database, or sharing via email). 📊 Workflow Overview | Section | Purpose | Key Nodes | Benefit | | --------------------------- | ------------------------------- | ----------------------------------------------------------------------- | -------------------------------- | | ⚡ Trigger & Authentication | Start workflow & authenticate | Manual Trigger, Set API Key | Secure execution | | 🎛️ Create Prediction | Submit audio generation request | Create Prediction | Start model processing | | ⏳ Polling & Status Tracking | Monitor prediction progress | Extract Prediction ID, Wait, Check Prediction Status, Check If Complete | Ensures reliable completion | | 🎧 Process Result | Format and deliver output | Process Result | Clean audio result ready for use | ✅ Final Benefits 🔒 Secure authentication with Replicate 🎛️ Flexible audio generation using voxtral-small-24b-2507 ⏳ Reliable polling until results are ready 🎧 Clean and structured audio output

This workflow automates real-time student tracking using iOS Shortcuts and geolocation data, notifying both teachers and parents based on geofenced logic. 🎯 What This Workflow Does Receives student location updates via webhook (iOS Shortcuts) Detects if the student has arrived at school Logs arrival data to Google Sheets Sends email alerts** to teacher and/or parent based on location 🔄 Workflow Steps | Step | Description | | --------------------------- | -------------------------------------------------------- | | Location Update Webhook | Triggered via iOS Shortcut when student location updates | | Process Location Data | Extracts coordinates and metadata | | Student Arrived? | Checks if student entered school zone | | Log School Arrival | Adds arrival data to Google Sheet | | At School? | Double-checks geofence condition before notifying | | Notify Teacher | Sends email if student is confirmed at school | | Notify Parent | Sends email to parent (can vary based on geofence logic) | | Success Response | Returns a 200 response to the triggering device | 🧠 How the Logic Works The student’s phone runs a shortcut when near school. Sends coordinates to webhook. Workflow compares coordinates with predefined geofence (e.g., radius around school). If inside school zone: Log arrival Notify teacher and/or parent Else: Optionally notify parent only 📱 iOS Shortcut Sample (Trigger Setup) Automation Trigger**: Arrive at Location (e.g., School) Action**: Run Shortcut → Make Web Request (POST) POST URL: https://your-n8n-instance.com/webhook/location-update Body Example: { "student_id": "STU042", "student_name": "Anaya Joshi", "lat": 19.0760, "lng": 72.8777, "timestamp": "2025-08-06T08:05:00" } 📊 Google Sheets Logging | Student ID | Name | Date | Time | Status | | ---------- | ----------- | ---------- | ----- | ------- | | STU042 | Anaya Joshi | 2025-08-06 | 08:05 | Arrived | ⚙️ Setup Requirements n8n Instance** with webhook support Google Sheet** with appropriate columns iOS Shortcut** setup on student device Teacher and Parent Email Addresses** configured in workflow

How it Works This workflow automates customer support for SMEs in five simple steps: Capture requests via a Webhook connected to a contact form. Extract the message to make processing easier. Check categories (e.g., refund-related requests) using an IF node. Save all tickets to a Google Sheet for tracking. Send an acknowledgment email back to the customer automatically. This setup ensures all customer inquiries are logged, categorized, and acknowledged without manual effort. Setup Steps Webhook Add a Webhook node with the path customer-support. Configure your contact form or system to send name, email, and message to this webhook. Extract Message (Set Node) Add a Set node. Map the incoming message field to make it available for other nodes. Check Category (IF Node) Insert an IF node. Example: check if the message contains the word “refund”. This allows you to route refund-related requests differently if needed. Save Ticket (Google Sheets) Connect to Google Sheets with OAuth2 credentials. Operation: Append. Range: Tickets!A:C. Map the fields Name, Email, and Message. Send Acknowledgement (Email Send) Configure the Email Send node with your SMTP credentials. To: ={{$json.email}}. Subject: Support Ticket Received. Body: personalize with {{$json.name}} and include the {{$json.message}}. 👉 With this workflow, SMEs can handle incoming support tickets more efficiently, maintain a simple ticket log, and improve customer satisfaction through instant acknowledgment.

💬 GPT-5 Powered Telegram Bot — AI/ML API + n8n This n8n workflow lets users chat with GPT-5 directly in Telegram. It simulates typing for a natural UX, sends messages to GPT-5 via AI/ML API, and replies back in the same chat. Optionally, each interaction can be logged in Google Sheets. 🚀 Features 📩 Telegram-based chat input 💬 Typing indicator before reply 🧠 High-quality AI responses via openai/gpt-5-chat-latest (AI/ML API) 📤 Replies sent back in Telegram with formatting 📝 Optional logging to Google Sheets 🔒 Secure credential handling in n8n 🛠 Setup Guide 1. 📲 Create Telegram Bot Open @BotFather Use /newbot, choose name + username Save the API token 2. 🔐 Set Up Credentials in n8n Telegram API: paste the BotFather token AI/ML API: create a key from aimlapi.com (Optional) Google Sheets: connect via OAuth2/Service Account 3. 📗 Prepare Google Sheet (optional logging) Name: e.g., GPT5 Bot Logs Sheet: Sheet1 Columns: user_id | date | query | response 4. 🔧 Configure Workflow Import the JSON into n8n Attach your credentials to the Telegram + AI/ML API nodes (Optional) update Google Sheets node with Sheet ID ⚙️ Flow Summary | Node | Function | | ------------------------------- | -------------------------------------- | | 📩 Receive Telegram Message | Trigger on user message | | 💬 Simulate Typing | Sends "typing…" action to Telegram | | 🧠 Process with GPT-5 | Calls AI/ML API with message text | | 📤 Send Response to Telegram | Replies back to user with model output | | 📝 Log Interaction (optional) | Appends log row to Google Sheets | 💡 Example User Flow User sends: What’s the capital of Japan? Bot replies after "typing…": The capital of Japan is Tokyo. Conversation continues naturally. 🧪 Testing Use a test chat with your bot Trigger via /execute workflow (not “Execute Node”) Add Set or Console nodes for debugging 📎 Resources 🔗 AI/ML API Docs 🤖 GPT-5 Models