Workflow Templates

Description This workflow intelligently analyzes incoming Gmail emails, classifies intent using GPT-4, and sends real-time Slack notifications while logging structured data into Google Sheets. It provides a smart, AI-assisted communication workflow that saves time and ensures no important email is overlooked. 🤖💌📊 What This Template Does Monitors Gmail for unread or new incoming emails. 📥 Extracts sender, subject, and body content for processing. ✉️ Uses GPT-4 to analyze email intent and determine priority. 🧠 Formats key insights (sender, summary, intent, urgency). 🧾 Posts structured summaries and priority alerts in Slack. 💬 Logs all processed emails with classification results in Google Sheets. 📊 Sends error notifications in case of API or parsing failures. 🚨 Key Benefits ✅ AI-driven email intent classification for smarter response handling. ✅ Seamless Slack notifications for high-priority or urgent emails. ✅ Maintains a centralized record of email insights in Google Sheets. ✅ Reduces response time by surfacing critical messages instantly. ✅ Minimizes manual email triage and improves team productivity. Features Real-time Gmail monitoring for unread emails. AI-based classification using GPT-4. Slack notifications with rich formatting and urgency tagging. Google Sheets logging for tracking and analytics. Built-in error handling with notification alerts. Modular setup for easy credential reuse across projects. Requirements Gmail OAuth2 credentials with inbox read access. Slack Bot token with chat:write and channels:history scopes. Google Sheets OAuth2 credentials for data logging. Azure OpenAI (or OpenAI GPT-4) API credentials. n8n instance (cloud or self-hosted). Target Audience Customer support teams managing shared inboxes. Operations teams tracking email-based requests. Sales or marketing teams prioritizing inbound leads. AI automation enthusiasts optimizing email workflows. Remote teams using Slack for real-time updates. Step-by-Step Setup Instructions Connect your Gmail, Slack, Google Sheets, and GPT-4 credentials in n8n. 🔑 Specify the Gmail search filter (e.g., is:unread) for tracking new emails. 📬 Add your Slack channel ID in the notification node. 💬 Set your Google Sheet ID and tab name for logging results. 📊 Run once manually to verify connection and output structure. ✅ Enable the workflow for continuous, real-time execution. 🚀

Automate admin tasks for manufacturing companies by processing emails, extracting key data from invoices & purchase orders, and delivering instant alerts via Gmail and Telegram. 📝 Description This workflow automatically: Fetches incoming emails from Gmail Classifies emails (invoices, purchase orders, payment follow-up, etc.) using AI Sends tailored auto-replies based on content and attachment presence Extracts structured data from attached invoices/POs (PDFs etc.) Delivers alerts and document files to your team via Telegram Logs or routes data for further use in accounting or internal systems ⚙️ Pre-Conditions & Requirements Before using this workflow, you need: Gmail Account with API access (for OAuth2 authentication) Telegram Bot API Token (create a Telegram bot and get your API key) Optional: API credentials for Google Sheets or other data sinks if you want to log extracted data OpenRouter API credentials (for LLM-powered nodes, if used) Access to an n8n instance (cloud or self-hosted) 🛠 Setup Instructions Import the Workflow: Download the JSON file and import it into your n8n instance. Connect Accounts: Configure the Gmail Trigger node with your Gmail OAuth2 credentials Set up the Telegram node with your bot API token Set Required Variables: Adjust AI instructions or prompt text if needed (for your company’s tone/templates) Customize labels, keywords, or filters in code nodes for your use case Set target Telegram chat/group IDs Test the Workflow: Send a sample email with attachments to your Gmail account Confirm that emails are classified, replies are sent, and Telegram notifications/mobile alerts are delivered as expected Review and Connect Optional Modules: For logging or archiving extracted data, connect additional “Google Sheets” or “Webhook” nodes as needed 🧩 Customization Tips Modify Email Categories: Update AI prompt instructions or filters to add/change labels (“Vendor Query,” “Partial Payment,” etc.) Attachment Handling: Edit the code node logic to detect and process additional file types (DWG, XLSX, ZIP, etc.) Notification Logic: Change the Telegram destination or add Slack/Microsoft Teams for broader team alerts Data Logging: Add nodes for CRM, inventory, or ERP integration (push to your accounting or workflow management tool) Example AI Prompt (for categorization) text You are the personal emailing assistant for Zenith Engineering, a manufacturing company... Your tasks: Categorize each email by priority Draft polite, professional replies... Identify and label attachments such as invoices, POs, drawings Response should be a valid JSON object: {"Label":"Important", "Response":"..."} If you have any doubts and questions let me know : smonu2303@gmail.com from Pune. Linkedin: https://www.linkedin.com/in/raj-more-171560bb/

🤖 AI-Powered Job Matcher & Resume Customizer Description This advanced workflow automates the entire job search and preparation process, moving beyond simple notifications to provide AI-driven career intelligence. It connects to LinkedIn to scrape fresh job postings, filters against jobs you've already seen, and then uses powerful LLMs (Mistral Large/Small) to perform a detailed resume-to-job match, generate tailored cover letters, and provide concrete resume improvement suggestions. All data is logged into a Google Sheet for comprehensive tracking, and a clean, single Daily Digest Email summarizes the top 5 matches found each day. ✨ Key Features Automated Scheduling:** Runs daily to find new job postings. Multi-Keyword Search:** Uses your main job title and three alternate titles generated by an AI Agent for maximum search coverage. LinkedIn Web Scraping:** Pulls new job URLs, details, location, and salary data from LinkedIn Search results. Duplicate Prevention:* Uses the *Compare Datasets** node to ensure only new, unseen jobs are processed against your master Google Sheet. Intelligent Matching (LLM):** The workflow performs a detailed job-to-resume comparison, generating: A Match Score (0-100) with evidence for alignment in skills, experience, and domain. A Tailored Cover Letter specific to the job title and company. Actionable Resume Improvement points (e.g., [ADD], [QUANTIFY]) to optimize your resume for the specific role. Centralized Tracking:* Saves all job data, match scores, cover letters, and resume suggestions to a *Google Sheet**. Professional Daily Digest:* Sends a single, clean *HTML email** summarizing the top 5 highest-scoring job matches for easy review. 🛠️ Prerequisites n8n Credentials: Google Drive: To download your resume (PDF/DOCX file URL). Google Sheets: To connect to your job tracking sheet. Gmail: To send the daily digest email. Mistral Cloud: For the LLM processing (Resume Breakdown, Job Matching, and Resume Analysis). External Files: A Job Tracking Google Sheet (used as a master database). Your current Resume file (PDF recommended, hosted on Google Drive). Setup Notes: Update the file links (Download Resume node) and Google Sheet details (Get row(s)/Append nodes). Set your personal email address in the Send Digest Email node. Review the LLM prompts to tailor the AI agent's persona and output fields to your exact needs.

Customer Testimonial Collector Workflow Transform scattered testimonials into organized marketing assets - achieving 500 percent increase in testimonial collection, instant multi-channel optimization, and turning happy customers into brand advocates with automated rewards and recognition. What This Workflow Does Revolutionizes testimonial management with AI-powered analysis and multi-channel optimization: Centralized Collection via Jotform with structured fields for consistency AI Tone Detection using GPT-4 to analyze sentiment, authenticity, and emotional impact with 0-100 scoring Smart Quote Extraction that automatically identifies best soundbites for different marketing channels Organized Library using Google Sheets database with searchable tags, ratings, and usage permissions Automated Thank-You emails with exclusive coupon codes (20 percent for 5-star reviews) Social Media Optimization where AI creates Twitter, LinkedIn, and website versions automatically Marketing Team Alerts with real-time notifications including priority levels and usage recommendations Smart Rewards using dynamic discount codes based on rating quality Use Case Matching where AI identifies which marketing channels and audiences fit each testimonial Marketing-Ready Assets including headlines, callout words, and visual suggestions Key Features AI Testimonial Analyst: GPT-4 evaluates testimonials across 20 plus dimensions including tone, authenticity, emotional impact, and competitive advantages revealed Multi-Channel Optimization: Automatically generates Twitter-ready (280 characters), LinkedIn professional (150 words), and website polished (50-75 words) versions Tone and Sentiment Detection: Classifies testimonials as Enthusiastic, Professional, Grateful, Impressed, Transformative, or Skeptical-to-Believer with 0-100 sentiment scores Best Quote Extraction: AI identifies the single most impactful sentence plus 2-3 alternate quotes for different contexts Authenticity Scoring: Filters generic testimonials by rating authenticity as very-authentic, authentic, or generic Key Benefits Identification: Automatically extracts specific benefits mentioned such as time savings, cost reduction, and quality improvement Pain Points Mapping: Identifies what problems the customer solved by using your product or service Specific Results Tracking: Captures measurable outcomes like revenue increase, efficiency gains, and customer satisfaction improvements Marketing Priority Levels: AI assigns high, medium, or low priority to help marketing teams focus on most impactful testimonials Target Audience Matching: Identifies which customer segments would most relate to each testimonial Buyer Journey Staging: Tags testimonials by awareness, consideration, or decision stage for funnel optimization Competitive Differentiation: Identifies what each testimonial reveals about your competitive advantages Visual Design Suggestions: AI recommends graphic styles and callout words for testimonial graphics Permission Tracking: Automatically logs customer consent for public use across different channels Smart Coupon Generation: Creates unique codes with expiration dates and rating-based discount tiers Referral Incentives: Thank-you emails include referral program details to drive word-of-mouth Perfect For SaaS Companies needing social proof for landing pages and product pages E-commerce Stores showcasing customer satisfaction and product quality B2B Service Providers including consulting, agencies, and professional services building credibility Course Creators and online educators leveraging student success stories Healthcare Practices with patient testimonials (HIPAA-compliant with proper permissions) Real Estate Agents collecting client feedback for marketing materials Restaurants and Hospitality businesses gathering guest reviews and experiences Fitness and Wellness brands showcasing transformation stories What You Will Need Required Integrations Jotform - Testimonial submission form (free tier works) OpenAI API - GPT-4 for AI testimonial analysis (approximately 20-40 cents per testimonial) Gmail - Automated thank-you emails and marketing team notifications Google Sheets - Testimonial library and searchable database Optional Integrations Social Media APIs to auto-post testimonials to Twitter, LinkedIn, Facebook CRM Integration to link testimonials to customer profiles in HubSpot or Salesforce WordPress or Website integration to auto-publish approved testimonials to website testimonial pages Quick Start Import Template - Copy JSON and import into n8n Add OpenAI Credentials - Set up OpenAI API key (GPT-4 recommended for best analysis) Create Jotform Testimonial Form with fields for Customer Name, Email, Company, Job Title, Product Used, Testimonial Text, Rating, Permission to Share, Photo Upload, and Use Case Configure Gmail - Add Gmail OAuth2 credentials (same for both Gmail nodes) Setup Google Sheets - Create spreadsheet with Testimonial Library sheet and replace sheet ID in workflow Customize Coupon Logic if needed by editing the Generate Coupon Code node Brand Email Templates by updating company name, logo URLs, and colors Set Marketing Team Email address in notification node Test Workflow by submitting test testimonial through Jotform Launch Campaign by sharing form link in post-purchase emails Customization Options Multi-Language Support by translating forms and AI prompts for international customers Video Testimonials by adding video upload field and storing URLs in sheets Anonymous Options to allow customers to submit testimonials without public attribution Approval Workflow by adding manager approval step before testimonials go live A/B Testing to tag testimonials for split testing different versions on landing pages Industry-Specific Fields customized for your vertical such as results achieved, ROI, time saved Automated Publishing to connect to WordPress or CMS to auto-publish approved testimonials Social Media Auto-Posting to schedule tweets and LinkedIn posts with testimonial content Reward Tiers to create VIP rewards for customers who refer others after submitting testimonials NPS Integration to combine with Net Promoter Score surveys Review Platform Sync to auto-request reviews on Google, Yelp, Trustpilot, G2, Capterra Case Study Pipeline to flag high-impact testimonials for full case study development Customer Success Alerts to notify CSMs when their customers submit testimonials Testimonial Rotation to auto-rotate testimonials on website based on visitor industry Sentiment Trending to track sentiment scores over time Expected Results 500 percent increase in testimonial submissions due to easy form and rewards 90 percent reduction in manual testimonial management through automated categorization 10 hours per month saved as marketing team instantly finds perfect testimonials 40 percent improvement in conversion rates from authentic testimonials on landing pages 85 percent customer satisfaction with reward process driving loyalty 60 percent of testimonials rated high priority by AI filtering 100 percent organized testimonial library ensuring no great testimonial is lost 3x increase in referrals from thank-you emails with incentives 75 percent reduction in testimonial editing time as AI creates ready-to-use content 50 percent more social media engagement from optimized testimonial posts Use Cases SaaS Company Example A marketing manager with 150 customers needs social proof for new landing page launching next week. Scattered testimonials exist in emails, support tickets, and social media messages with no time to organize them. Solution: Sends form link to 50 happiest customers and receives 35 testimonials within 48 hours. AI analyzes all submissions and extracts best quotes. Manager filters by high priority and landing page use case to find 8 perfect testimonials with website versions already optimized. Result: Landing page launches on time with authentic testimonials. Conversion rate increases 42 percent. Customer uses discount code to upgrade plan. Refers 2 colleagues who become customers. Total impact exceeds 1400 dollars in incremental revenue. E-commerce Fashion Brand Example Post-purchase emails have generic review links. Most customers ignore them. Social proof on product pages is weak with only 2-3 old reviews while competitors have hundreds of testimonials. Solution: Adds form link to order confirmation emails 7 days post-delivery with incentive messaging. 500 customers submit testimonials in first month (10 percent response rate). AI identifies best testimonials for each product category. Result: Product pages updated with enthusiastic testimonials. Add-to-cart rate increases 65 percent. Customer uses discount code for repeat purchase. Posts social media content that brand reposts to followers. One testimonial workflow generates over 3500 dollars in attributed revenue. B2B Consulting Firm Example Proposals need client testimonials but they are trapped in old email threads. Asking clients feels awkward and time-consuming with no systematic collection process. Solution: Sends form link at project completion milestones via personal email from account manager. 22 of 30 clients submit testimonials (73 percent response rate). AI extracts ROI stories and specific results. Result: Testimonial added to proposal template addressing exact objection about being better than current firm. Close rate on proposals increases 30 percent. Client refers colleague who becomes high-value client. Full case study developed generates inbound leads. One testimonial workflow generates over 80000 dollars in new business. Online Course Creator Example Students post success stories in Facebook group and via email with no organized collection system. Website has only 3 old testimonials from 2 years ago. Low enrollment due to lack of social proof. Solution: Adds form link to course completion emails and shares in Facebook group with incentive. 180 students submit testimonials in first month (9 percent of students). AI identifies transformation stories and specific skills gained. Result: Testimonial added to course landing page as featured transformation story. Enrollment rate increases 55 percent as specific details address will-this-work objection. Student enrolls in advanced course using discount code. Testimonial shared in ads generates high ROAS. Workflow drives over 15000 dollars in additional course revenue. Healthcare Practice Example Patients verbally express gratitude but practice has only 15 online reviews. Need more social proof for website to attract new patients. Asking patients in-person feels pushy. Solution: Sends form link in post-appointment follow-up emails with clear HIPAA disclosure. Permission checkboxes for sharing testimonial publicly and using name and photo. 75 patients submit testimonials in first month. AI identifies compassionate care themes and specific improvements. Result: Testimonial added to service page. Inquiry rate increases 40 percent as testimonial addresses surgery fear objection. Patient agrees to video testimonial which becomes centerpiece of landing page. Multiple new patients mention seeing testimonial during consultations. One testimonial workflow generates multiple new patients and significant revenue. Practice review rating improves substantially. Pro Tips Timing is Everything: Send form 7-10 days after purchase or project completion when customers are still excited Incentivize Generously: 15-20 percent discount codes dramatically increase submission rates Make It Easy: Pre-fill customer information when possible and keep form under 10 fields Photo Requests Work: 60 percent of customers will upload headshots if you explain it increases credibility Video Follow-Ups: After receiving strong text testimonial, reach out personally to request video version Permission Clarity: Be explicit about where and how testimonials will be used Response Templates: Create templates for personal follow-ups to high-priority testimonials Quarterly Campaigns: Run testimonial collection campaigns quarterly with bonus rewards Showcase Submissions: Feature new testimonials in monthly newsletter A/B Test Formats: Test different testimonial layouts on website Industry Segmentation: Filter testimonials by industry for targeted landing pages NPS Integration: Send testimonial forms only to Promoters for higher quality submissions Social Proof Everywhere: Use testimonial snippets in email signatures and proposal templates Update Regularly: Refresh website testimonials quarterly to maintain relevance Track Attribution: Tag testimonials with UTM parameters when shared on social media Learning Resources This workflow demonstrates advanced automation including AI Agents for Content Optimization, Dynamic Reward Logic, Marketing Asset Generation, Sentiment Analysis, Data Organization, Multi-Channel Optimization, Customer Journey Mapping, Competitive Intelligence, Workflow Efficiency, and Permission Management. Business Impact Metrics Track these key metrics to measure success: Testimonial Collection Rate: Monitor percentage of customers who submit testimonials (target 10-15 percent) Submission Quality Score: Monitor average AI authenticity and sentiment scores (target 80 plus out of 100) Marketing Team Efficiency: Measure time saved finding and formatting testimonials (expect 10 plus hours per month saved) Conversion Rate Impact: A/B test pages with and without optimized testimonials (expect 30-50 percent lift) Reward Redemption Rate: Track percentage of customers who use thank-you coupon codes (typical 40-60 percent) Referral Generation: Count referrals attributed to testimonial thank-you emails (expect 3-5 percent referral rate) Social Media Engagement: Monitor engagement on testimonial posts versus other content (expect 2-3x higher) High-Priority Testimonial Ratio: Track percentage of testimonials rated high priority by AI (target 50-70 percent) Time to Marketing Use: Measure days from submission to live testimonial on website (aim for under 1 day) Customer Satisfaction: Survey customers about testimonial submission experience (target 90 percent plus positive) Template Compatibility Compatible with n8n version 1.0 and above Works with n8n Cloud and Self-Hosted No coding required for basic setup Fully customizable for industry-specific needs Ready to turn customers into brand advocates? Import this template and transform scattered testimonials into organized marketing assets with AI-powered analysis and automation!

Overview This automated workflow intelligently qualifies interior design leads, generates personalized client emails, and manages follow-up through a human-approval process. Built with n8n, Claude AI, Telegram approval, and Notion database integration. ⚠️ Hosting Options This template works with both n8n Cloud and self-hosted instances. Most nodes are native to n8n, making it cloud-compatible out of the box. What This Template Does Automated Lead Management Pipeline: Captures client intake form submissions from website or n8n forms AI-powered classification into HOT/WARM/COLD categories based on budget, project scope, and commitment indicators Generates personalized outreach emails tailored to each lead type Human approval workflow via Telegram for quality control Email revision capability for rejected drafts Automated client email delivery via Gmail Centralized lead tracking in Notion database Key Features ✅ Intelligent Lead Scoring: Analyzes 12+ data points including budget (AED), space count, project type, timeline, and style preferences ✅ Personalized Communication: AI-generated emails reference specific client details, demonstrating genuine understanding ✅ Quality Control: Human-in-the-loop approval via Telegram prevents errors before client contact ✅ Smart Routing: Different workflows for qualified leads (meeting invitations) vs. unqualified leads (respectful alternatives) ✅ Revision Loop: Rejected emails automatically route to revision agent for improvements ✅ Database Integration: All leads stored in Notion for pipeline tracking and analytics Use Cases Interior design firms managing high-volume lead intake Architecture practices with complex qualification criteria Home renovation companies prioritizing project value Any service business requiring budget-based lead scoring Sales teams needing approval workflows before client contact Prerequisites Required Accounts & API Keys: Anthropic Claude API - For AI classification and email generation Telegram Bot Token - For approval notifications Gmail Account - For sending client emails (or any SMTP provider) Notion Account - For lead database storage n8n Account - Cloud or self-hosted instance Technical Requirements: Basic understanding of n8n workflows Ability to create Telegram bots via BotFather Gmail app password or OAuth setup Notion database with appropriate properties Setup Instructions Step 1: Clone and Import Template Copy this template to your n8n instance (cloud or self-hosted) All nodes will appear as inactive - this is normal Step 2: Configure Form Trigger Open the Client Intake Form Trigger node Choose your trigger type: For n8n forms: Configure form fields matching the template structure For webhook: Copy webhook URL and integrate with your website form Required form fields: First Name, Second Name, Email, Contact Number Project Address, Project Type, Spaces Included Budget Range, Completion Date, Style Preferences Involvement Level, Previous Experience, Inspiration Links Step 3: Set Up Claude AI Credentials Obtain API key from https://console.anthropic.com In n8n: Create new credential → Anthropic → Paste API key Apply credential to these nodes: AI Lead Scoring Engine Personalized Client Outreach Email Generator Email Revision Agent Step 4: Configure Telegram Approval Bot Create bot via Telegram's @BotFather Copy bot token Get your Telegram Chat ID (use @userinfobot) In n8n: Create Telegram credential with bot token Configure Human-in-the-Loop Email Approval node: Add your Chat ID Customize approval message format if desired Step 5: Set Up Gmail Sending Enable 2-factor authentication on Gmail account Generate app password: Google Account → Security → App Passwords In n8n: Create Gmail credential using app password Configure Client Email Delivery node with sender details Step 6: Connect Notion Database Create Notion integration at https://www.notion.so/my-integrations Copy integration token Create database with these properties: Client Name (Title), Email (Email), Contact Number (Phone) Project Address (Text), Project Type (Multi-select) Spaces Included (Text), Budget (Select), Timeline (Date) Classification (Select: HOT/WARM/COLD), Confidence (Select) Estimated Value (Number), Status (Select) Share database with your integration In n8n: Add Notion credential → Paste token Configure Notion Lead Database Manager with database ID Step 7: Customize Classification Rules (Optional) Open AI Lead Scoring Engine node Review classification criteria in the prompt: HOT: 500k+ AED, full renovations, 2+ spaces WARM: 100k+ AED, 2+ spaces COLD: <100k AED OR single space Adjust thresholds to match your business requirements Modify currency if not using AED Step 8: Personalize Email Templates Open Personalized Client Outreach Email Generator node Customize: Company name and branding Signature placeholders ([Your Name], [Title], etc.) Tone and style preferences Alternative designer recommendations for COLD leads Step 9: Test the Workflow Activate the workflow Submit a test form with sample data Monitor each node execution in n8n Check Telegram for approval message Verify email delivery and Notion database entry Step 10: Set Up Error Handling (Recommended) Add error workflow trigger Configure notifications for failed executions Set up retry logic for API failures Workflow Node Breakdown 1. Client Intake Form Trigger Captures lead data from website forms or n8n native forms with all project details. 2. AI Lead Scoring Engine Analyzes intake data using structured logic: budget validation, space counting, and multi-factor evaluation. Returns HOT/WARM/COLD classification with confidence scores. 3. Lead Classification Router Routes leads into three priority workflows based on AI classification, optimizing resource allocation. 4. Sales Team Email Notifier Sends instant alerts to sales representatives with complete lead details and AI reasoning for internal tracking. 5. Personalized Client Outreach Email Generator AI-powered composer creating tailored responses demonstrating genuine understanding of client vision, adapted by lead type. 6. Latest Email Version Controller Captures most recent email output ensuring only final approved version proceeds to delivery. 7. Human-in-the-Loop Email Approval Telegram-based review checkpoint sending generated emails to team member for quality control before client delivery. 8. Approval Decision Router Evaluates reviewer's response, routing approved emails to client delivery or rejected emails to revision agent. 9. Email Revision Agent AI-powered editor refining rejected emails based on feedback while maintaining personalization and brand voice. 10. Client Email Delivery Sends final approved personalized emails demonstrating understanding of project vision with clear next steps. 11. Notion Lead Database Manager Records all potential clients with complete intake data, classification results, and tracking information for pipeline management. Customization Tips Adjust Classification Thresholds: Modify budget ranges and space requirements in the AI Lead Scoring Engine prompt to match your market and service level. Multi-Language Support: Update all AI agent prompts with instructions for your target language. Claude supports 100+ languages. Additional Routing: Add branches for special cases like urgent projects, VIP clients, or specific geographic regions. CRM Integration: Replace Notion with HubSpot, Salesforce, or Airtable using respective n8n nodes. SMS Notifications: Add Twilio node for immediate HOT lead alerts to mobile devices. Troubleshooting Issue: Telegram approval not received Verify bot token is correct Confirm chat ID matches your Telegram account Check bot is not blocked Issue: Claude API errors Verify API key validity and credits Check prompt length isn't exceeding token limits Review rate limits on your Anthropic plan Issue: Gmail not sending Confirm app password (not regular password) is used Check "Less secure app access" if using older method Verify daily sending limits not exceeded Issue: Notion database not updating Confirm integration has access to database Verify property names match exactly (case-sensitive) Check property types align with data being sent Template Metrics Execution Time**: ~30-45 seconds per lead (including AI processing) API Calls**: 2-3 Claude requests per lead (classification + email generation, +1 if revision) Cost Estimate**: ~$0.05-0.15 per lead processed (based on Claude API pricing) Support & Community n8n Community Forum**: https://community.n8n.io Template Issues**: Report bugs or suggest improvements via n8n template feedback Claude Documentation**: https://docs.anthropic.com Notion API Docs**: https://developers.notion.com License This template is provided as-is under MIT license. Modify and adapt freely for your business needs. Version: 1.0 Last Updated: October 2025 Compatibility: n8n v1.0+ (Cloud & Self-Hosted), Claude API v2024-10+

Instant, automated scheduling. This AI Scheduling Agent manages real-time appointments, availability checks, and rescheduling across Google Calendar and Sheets, eliminating human hold times. 🎯 Problem Statement Traditional call center or online booking systems often lack the flexibility to handle complex, multi-step customer requests like rescheduling, checking dynamic availability across multiple time slots, or handling context-aware conversational booking. This leads to friction, missed bookings, and high administrative overhead for service companies like HVAC providers. ✨ Solution This workflow deploys a sophisticated AI Scheduling Agent that acts as a virtual receptionist. It uses the Language Model's (LLM) "tool-use" capability to intelligently execute complex, sequential business logic (e.g., check availability before booking, find existing events before rescheduling) and manages the entire lifecycle of a service appointment, from initial inquiry to final confirmation. ⚙️ How It Works (Multi-Step Execution) Trigger: A customer request (e.g., from an external voice or text platform) hits the Webhook Trigger with intent details (e.g., tool\_request: 'reschedule\_appointment'). Agent Logic: The Receptionist Agent uses a strict system prompt and its internal tools to formulate an execution plan. It maintains conversational state via the simple-memory node. Tool Execution (Example: Reschedule): The Agent executes a predefined sequence of private tools: find\_old\_event: Locates the existing booking ID using the customer's email. check\_calendar: Verifies the proposed new time is available (2-hour window). reschedule\_appointment: Updates the calendar event. log\_lead: Updates the central Google Sheet. Synchronous Response: The Agent sends a confirmation or follow-up question via the respond\_to\_webhook node. Asynchronous Confirmation: The log\_lead action triggers a secondary workflow that composes a professional email via a second LLM (Anthropic) and sends it to the customer via Gmail, followed by an internal alert via Google Chat. 🛠️ Setup Steps Credentials: AI/LLM: Configure credentials for the Language Model used (OpenAI or Gemini) for the core Agent. Google Services: Set up OAuth2 credentials for Google Calendar (for booking/checking), Google Sheets (for logging), and Gmail (for customer confirmation). Google Calendar: Specify the technician's calendar ID (bhuvaneshx13@gmail.com in the template) in all Calendar nodes. Google Sheets: Create a new Google Sheet to serve as the Lead Log and update the Document ID and Sheet Name in the log\_lead and log\_lead\_trigger nodes. Tool Configuration: Review and customize the Agent's system prompt in the Receptionist node to align time zone rules (currently Asia/Kolkata - IST) and business hours (9:00 AM to 6:00 PM) with your operations. ✅ Benefits Increased Efficiency: Fully automates complex scheduling and rescheduling, freeing up human staff. Contextual Service: AI handles multi-turn conversations and adheres to strict business rules (e.g., 2-hour slots, maximum tool usage). Data Integrity: Ensures all bookings are immediately logged to Google Sheets, maintaining a centralized record (CRM). Professional Flow: Provides immediate confirmation to the customer via email and instant notification to the internal team via chat. 🚀 Other Use Cases The underlying multi-step, tool-execution pattern is highly versatile and can be adapted for any service industry requiring complex, rules-based scheduling: Real Estate:** Scheduling property viewings (Check agent availability → Book viewing → Send directions). HVAC Services:** Managing maintenance and repair visits (Diagnose issue type → Match with qualified technician → Check part availability → Schedule visit → Send service confirmation). Medical/Dental:** Booking patient appointments (Check insurance eligibility → Check doctor availability → Book → Send pre-visit forms). Legal Services:** Intake for consultations (Collect client issue → Check specialist availability → Book → Send retainer agreement). Automotive Repair:** Scheduling service bays (Check bay and mechanic availability → Book → Update internal service board).

📚In the social and behavioral sciences (e.g., psychology, sociology, economics, management), researchers and students often need to normalize academic paper metadata and extract variables before any literature review or meta-analysis. 🧩This workflow automates the busywork. Using an LLM, it processes CSV/XLSX/XLS files (exported from WoS, Scopus, EndNote, Zotero, or your own spreadsheets) into normalized metadata and extracted variables, and writes a neat table to Google Sheets. 🔗 Example Google Sheet: click me 👥 Who is this for? 🎓 Undergraduate and graduate students or researchers in soft-science fields (psychology, sociology, economics, business) ⏱️ People who don’t have time to read full papers and need quick overviews 📊 Anyone who wants to automate academic paper metadata normalization and variable extraction to speed up a literature review ⚙️ How it works 📤 Upload an academic paper file (CSV/XLSX/XLS) in chat. 📑 The workflow creates a Google Sheets spreadsheet with two tabs: Checkpoint and FinalResult. 🔎 A structured-output LLM normalizes core metadata (title, abstract, authors, publication date, source) from the uploaded file and writes it to Checkpoint; 📧 a Gmail notification is sent when finished. 🧪 A second structured-output LLM uses the metadata above to extract variables (Independent Variable, Dependent Variable) and writes them to FinalResult; 📧 you’ll get a second Gmail notification when done. 🛠️ How to set up 🔑 Credentials Google Sheets OAuth2** (read/write) Gmail OAuth2** (send notifications) Google Gemini (or any LLM you prefer)** 🚀 Quick start Connect Google Sheets, Gmail, and Gemini (or your LLM) credentials. Open File Upload Trigger → upload your CSV/XLSX/XLS file and type a name in chat (used as the Google Sheets spreadsheet title). Watch your inbox for status emails and open the Google Sheets spreadsheet to review Checkpoint and FinalResult. 🎛 Customization 🗂️ Journal lists: Edit the Journal Rank Classifier code node to add/remove titles. The default list is for business/management journals—swap it for a list from your own field. 🔔 Notifications: Replace Gmail with Slack, Teams, or any channel you prefer. 🧠 LLM outputs: Need different metadata or extracted data? Edit the LLM’s system prompt and Structured Output Parser. 📝 Note 📝 Make sure your file includes abstracts. If the academic paper data you upload doesn’t contain an abstract, the extracted results will be far less useful. 🧩 CSV yields no items? Encoding mismatches can break the workflow. If this happens, convert the CSV to .xls or .xlsx and try again. 📩 Help Contact: owenlzyxg@gmail.com

How it works This workflow automatically detects new image files uploaded to a Google Drive folder, extracts Japanese text using OCR, summarizes it with AI, and records the result in Google Sheets. Finally, it sends a completion email notification with the file name and summary. Workflow steps: Google Drive New File Trigger – Watches a specific Google Drive folder for new image uploads. Download Image File – Downloads the newly uploaded image for processing. Extract Text with OCR.space – Sends the image to the OCR.space API to extract text (Japanese supported). Format OCR Result & Check for Empty – Cleans and validates the extracted text. Generate Summary with OpenRouter AI – Uses an AI model to generate a short summary of the text. OpenRouter Chat Model – Connects the AI Agent to the OpenRouter language model. Append row in sheet – Adds the file name, AI summary, and processing date to Google Sheets. Send Completion Notification via Gmail – Sends an email with the summarized content and Google Sheets link. Process Completed – Marks the workflow’s successful end. Setup steps Connect your Google Drive, Google Sheets, and Gmail accounts through credentials. Set your OCR.space API key in the HTTP Request node. Add your OpenRouter API key credential for the AI node. Replace the Google Sheet ID and folder ID with your own. Customize the Gmail recipient and email message as needed. Adjust the polling frequency (e.g., every 1 minute) depending on your workflow needs. Ideal for Digitizing and summarizing handwritten or printed book pages. Automatically extracting and archiving text from scanned reports or notes. Businesses or educators automating document reading and summarization tasks. ⚙️ Note: Each node includes a clear English Sticky Note above it for easier understanding and documentation.

Automated Event Badge Generator Streamline your event registration process with this fully automated badge generation system. Perfect for conferences, seminars, corporate events, universities, and training programs. 🎯 What This Workflow Does Receives Registration Data via webhook (POST request) Validates & Sanitizes attendee information (email, name, role) Generates Unique QR Codes for each attendee with scannable IDs Creates Beautiful HTML Badges with gradient design and branding Converts to High-Quality PNG Images (400x680px) via HTMLCSStoImage API Logs Everything to Google Sheets for tracking and analytics Sends Personalized Emails with badge attachment and event instructions Handles Errors Gracefully with admin notifications ✨ Key Features Professional Badge Design**: Gradient purple background, attendee photos (initials), QR codes Automatic QR Code Generation**: Unique scannable codes for quick check-in Email Delivery**: Personalized HTML emails with download links Google Sheets Tracking**: Complete audit trail of all badge generations Error Handling**: Admin alerts when generation fails Scalable**: Process registrations one-by-one or in batches 🔧 Required Setup APIs & Credentials: HTMLCSStoImg API - Sign up at https://htmlcsstoimg.com Get API Key Gmail OAuth2 Connect your Gmail account Grant send permissions Google Sheets OAuth2 Create a tracking spreadsheet Add headers: Name, Email, Event, Role, Attendee ID, Badge URL, Timestamp Connect via OAuth2 Before Activation: Replace YOUR_GOOGLE_SHEETS_ID with your Google Sheet ID Replace admin@example.com with your admin email address Add all three credentials Test with sample data 📊 Use Cases Conferences & Seminars**: Generate badges for 100+ attendees Universities**: Student ID cards and event passes Corporate Events**: Employee badges with QR check-in Training Programs**: Course participant badges Workshops**: Professional badges with role identification Trade Shows**: Exhibitor and visitor badges 🎨 Customization Options Badge Design**: Modify HTML/CSS for custom branding, colors, logos QR Code Size**: Adjust dimensions for different use cases Email Template**: Personalize welcome message and instructions Role-Based Badges**: Different designs for VIP, Speaker, Staff, Attendee Multi-Event Support**: Handle multiple events with different templates 📈 What You'll Track Total badges generated Attendee names, emails, roles Badge image URLs for reprints Generation timestamps Event names and dates ⚡ Processing Time Average**: 5-8 seconds per badge Includes**: Validation, QR generation, HTML rendering, image conversion, logging, email 🔒 Security Features Email format validation Continue-on-fail error handling Admin notifications on failures Secure credential storage 💡 Pro Tips Use a dedicated Gmail account for automation Monitor HTMLCSStoImg API limits Create separate sheets for different events Archive old data periodically Set up webhook authentication for production 🚀 Getting Started Import this workflow Add the three required credentials Update Sheet ID and admin email Test with sample registration data Activate and integrate with your registration form Perfect for event organizers, HR teams, universities, and anyone managing events with 10-1000+ attendees!

Outbound Agent - AI-Powered Lead Generation with Natural Language Prospecting This n8n workflow transforms natural language queries into targeted B2B prospecting campaigns by combining Explorium's data intelligence with AI-powered research and personalized email generation. Simply describe your ideal customer profile in plain English, and the workflow automatically finds prospects, enriches their data, researches them, and creates personalized email drafts. DEMO Template Demo Credentials Required To use this workflow, set up the following credentials in your n8n environment: Anthropic API Type:** API Key Used for:** AI Agent query interpretation, email research, and email writing Get your API key at Anthropic Console Explorium API Type:** Generic Header Auth Header:** Authorization Value:** Bearer YOUR_API_KEY Used for:** Prospect matching, contact enrichment, professional profiles, and MCP research Get your API key at Explorium Dashboard Explorium MCP Type:** HTTP Header Auth Used for:** Real-time company and prospect intelligence research Connect to: https://mcp.explorium.ai/mcp Gmail Type:** OAuth2 Used for:** Creating email drafts Alternative options: Outlook, Mailchimp, SendGrid, Lemlist Go to Settings → Credentials, create these credentials, and assign them in the respective nodes before running the workflow. Workflow Overview Node 1: When chat message received This node creates an interactive chat interface where users can describe their prospecting criteria in natural language. Type:** Chat Trigger Purpose:** Accept natural language queries like "Get 5 marketing leaders at fintech startups who joined in the past year and have valid contact information" Example Prompts:** "Find SaaS executives in New York with 50-200 employees" "Get marketing directors at healthcare companies" "Show me VPs at fintech startups with recent funding" Node 2: Chat or Refinement This code node manages the conversation flow, handling both initial user queries and validation error feedback. Function:** Routes either the original chat input or validation error messages to the AI Agent Dynamic Input:** Combines chatInput and errorInput fields Purpose:** Creates a feedback loop for validation error correction Node 3: AI Agent The core intelligence node that interprets natural language and generates structured API calls. Functionality: Interprets user intent from natural language queries Maps concepts to Explorium API filters (job levels, departments, company size, revenue, location, etc.) Generates valid JSON requests with precise filter criteria Handles off-topic queries with helpful guidance Connected to MCP Client for real-time filter specifications AI Components: Anthropic Chat Model:** Claude Sonnet 4 for query interpretation Simple Memory:** Maintains conversation context (100 message window) Output Parser:** Structured JSON output with schema validation MCP Client:** Connected to https://mcp.explorium.ai/mcp for Explorium specifications System Instructions: Expert in converting natural language to Explorium API filters Can revise previous responses based on validation errors Strict adherence to allowed filter values and formats Default settings: mode: "full", size: 10000, page_size: 100, has_email: true Node 4: API Call Validation This code node validates the AI-generated API request against Explorium's filter specifications. Validation Checks: Filter key validity (only allowed filters from approved list) Value format correctness (enums, ranges, country codes) No duplicate values in arrays Proper range structure for experience fields (total_experience_months, current_role_months) Required field presence Allowed Filters: country_code, region_country_code, company_country_code, company_region_country_code company_size, company_revenue, company_age, number_of_locations google_category, naics_category, linkedin_category, company_name city_region_country, website_keywords has_email, has_phone_number job_level, job_department, job_title business_id, total_experience_months, current_role_months Output: isValid: Boolean validation status validationErrors: Array of specific error messages Node 5: Is API Call Valid? Conditional routing node that determines the next step based on validation results. If Valid:** Proceed to Explorium API: Fetch Prospects If Invalid:** Route to Validation Prompter for correction Node 6: Validation Prompter Generates detailed error feedback for the AI Agent when validation fails. This creates a self-correcting loop where the AI learns from validation errors and regenerates compliant requests by routing back to Node 2 (Chat or Refinement). Node 7: Explorium API: Fetch Prospects Makes the validated API call to Explorium's prospect database. Method:** POST Endpoint:** /v1/prospects/fetch Authentication:** Header Auth (Bearer token) Input:** JSON with filters, mode, size, page_size, page Returns:** Array of matched prospects with prospect IDs based on filter criteria Node 8: Pull Prospect IDs Extracts prospect IDs from the fetch response for bulk enrichment. Input:** Full fetch response with prospect data Output:** Array of prospect_id values formatted for enrichment API Node 9: Explorium API: Contact Enrichment Single enrichment node that enhances prospect data with both contact and profile information. Method:** POST Endpoint:** /v1/prospects/enrich Enrichment Types:** contacts, profiles Authentication:** Header Auth (Bearer token) Input:** Array of prospect IDs from Node 8 Returns: Contacts:** Professional emails (current, verified), phone numbers (mobile, work), email validation status, all available email addresses Profiles:** Full professional history, current role details, company information, skills and expertise, education background, experience timeline, job titles and seniority levels Node 10: Clean Output Data Transforms and structures the enriched data for downstream processing. Node 11: Loop Over Items Iterates through each prospect to generate individualized research and emails. Batch Size:** 1 (processes prospects one at a time) Purpose:** Enable personalized research and email generation for each prospect Loop Control:** Processes until all prospects are complete Node 12: Research Email AI-powered research agent that investigates each prospect using Explorium MCP. Input Data: Prospect name, job title, company name, company website LinkedIn URL, job department, skills Research Focus: Company automation tool usage (n8n, Zapier, Make, HubSpot, Salesforce) Data enrichment practices Tech stack and infrastructure (Snowflake, Segment, etc.) Recent company activity and initiatives Pain points related to B2B data (outdated CRM data, manual enrichment, static workflows) Public content (speaking engagements, blog posts, thought leadership) AI Components: Anthropic Chat Model1:** Claude Sonnet 4 for research Simple Memory1:** Maintains research context Explorium MCP1:** Connected to https://mcp.explorium.ai/mcp for real-time intelligence Output: Structured JSON with research findings including automation tools, pain points, personalization notes Node 13: Email Writer Generates personalized cold email drafts based on research findings. Input Data: Contact info from Loop Over Items Current experience and skills Research findings from Research Email agent Company data (name, website) AI Components: Anthropic Chat Model3:** Claude Sonnet 4 for email writing Structured Output Parser:** Enforces JSON schema with email, subject, message fields Output Schema: email: Selected prospect email address (professional preferred) subject: Compelling, personalized subject line message: HTML formatted email body Node 14: Create a draft (Gmail) Creates email drafts in Gmail for review before sending. Resource:** Draft Subject:** From Email Writer output Message:** HTML formatted email body Send To:** Selected prospect email address Authentication:** Gmail OAuth2 After Creation: Loops back to Node 11 (Loop Over Items) to process next prospect Alternative Output Options: Outlook:** Create drafts in Microsoft Outlook Mailchimp:** Add to email campaign SendGrid:** Queue for sending Lemlist:** Add to cold email sequence Workflow Flow Summary Input: User describes target prospects in natural language via chat interface Interpret: AI Agent converts query to structured Explorium API filters using MCP Validate: API call validation ensures filter compliance Refine: If invalid, error feedback loop helps AI correct the request Fetch: Retrieve matching prospect IDs from Explorium database Enrich: Parallel bulk enrichment of contact details and professional profiles Clean: Transform and structure enriched data Loop: Process each prospect individually Research: AI agent uses Explorium MCP to gather company and prospect intelligence Write: Generate personalized email based on research Draft: Create reviewable email drafts in preferred platform This workflow eliminates manual prospecting work by combining natural language processing, intelligent data enrichment, automated research, and personalized email generation—taking you from "I need marketing leaders at fintech companies" to personalized, research-backed email drafts in minutes. Customization Options Flexible Triggers The chat interface can be replaced with: Scheduled runs for recurring prospecting Webhook triggers from CRM updates Manual execution for ad-hoc campaigns Scalable Enrichment Adjust enrichment depth by: Adding more Explorium API endpoints (technographics, funding, news) Configuring prospect batch sizes Customizing data cleaning logic Output Destinations Route emails to your preferred platform: Email Platforms:** Gmail, Outlook, SendGrid, Mailchimp Sales Tools:** Lemlist, Outreach, SalesLoft CRM Integration:** Salesforce, HubSpot (create leads with research) Collaboration:** Slack notifications, Google Docs reports AI Model Flexibility Swap AI providers based on your needs: Default: Anthropic Claude (Sonnet 4) Alternatives: OpenAI GPT-4, Google Gemini Setup Notes Domain Filtering: The workflow prioritizes professional emails—customize email selection logic in the Clean Output Data node MCP Configuration: Explorium MCP requires Header Auth setup—ensure credentials are properly configured Rate Limits: Adjust Loop Over Items batch size if hitting API rate limits Memory Context: Simple Memory maintains conversation history—increase window length for longer sessions Validation: The AI self-corrects through validation loops—monitor early runs to ensure filter accuracy This workflow represents a complete AI-powered sales development representative (SDR) that handles prospecting, research, and personalized outreach with minimal human intervention.

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!

Transform month-end reporting from manual drudgery to automated intelligence - automatically pull P&L data from accounting systems, detect financial anomalies, generate AI-powered insights, calculate health scores, and distribute professional reports with conditional CFO review and smart team alerts. What This Workflow Does Revolutionizes financial reporting with intelligent automation, anomaly detection, and AI-powered analysis: Scheduled Monthly Automation** - Runs automatically on 1st of each month at 9 AM, eliminating manual trigger requirements Dual Period Data Fetching** - Pulls current and previous month P&L data from accounting systems for comparative analysis Automatic Period Calculation** - Intelligently calculates reporting dates for current month and comparison period Smart Data Validation** - Merges and validates financial data from multiple sources ensuring calculation accuracy Growth Rate Analysis** - Automatically calculates month-over-month growth for revenue, expenses, and net income Intelligent Anomaly Detection** - Flags revenue changes >20%, expense growth >15%, and budget variances >25% Financial Health Scoring** - Computes 0-100 health score based on profitability, growth, expenses, and anomaly count AI-Powered Executive Insights** - Generates CFO-level summaries, identifies top concerns, provides actionable recommendations Budget Variance Analysis** - Detailed tracking of budget vs actual with percentage variances by expense category Conditional CFO Review** - Routes reports with health scores <50 or 3+ anomalies through executive approval Professional Report Design** - Creates color-coded reports with health banners, metric cards, and anomaly alerts AI Insights Section** - Prominently displays executive summary, key insights, and recommended actions Anomaly Alert Display** - Visual severity badges (high/medium) with detailed anomaly descriptions Comparative P&L Statements** - Side-by-side current vs previous period with growth percentages PDF Conversion** - Transforms HTML into print-ready, board-presentation quality PDF reports Google Drive Archival** - Automatically saves reports to organized folders with searchable filenames by period Automated Email Distribution** - Sends reports to stakeholders (CEO, CFO, Board) with AI insights in email body Context-Aware Notifications** - Critical Slack alerts for health <60, standard notifications for healthy financials Multi-Currency Support** - Handles USD, EUR, GBP with proper currency symbols and formatting Fiscal Year Tracking** - Organizes reports by fiscal year with period identification and report ID tracking Key Features Proactive Anomaly Detection**: Automatically flags unusual financial patterns before they become major issues using configurable thresholds AI Financial Analysis**: GPT-4 generates executive summaries, identifies top 3 concerns, and provides 2-3 actionable recommendations Health Score Algorithm**: 0-100 scoring system weighing profitability (+20), revenue growth (+15), expense control (+10), and anomaly absence (+5) Smart Routing Logic**: Critical issues (health <50 or 3+ anomalies) trigger CFO review, healthy reports auto-distribute Visual Health Indicators**: Color-coded banners (green/yellow/red) instantly communicate financial status Severity-Based Alerts**: High-severity anomalies get urgent Slack notifications, normal reports get standard updates Comparative Analytics**: Side-by-side period comparison showing dollar amounts and percentage changes Budget Compliance Tracking**: Highlights categories over/under budget with color-coded variance indicators Automated Commentary**: AI-generated insights eliminate manual analysis and report writing Real-Time Data Integration**: Fetches live data from accounting APIs ensuring reports reflect latest financials Conditional Workflows**: Different paths for critical vs healthy financials ensuring appropriate oversight Professional Formatting**: Board-ready reports with company branding, metric dashboards, and executive summaries Perfect For CFO Offices** - Automated monthly reporting with AI insights for board presentations and investor updates Finance Departments** - Eliminate 4-6 hours of manual report creation and variance analysis Controllers** - Proactive budget monitoring with automatic anomaly detection and alerts Accounting Firms** - Scalable client reporting with AI-generated commentary and insights Private Equity** - Portfolio company monitoring with health scoring and automated distribution Investment Firms** - Standardized reporting across portfolio companies with comparative analytics Small Business Owners** - Executive-level insights without hiring a full-time CFO Nonprofit Organizations** - Board reporting with budget variance tracking for grants and donations Startups** - Investor updates with professional formatting and AI-powered analysis Corporate Finance Teams** - Monthly business reviews with automated data compilation and presentation What You Will Need Required Integrations Accounting System API** - QuickBooks, Xero, FreshBooks, or custom REST API for P&L data extraction (API credentials required) HTML to PDF API** - PDF conversion service (API key required) - approximately 1-5 cents per report OpenAI API** - GPT-4 access for AI insights generation (API key required) - approximately 5-10 cents per report Gmail or SMTP** - Email delivery service for distributing reports to stakeholders Google Drive** - Cloud storage for report archival and compliance record-keeping Optional Integrations Slack Webhook** - Finance team notifications with metrics and alert levels based on health scores CRM Integration** - Link to customer data for revenue attribution and customer segment analysis Data Warehouse** - Connect to Snowflake, BigQuery for consolidated multi-source reporting Business Intelligence Tools** - Export data to Tableau, Power BI for deeper trend analysis Quick Start Import Template - Copy JSON workflow and import into your n8n instance Configure Accounting API - Update "Fetch Current P&L" and "Fetch Previous P&L" nodes with your accounting system API endpoint and credentials Set Schedule - Adjust "Schedule Monthly" trigger if needed (default: 1st of month, 9 AM) Setup OpenAI - Add OpenAI API credentials to "AI Financial Insights" node for automated analysis Configure PDF Service - Add HTML to PDF API credentials in the "HTML to PDF" node Setup Gmail - Connect Gmail OAuth2 credentials and update sender email in "Send to Stakeholders" node Connect Google Drive - Add Google Drive OAuth2 credentials and set folder ID for report archival in "Save to Google Drive" node Customize Company Info - Edit "Prepare Report Data" node with your company name, logo URL, fiscal year, and prepared by information Configure Stakeholders - Update stakeholder list with actual recipient names and email addresses for automated distribution Set Anomaly Thresholds - Adjust detection thresholds in "Analyze Financial Data" node if your business requires different sensitivity levels Configure Slack - Add Slack webhook URLs in "Alert - Critical" and "Notify - Standard" nodes for team notifications Test Workflow - Run manually with sample data to verify API connections, calculations, AI insights, and PDF generation Monitor First Run - Check first automated execution on the 1st to ensure accounting data pulls correctly Customization Options Anomaly Thresholds** - Adjust revenue (default 20%), expense (default 15%), and variance (default 25%) sensitivity levels Health Score Weights** - Modify scoring algorithm bonuses for profitability, growth, expense control, and anomaly absence AI Prompt Engineering** - Customize AI instructions to focus on specific financial metrics or industry concerns Report Templates** - Create different HTML designs for monthly vs quarterly vs annual reports Multi-Department Reporting** - Generate separate reports for each business unit with department-specific budgets Custom Metrics** - Add industry-specific KPIs like EBITDA, burn rate, runway, CAC, LTV, ARR, MRR Chart Integration** - Add revenue trend charts, expense pie charts using Chart.js or D3.js libraries Drill-Down Links** - Embed links to detailed transaction reports in accounting system for deeper analysis Year-Over-Year Comparisons** - Extend to include YoY analysis alongside month-over-month comparisons Forecast Integration** - Add forecast vs actual comparisons with variance explanations and revised projections Cash Flow Statements** - Extend to include operating, investing, financing cash flows and balance sheet summaries Scenario Analysis** - Add best case, worst case, and expected case financial projections for decision modeling Multi-Currency Consolidation** - Aggregate financial data from international entities with exchange rate conversions Approval Workflows** - Add multi-level review and approval steps before distribution to board or investors Alert Escalation** - Configure progressive alerts to VP Finance, CFO, CEO based on severity and response time Expected Results 95% time savings** - Reduce monthly reporting from 4-6 hours to 15 minutes of automated execution 100% calculation accuracy** - Eliminate manual errors in growth rates, variances, and health scoring Proactive issue detection** - Identify financial anomalies on day 1 instead of discovering them mid-month Executive-level insights** - AI generates CFO-quality analysis without requiring finance expertise Faster decision making** - Stakeholders receive reports with actionable recommendations on 1st of month Improved oversight** - Conditional CFO review ensures critical issues get executive attention Reduced fire drills** - Anomaly detection prevents surprises in board meetings or investor calls Better budget control** - Immediate visibility into 25%+ variances enables faster corrective action Enhanced credibility** - AI-powered insights and professional reports improve stakeholder confidence Scalable intelligence** - Handle 10x more entities without additional analysts or manual work Compliance automation** - Automated archival with report IDs meets audit and regulatory requirements Strategic focus shift** - Finance team shifts from manual reporting to strategic planning and analysis Pro Tips Validate API Connections** - Test accounting system API calls before month-end to avoid production failures Customize AI Context** - Tailor AI prompts with your industry terminology and specific concerns for better insights Set Realistic Thresholds** - Adjust anomaly detection based on your business volatility and acceptable variance Review First AI Output** - Validate AI insights quality in first few runs and refine prompts as needed Schedule Buffer Time** - Run workflow after accounting close is complete to ensure data accuracy Test Alert Routing** - Verify CFO review emails trigger correctly for critical health scores Archive Systematically** - Organize Drive folders by fiscal year and report type for easy retrieval Monitor Health Trends** - Track health scores over time to identify improving or declining financial patterns Document Anomalies** - Keep log of flagged anomalies and corrective actions for continuous improvement Customize for Audience** - Different stakeholder lists for internal management vs board vs investors Version Control Reports** - Use report ID and timestamps in filenames for easy version tracking Benchmark Thresholds** - Compare your anomaly thresholds against industry standards and adjust accordingly Secure Sensitive Data** - Use encrypted email or secure portal for highly confidential financial reports Regular Threshold Review** - Quarterly review and adjust detection thresholds based on false positive rates AI Insight Validation** - Spot-check AI recommendations against CFO analysis to ensure quality Business Impact Metrics Track these key metrics to measure workflow success: Report Generation Time** - Average minutes from trigger to stakeholder inbox (target: under 15 minutes) Anomaly Detection Rate** - Percentage of financial issues flagged by workflow vs manually discovered (target: >80%) AI Insight Quality** - CFO rating of AI recommendations usefulness on 1-5 scale (target: 4+) Health Score Accuracy** - Correlation between health scores and actual financial performance outcomes False Positive Rate** - Percentage of flagged anomalies that were not actual issues (target: <20%) CFO Review Efficiency** - Time saved on critical issue analysis with pre-flagged anomalies and AI insights Distribution Timeliness** - Days after month close when stakeholders receive report (target: day 1) Finance Team Productivity** - Hours saved monthly on reporting and analysis (typical: 20-30 hours) Budget Adherence** - Improvement in staying within budget after implementing proactive variance alerts Decision Response Time** - Days from anomaly detection to management corrective action Report Accuracy** - Percentage of reports with calculation errors (target: 0%) Stakeholder Satisfaction** - Survey rating on report clarity, insights, and actionable recommendations (target: 4.5/5) Template Compatibility Compatible with n8n version 1.0 and above Works with n8n Cloud and Self-Hosted instances Requires OpenAI API access (GPT-4 recommended for best insights) Requires HTML to PDF API service subscription Requires accounting system with REST API (QuickBooks, Xero, FreshBooks, or custom) No coding required for basic setup Fully customizable for industry-specific requirements Integrates with major accounting platforms via API Multi-currency support built-in Supports monthly reporting cycles (extendable to quarterly/annual) Ready to transform your financial reporting? Import this template and start generating intelligent financial reports with AI-powered insights, automatic anomaly detection, health scoring, and conditional CFO review - freeing your finance team to focus on strategic decision-making instead of manual number-crunching and report writing!