Workflow Templates

Transform accounts payable from a manual bottleneck into an intelligent, automated system that reads invoices, detects fraud, and processes payments automatically—saving 20+ hours per week while preventing costly fraudulent payments. 🎯 What This Workflow Does Automates the complete invoice-to-payment cycle with advanced AI: 📧 Check Invoices from Jotform - Monitor Jotform for Invoice Submission 🤖 AI-Powered OCR - Extracts ALL data from PDFs and images (vendor, amounts, line items, dates, tax) 🚨 Fraud Detection Engine - Analyzes 15+ fraud patterns: duplicates, anomalies, suspicious vendors, document quality 🚦 Intelligent Routing - Auto-routes based on AI risk assessment: Critical Fraud (Risk 80-100): Block → Slack alert → CFO investigation Manager Review (>$5K or Medium Risk): Approval workflow with full analysis Auto-Approve (<$5K + Low Risk): Instant → QuickBooks → Vendor notification 📊 Complete Audit Trail - Every decision logged to Google Sheets with AI reasoning ✨ Key Features Advanced AI Capabilities Vision-Based OCR**: Reads any invoice format—PDF, scanned images, smartphone photos 99% Extraction Accuracy**: Vendor details, line items, amounts, dates, tax calculations, payment terms Multi-Dimensional Fraud Detection**: Duplicate invoice identification (same number, similar amounts) Amount anomalies (round numbers, threshold gaming, unusually high) Vendor verification (new vendors, mismatched domains, missing tax IDs) Document quality scoring (OCR confidence, missing fields, calculation errors) Timing anomalies (future dates, expired invoices, weekend submissions) Pattern-based detection (frequent small amounts, vague descriptions, no PO references) Intelligent Processing Risk-Based Scoring**: 0-100 risk score with detailed reasoning Vendor Trust Ratings**: Build vendor reputation over time Category Classification**: Auto-categorizes (software, consulting, office supplies, utilities, etc.) Amount Thresholds**: Configurable auto-approve limits Human-in-the-Loop**: Critical decisions escalated appropriately Fast-Track Low Risk**: Process safe invoices in under 60 seconds Security & Compliance Fraud Prevention**: Catch fraudulent invoices before payment Duplicate Detection**: Prevent double payments automatically Complete Audit Trail**: Every decision logged with timestamp and reasoning Role-Based Approvals**: Route to correct approver based on amount and risk Document Verification**: Quality checks on every invoice 💼 Perfect For Finance Teams**: Processing 50-500 invoices per week CFOs**: Need fraud prevention and spending visibility Controllers**: Want automated AP with audit compliance Growing Companies**: Scaling without adding AP headcount Multi-Location Businesses**: Centralized invoice processing across offices Fraud-Conscious Organizations**: Healthcare, legal, financial services, government contractors 💰 ROI & Business Impact Time Savings 90% reduction** in manual data entry time 20-25 hours saved per week** on invoice processing Same-day turnaround** on all legitimate invoices Zero data entry errors** with AI extraction No more lost invoices** - complete tracking Fraud Prevention 100% duplicate detection** before payment Catch suspicious patterns** automatically Prevent invoice splitting** (gaming approval thresholds) Identify fake vendors** before payment Average savings: $50K-$200K annually** in prevented fraud losses Process Improvements 24-hour vendor response times** (vs 7-10 days manual) 95%+ payment accuracy** with AI validation Better cash flow management** via due date tracking Vendor satisfaction** from transparent, fast processing Audit-ready** with complete decision trail 🔧 Required Integrations Core Services Jotform** - Invoice Submissions Create your form for free on Jotform using this link OpenAI API** - GPT-4o-mini for OCR & fraud detection (~$0.03/invoice) Google Sheets** - Invoice database and analytics (free) Accounting System** - QuickBooks, Xero, NetSuite, or Sage (via API) Optional Add-Ons Slack** - Real-time fraud alerts and approval requests Bill.com** - Payment processing automation Linear/Asana** - Task creation for manual reviews Expensify/Ramp** - Expense management integration 🚀 Quick Setup Guide Step 1: Import Template Copy JSON from artifact In n8n: Workflows → Import from File → Paste JSON Template imports with all nodes and sticky notes Step 2: Configure Email Monitoring Connect Gmail or Outlook account Update filter: invoices@yourcompany.com (or your AP email) Test: Send yourself a sample invoice Step 3: Add OpenAI API Get API key: https://platform.openai.com/api-keys Add to both AI nodes (OCR + Fraud Detection) Cost: ~$0.03 per invoice processed Step 4: Connect Accounting System Get API credentials from QuickBooks/Xero/NetSuite Configure HTTP Request node with your endpoint Map invoice fields to your GL codes Step 5: Setup Approval Workflows Update email addresses (finance-manager@yourcompany.com) Configure Slack webhook (optional) Set approval thresholds ($5K default, customize as needed) Step 6: Create Google Sheet Database Create spreadsheet with columns:

Overview This workflow captures incoming leads from a webhook, enriches them using AI, and automates the entire sales pipeline. It validates data, scores leads as hot, warm, or cold, assigns them to sales reps, syncs with CRM systems, and triggers notifications and follow-ups. It helps teams respond faster, prioritize high-value leads, and streamline sales operations with minimal manual effort. How It Works Webhook Trigger Captures lead data from forms or landing pages. Workflow Configuration Defines: CRM API endpoint Slack notification channel Sales reps list for assignment Validation Ensures required fields (name and email) are present. Routes invalid submissions to error handling. Data Normalization Structures lead data (name, email, phone, company, message). AI Lead Enrichment Classifies lead as: Hot Warm Cold Generates: Score reasoning Estimated deal value Company insights Recommended next actions Database Storage Stores enriched lead data in Postgres. Sales Assignment Assigns leads using round-robin distribution logic. CRM Integration Sends lead data to CRM (e.g., HubSpot, GoHighLevel) Optionally creates Salesforce leads Automated Communication Sends welcome email to the lead Notifies sales team via Slack Activity Logging Logs all actions for tracking and analytics Setup Instructions Webhook Setup Configure endpoint (lead-capture) Connect your form or frontend OpenAI Credentials Add API key for lead scoring and enrichment Database Setup Configure Postgres credentials Create tables: leads activity_log CRM Integration Add API credentials for your CRM Set endpoint URL Salesforce (Optional) Configure Salesforce credentials if used Slack Integration Add Slack credentials Set channel ID for notifications Email Setup Connect Gmail account for sending emails Configure Sales Reps Add email list in configuration node Use Cases Automated lead qualification for marketing teams SaaS lead management pipelines Agency client acquisition workflows CRM automation with AI enrichment Sales team lead distribution systems Requirements OpenAI API key Postgres database CRM system (HubSpot, GoHighLevel, or similar) Gmail account Slack workspace Salesforce account (optional) n8n instance Key Features AI-powered lead scoring and enrichment Automated validation and error handling Round-robin sales assignment Multi-CRM integration support Real-time Slack notifications Automated email follow-ups Full activity tracking and logging Summary A complete AI-driven lead management system that captures, enriches, scores, and routes leads automatically. It enables faster response times, better lead prioritization, and scalable sales automation for modern teams.

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/

Daily Sales Metrics Auto-Insight with Gemini, Google Sheets, Calendar, Telegram, Trello and Gmail Who’s it for This workflow is ideal for sales managers, operations teams, and business owners who need daily automated sales summaries and team notifications. It eliminates the hassle of manually gathering, analyzing, and reporting daily sales data, providing instant insights and proactive notifications to keep your team aligned. How it works / What it does This advanced workflow automates the entire daily sales reporting pipeline with actionable team alerts: Webhook captures new sales entries in real-time. The data is logged into Google Sheets. It retrieves all rows to compile current sales metrics. A custom node concatenates the data into an AI-friendly format. The Google Gemini Chat Model generates concise sales insights. HTML tags are cleaned up with a Remove HTML Tags node. The insights are classified (Good, Bad, Very Bad) using AI. Based on the classification: -- Teams are alerted via Telegram group messages. -- For negative insights, a Trello card backlog is created for follow-up. -- A Google Calendar meeting is scheduled automatically to discuss issues. An email summary is also sent out via Gmail to ensure no update is missed How to set up Import the workflow into your n8n instance. Configure the Webhook URL in your data source (POS, CRM, etc.). Connect Google Sheets, Google Gemini API, Trello, Telegram, and Google Calendar. Adjust classification logic inside the Classify Insight node if needed. Customize the message templates for email and Telegram. Test the workflow with sample data to validate automation flow. Requirements n8n account with active workflows. Google Sheets API credentials. Google Gemini API access. Telegram Bot Token & Group ID. Trello API Key & Token. Google Calendar API setup. Gmail or SMTP credentials for email notifications. How to customize the workflow Adjust the Concat Sales Data node if you want to include more fields or different data formats. Modify the Gemini prompt for personalized insight summaries. Change the classification thresholds (Good, Bad, Very Bad) based on your business KPIs. Update the notification messages in Telegram and Email nodes. Add or remove post-classification actions, like creating different task cards or sending escalations to other platforms (Slack, Microsoft Teams, etc.). Automate daily sales insights from Google Sheets using Gemini AI, classify results, and notify your team via email, Telegram, Trello, and Google Calendar instantly. Email Preview

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).

Automated Email Order Tracking System with AI Classification and Notion Sync Overview ⚠️ Self-Hosted Solution Required This workflow requires a self-hosted n8n instance with active integrations for Gmail, Google Gemini AI, OpenAI, and Notion. API credentials and database IDs must be configured before use. Template Image Description This intelligent automation system monitors your Gmail inbox for order-related emails, extracts key order information using AI, and automatically syncs the data to a Notion database for centralized order tracking. Perfect for individuals managing multiple e-commerce accounts or small businesses tracking customer orders across various platforms (Amazon, Noon, Namshi, etc.). What This Workflow Does Email Monitoring: Continuously monitors Gmail inbox for new incoming emails Smart Classification: Uses AI to identify order-related emails (confirmations, shipping notifications, delivery updates) Intelligent Extraction: Parses email content to extract order details (order number, items, prices, status, delivery info) Database Synchronization: Automatically creates or updates Notion database records with order information Status Tracking: Monitors order progression through stages (Ordered → Shipped → Out for Delivery → Delivered) Key Features Multi-vendor support**: Works with any e-commerce platform (Amazon, Noon, Carrefour, Namshi, etc.) Duplicate prevention**: Searches existing records before creating new entries Smart updates**: Only modifies records when order status actually changes Status validation**: Detects backward status changes (potential returns/reshipments) Graceful error handling**: Handles missing data and optional fields intelligently Timestamped history**: Maintains audit trail of all status changes Technologies Used Gmail Trigger**: Email monitoring JavaScript Code**: Email content classification with pattern matching Google Gemini AI / OpenAI**: Natural language processing for order extraction Structured Output Parser**: JSON formatting and validation Notion API**: Database search, create, and update operations Prerequisites Before setting up this workflow, ensure you have: Self-hosted n8n instance (version 1.0.0 or higher) Gmail account with IMAP access enabled Google Gemini API key OR OpenAI API key Notion workspace with: Integration access configured Database created with the required schema (see below) Integration token/API key Notion Database Schema Create a Notion database with the following properties: Required Properties | Property Name | Type | Description | |--------------|------|-------------| | Name of the Item | Title | Product/item name | | Order Number | Text | Unique order identifier | | Quantity | Number | Number of items | | Expected Date | Date or Text | Expected delivery date | | Order Status | Select | Options: Ordered, Shipped, Out for Delivery, Delivered | Optional Properties (Recommended) | Property Name | Type | Description | |--------------|------|-------------| | Vendor | Select | E-commerce platform (Amazon, Noon, etc.) | | Customer Name | Rich Text | Order recipient name | | Price | Number or Rich Text | Item price | | Order Total | Number | Total order amount | | Currency | Select | Currency code (AED, USD, SAR, etc.) | | Delivery Location | Rich Text | Delivery city/address | | Notes | Rich Text | Status change history | | Created Date | Created Time | Auto-populated by Notion | | Last Updated | Last Edited Time | Auto-populated by Notion | Setup Instructions Step 1: Import the Workflow Copy the workflow JSON from this template In your n8n instance, go to Workflows → Add Workflow → Import from File/URL Paste the JSON and click Import Step 2: Configure Gmail Trigger Click on the Gmail Trigger node Click Create New Credential Follow the OAuth authentication flow to connect your Gmail account Configure trigger settings: Trigger On: Message Received Filters: (Optional) Add label filters to monitor specific folders Step 3: Configure AI Model (Choose One) Option A: Google Gemini AI Click on the Google Gemini AI Model node Click Create New Credential Enter your Gemini API key (obtain from Google AI Studio) Select model: gemini-1.5-pro or gemini-1.5-flash Option B: OpenAI Click on the OpenAI Chat Model node Click Create New Credential Enter your OpenAI API key (obtain from OpenAI Platform) Select model: gpt-4o or gpt-4-turbo Step 4: Update Email Classification Node Click on the Check Email Type node (JavaScript code) Review the classification patterns (pre-configured for common e-commerce emails) (Optional) Add custom keywords specific to your vendors Step 5: Configure Notion Integration 5.1: Create Notion Integration Go to Notion Integrations Click New Integration Name it (e.g., "n8n Order Tracker") Select your workspace Copy the Internal Integration Token 5.2: Share Database with Integration Open your Notion order database Click Share → Invite Search for your integration name and select it Grant Edit permissions 5.3: Get Database ID Open your Notion database in browser Copy the database ID from the URL: https://notion.so/workspace/DATABASE_ID?v=... ^^^^^^^^^^^^ 5.4: Configure Notion Nodes Click on Search a database in Notion node Click Create New Credential Paste your Integration Token In the node parameters: Database ID: Paste your database ID Filter: Set to search by Order Number property Repeat credential setup for Create a database page in Notion and Update a database page in Notion nodes Step 6: Update Agent Prompts Click on the Email Classification and Extraction Agent node Review the system prompt (pre-configured for common order emails) Update the {{$now}} variable if using a different timezone (Optional) Customize extraction rules for specific vendors Click on the Order Database Sync Agent node Replace {{notion_database_id}} with your actual database ID in the prompt Review status handling logic Step 7: Test the Workflow Click Execute Workflow to activate it Send yourself a test order confirmation email Monitor the execution: Check if email was classified correctly Verify extraction output in the AI agent node Confirm Notion database was updated Review your Notion database for the new/updated record Step 8: Activate for Production Click Active toggle in the top-right corner The workflow will now run automatically for new emails Monitor executions in the Executions tab Workflow Node Descriptions Email Trigger Monitors Gmail inbox for new incoming emails and triggers the workflow when a message is received. Check Email Type JavaScript code node that analyzes email content using pattern matching to identify order-related emails based on keywords, order numbers, and shipping terminology. Email Router (IF Node) Routes emails based on classification results: TRUE branch**: Order-related emails proceed to extraction FALSE branch**: Non-order emails are filtered out (no action) Email Classification and Extraction Agent AI-powered parser using Google Gemini or OpenAI to extract structured order information: Order number, items, prices, quantities Order status (Ordered/Shipped/Out for Delivery/Delivered) Customer name, delivery location, expected dates Vendor identification Structured Output Parser Validates and formats AI extraction output into clean JSON for downstream processing. Search a database in Notion Queries the Notion database by order number to check if a record already exists, preventing duplicates. Order Database Sync Agent Intelligent database manager that decides whether to create new records or update existing ones based on search results and status comparison. Create a database page in Notion Adds new order records to Notion when no existing record is found. Update a database page in Notion Modifies existing records when order status changes, appending timestamped notes for audit history. No Action Taken Terminates workflow branch for non-order emails with no further processing. Customization Options Add More Vendors Edit the Check Email Type node to add vendor-specific keywords: const customVendors = [ 'your-vendor-name', 'vendor-domain.com' ]; Modify Status Values Update the Email Classification and Extraction Agent prompt to add custom status values or change status progression logic. Add Email Notifications Insert a Send Email node after database sync to receive notifications for status changes. Filter by Labels Configure Gmail Trigger to monitor only specific labels (e.g., "Orders", "Shopping"). Multi-Database Support Duplicate the Notion sync section to route different vendors to separate databases. Troubleshooting Email not being classified as order Check the Check Email Type node output Add vendor-specific keywords to the classification patterns Review email content for order indicators AI extraction returning empty data Verify AI model credentials are valid Check if email content is being passed correctly Review the extraction prompt for compatibility with email format Notion database not updating Confirm integration has edit permissions on the database Verify database ID is correct in all Notion nodes Check that property names in the workflow match your Notion schema exactly Duplicate records being created Ensure Search a database in Notion node is filtering by Order Number Verify the search results are being evaluated correctly in the sync agent Status not updating Check if the Order Database Sync Agent is comparing current vs new status Review the status comparison logic in the agent prompt Performance Considerations Email Volume**: This workflow processes each email individually. For high-volume inboxes, consider adding filters or label-based routing. AI Costs**: Each email classification uses AI tokens. Monitor your API usage and costs. Rate Limits**: Notion API has rate limits (3 requests/second). The workflow handles this gracefully with built-in error handling. Privacy & Security All email content is processed through AI APIs (Google/OpenAI) - review their privacy policies Notion data is stored in your workspace with your configured permissions No data is stored or logged outside your n8n instance, AI provider, and Notion workspace Consider using self-hosted AI models for sensitive order information Support & Contributions Found a bug or have a suggestion? Please open an issue or contribute improvements to this template! License This template is provided as-is under the MIT License. Feel free to modify and distribute as needed. Credits Created for the n8n community to streamline e-commerce order tracking across multiple platforms.

Description Automate your GoHighLevel (GHL) client onboarding process from the moment a deal is marked as “Won.” This workflow seamlessly generates client folders in Google Drive, duplicates contract and kickoff templates, schedules kickoff calls, sends branded welcome emails, creates onboarding tasks in GHL, and notifies your team in Slack. 🚀📂📧📅💬 What This Template Does Triggers automatically when an opportunity is marked as Won in GHL 🏆 Validates and formats client data to ensure clean records 🔍 Creates structured client folders in Google Drive 📂 Copies contract & kickoff deck templates with client-specific naming 📝 Sends personalized welcome email via Gmail ✉️ Schedules kickoff call in Google Calendar 📅 Creates onboarding tasks in GHL for account managers ✅ Sends Slack notifications to keep your team informed instantly 💬 Catches errors and sends alerts to a Slack error channel 🚨 Key Benefits Saves 30–45 minutes per onboarding ⏱️ Eliminates manual data entry and human errors 🧹 Guarantees consistent client experience across all deals 🤝 Automates document creation & sharing 📄 Ensures team visibility and faster response times 📲 Built-in validation and error handling for reliability 🔐 Features Webhook-based trigger from GoHighLevel ⚡ Automatic client data formatting and validation 🛠️ Google Drive folder & document automation with templates 📂 Personalized Gmail welcome email with branding ✉️ Automated kickoff call scheduling in Google Calendar 📅 Task creation in GHL for seamless follow-up 📌 Slack notifications for both success and error handling 💬 Error channel with detailed failure reports 🚨 Requirements n8n instance (cloud or self-hosted) GoHighLevel account with API access 🔑 Google Workspace (Drive, Gmail, Calendar) 📊 Slack workspace with Bot Token & channel access 💬 Pre-created contract and kickoff deck templates in Google Drive 📄 Target Audience Agencies & consultants using GoHighLevel for client management 🏢 Sales teams wanting instant onboarding after a deal closes 💰 Operations teams seeking consistent and repeatable onboarding flows ⚙️ Account managers who need structured onboarding tasks ✅ Businesses scaling client onboarding and reducing manual workload 🚀 Step-by-Step Setup Instructions Configure GHL webhook → Trigger on “Opportunity Status Changed = Won.” Connect your GHL API credentials (OAuth2 or API key). Add Google Drive OAuth2 credentials → Set parent folder ID & template IDs. Configure Gmail OAuth2 → Replace hardcoded email with client email variable. Connect Google Calendar → Select the calendar for kickoff calls. Connect Slack API → Choose channels for onboarding updates and errors. Update template IDs for contract and kickoff deck in the workflow. Import workflow into n8n, map credentials, and test once. Enable workflow → onboarding is now fully automated. ✅

Streamline your post-event analysis with this smart n8n workflow. Triggered by a simple webhook, it instantly gathers attendee and engagement data from your event platform, calculates key metrics, and uses AI to generate a polished, professional report. The final summary is emailed to stakeholders and saved securely in a database — all without manual effort. Perfect for conferences, webinars, and corporate events. 📧📈 Key Features Webhook triggered** – Starts instantly via HTTP POST request Multi-source data collection** – Fetches attendees & engagement metrics Advanced analytics** – Calculates attendance rates, engagement scores, top sessions AI-powered insights** – Uses GPT-4 to generate professional reports Auto-email delivery** – Sends report to stakeholders Database archiving** – Saves reports to PostgreSQL What it Analyzes Attendance rates & check-ins Average session time Engagement scores (polls, Q&A, networking) Top performing sessions Attendee breakdown (by role & company) AI-generated insights & recommendations Workflow Process The Webhook Trigger node starts the workflow when an HTTP POST request is received with event details. Get Attendees (GET)** pulls the list of registered and checked-in participants from your event system. Get Engagement Metrics (GET)** retrieves interaction data like poll responses, Q&A activity, and session views. Process Metrics** calculates key stats: attendance rate, average session duration, engagement score, and ranks top sessions. AI Generate Report** uses GPT-4 to create a clear, professional summary with insights and recommendations based on the data. AI Agent** coordinates data flow and prepares the final report structure using chat model and memory tools. Save to Database (Insert)** stores the full report and raw metrics in PostgreSQL for future reference. Send Report Email** automatically emails the AI-generated report to the specified recipient. Send Response** returns a confirmation back to the triggering system via webhook. Setup Instructions Import this JSON into n8n Configure credentials: Event API (for GET requests) OpenAI (GPT-4) SMTP (for email delivery) PostgreSQL (for data storage) Trigger via webhook with event data Receive comprehensive report via email within minutes! Prerequisites Event platform with REST API (for attendee & engagement data) OpenAI API key (GPT-4 access) SMTP server credentials (Gmail, SendGrid, etc.) PostgreSQL database with write access Example Webhook Payload { "eventId": "evt_123", "eventName": "Tech Summit 2025", "eventDate": "2025-10-29", "email": "manager@company.com" } Modification Options Add custom metrics in the Process Metrics node (e.g., NPS score, feedback sentiment) Change AI tone in AI Generate Report (formal, executive summary, or creative) Modify email template in Send Report Email with your branding Connect to different data sources by updating GET nodes Add Slack or Teams notification after Send Report Email Ready to automate your event reporting? Get in touch with us for custom n8n workflows!

Build a Telegram assistant with MemMachine and voice support An AI assistant that NEVER forgets using MemMachine for persistent cross-session memory, with voice transcription support and productivity tools. ⚠️ Important Deployment Note: This workflow is designed for self-hosted n8n instances. If you're using n8n Cloud, you'll need to deploy MemMachine to a cloud server and update the HTTP Request URLs in nodes 4, 5, and 9. What This Template Does This workflow creates an intelligent personal assistant that maintains perfect memory across all conversations, whether you message today or weeks from now. It supports both text and voice messages, automatically transcribes voice using OpenAI Whisper, and provides tools for Gmail, Google Sheets, and Google Calendar. Key Features 🧠 Perfect Memory - Remembers every conversation using MemMachine 🎤 Voice Transcription - Supports voice messages via OpenAI Whisper 📧 Gmail Integration - Send and read emails 📊 Google Sheets - Read and write spreadsheet data 📅 Google Calendar - Create and manage events 🔧 MCP Tools - Extensible tool architecture 💬 Smart Context - References past conversations naturally Real-World Example Day 1 - Text Message: User: "Send an email to john@company.com about the Q1 report" AI: Uses Gmail tool "Email sent to John about the Q1 report!" Day 3 - Voice Message: 🎤 User: "What did I ask you to do for John?" AI: "On January 5th, you asked me to email John about the Q1 report, which I sent." Day 7 - Text Message: User: "Follow up with John" AI: "I'll send a follow-up email to john@company.com about the Q1 report that we discussed on Jan 5th." The AI remembers who John is, what you discussed, and when it happened - all without you having to repeat yourself! How It Works Message Flow For Text Messages: Telegram Trigger receives message Extract user data and message text Store message in MemMachine Search conversation history (last 30 memories) AI processes with full context + tools Store AI response for future reference Send reply to user For Voice Messages: Telegram Trigger receives voice message Download voice file OpenAI Whisper transcribes to text Extract transcribed text and user data Store in MemMachine (same as text flow) Process with AI + tools Send reply to user Requirements Services & Credentials MemMachine** - Open-source memory system (self-hosted via Docker) Telegram Bot Token** - From @BotFather OpenAI API Key** - For AI responses and voice transcription Gmail OAuth** - For email integration (optional) Google Sheets OAuth** - For spreadsheet access (optional) Google Calendar OAuth** - For calendar management (optional) Installation MemMachine Setup Clone and start MemMachine git clone https://github.com/MemMachine/MemMachine cd MemMachine docker-compose up -d Verify it's running curl http://localhost:8080/health Workflow Configuration Deployment Options This workflow supports two deployment scenarios: Option 1: Self-Hosted n8n (Recommended) Both n8n and MemMachine run locally Best for: Personal use, development, testing Setup: Run MemMachine: docker-compose up -d Use http://host.docker.internal:8080 in HTTP Request nodes (if n8n in Docker) Or use http://localhost:8080 (if n8n installed directly) Option 2: n8n Cloud n8n hosted by n8n.io, MemMachine on your cloud server Best for: Production, team collaboration Setup: Deploy MemMachine to cloud (DigitalOcean, AWS, GCP, etc.) Expose MemMachine via HTTPS with SSL certificate Update HTTP Request URLs in nodes 4, 5, 9 to: https://your-memmachine-domain.com Ensure firewall allows n8n Cloud IP addresses Configuration Steps Import this template into your n8n instance Update MemMachine URLs (nodes 4, 5, 9): Self-hosted n8n in Docker: http://host.docker.internal:8080 Self-hosted n8n (direct install): http://localhost:8080 n8n Cloud: https://your-memmachine-domain.com Set Organization IDs (nodes 4, 5, 9): Change your-org-id to your organization name Change your-project-id to your project name Add Credentials: Telegram Bot Token (node 1) OpenAI API Key (nodes 4, 7) Gmail OAuth (Gmail Tool node) Google Sheets OAuth (Sheets Tool node) Google Calendar OAuth (Calendar Tool node) Use Cases Personal Productivity "Remind me what I worked on last week" "Schedule a meeting with the team next Tuesday" "Email Sarah about the proposal" Customer Support AI remembers customer history References past conversations Provides contextual support Task Management Track tasks across days/weeks Remember project details Follow up on action items Email Automation "Send that email to John" (remembers John's email) "What emails did I send yesterday?" "Draft an email to the team" Calendar Management "What's on my calendar tomorrow?" "Schedule a meeting with Alex at 3pm" "Cancel my 2pm meeting" Customization Guide Extend Memory Capacity In Node 5 (Search Memory), adjust: "top_k": 30 // Increase for more context (costs more tokens) Modify AI Personality In Node 7 (AI Agent), edit the system prompt to: Change tone/style Add domain-specific knowledge Include company policies Set behavioral guidelines Add More Tools Connect additional n8n tool nodes to the AI Agent: Notion integration Slack notifications Trello/Asana tasks Database queries Custom API tools Multi-Channel Memory Create similar workflows for: WhatsApp (same MemMachine instance) SMS via Twilio (same memory database) Web chat widget (shared context) All channels can share the same memory by using consistent customer_email identifiers! Memory Architecture Storage Structure Every message is stored with: { "content": "message text", "producer": "user@email.com", "role": "user" or "assistant", "metadata": { "customer_email": "user@email.com", "channel": "telegram", "username": "john_doe", "timestamp": "2026-01-07T12:00:00Z" } } Retrieval & Formatting Search - Finds relevant memories by customer email Sort - Orders chronologically (oldest to newest) Format - Presents last 20 messages to AI Context - AI uses history to inform responses Cost Estimate MemMachine**: Free (self-hosted via Docker) OpenAI API**: Text responses: ~$0.001 per message (GPT-4o-mini) Voice transcription: ~$0.006 per minute (Whisper) n8n**: Free (self-hosted) or $20/month (cloud) Google APIs**: Free tier available Monthly estimate for 1,000 messages (mix of text/voice): OpenAI: $5-15 Google APIs: $0 (within free tier) Total: $5-15/month Troubleshooting Deployment Issues n8n Cloud: Can't connect to MemMachine Ensure MemMachine is publicly accessible via HTTPS Check firewall rules allow n8n Cloud IPs Verify SSL certificate is valid Test endpoint: curl https://your-domain.com/health Self-Hosted: Can't connect to MemMachine Check Docker is running: docker ps Verify URL matches your setup Test endpoint: curl http://localhost:8080/health Voice not transcribing Verify OpenAI API key is valid Check API key has Whisper access Test with short voice message first AI not remembering Verify org_id and project_id match in nodes 4, 5, 9 Check customer_email is consistent Review node 5 output (are memories retrieved?) Tools not working Verify OAuth credentials are valid Check required API scopes/permissions Test tools individually first Advanced Features Cloud Deployment Guide (For n8n Cloud Users) If you're using n8n Cloud, follow these steps to deploy MemMachine: 1. Choose a Cloud Provider DigitalOcean (Droplet: $6/month) AWS (EC2 t3.micro) Google Cloud (e2-micro) Render.com (easiest, free tier available) 2. Deploy MemMachine For DigitalOcean/AWS/GCP: SSH into your server ssh root@your-server-ip Install Docker curl -fsSL https://get.docker.com -o get-docker.sh sh get-docker.sh Clone and start MemMachine git clone https://github.com/MemMachine/MemMachine cd MemMachine docker-compose up -d 3. Configure HTTPS (Required for n8n Cloud) Install Caddy for automatic HTTPS apt install caddy Create Caddyfile cat > /etc/caddy/Caddyfile << 'CADDYEND' your-domain.com { reverse_proxy localhost:8080 } CADDYEND Start Caddy systemctl start caddy 4. Update Workflow In nodes 4, 5, 9, change URL to: https://your-domain.com Remove the /api/v2/memories part is already in the path 5. Security Best Practices Use environment variables for org_id and project_id Enable firewall: ufw allow 80,443/tcp Regular backups of MemMachine data Monitor server resources Semantic Memory MemMachine automatically extracts semantic facts from conversations for better recall of important information. Chronological Context Memories are sorted by timestamp, not relevance, to maintain natural conversation flow. Cross-Session Persistence Unlike session-based chatbots, this assistant remembers across days, weeks, or months. Multi-Modal Input Seamlessly handles both text and voice, storing transcriptions alongside text messages. Template Information Author: David Olusola Version: 1.0.0 Created: January 2026 Support & Resources MemMachine Documentation**: https://github.com/MemMachine/MemMachine n8n Community**: https://community.n8n.io OpenAI Whisper**: https://platform.openai.com/docs/guides/speech-to-text Contributing Found a bug or have an improvement? Contribute to the template or share your modifications with the n8n community! Start building your perfect-memory AI assistant today! 🚀

Who's this for Finance teams, AI developers, product managers, and business owners who need to monitor and control OpenAI API costs across different models and projects. If you're using GPT-4, GPT-3.5, or other OpenAI models and want to track spending patterns, identify cost optimization opportunities, and generate stakeholder reports, this workflow is for you. What it does This workflow automatically tracks your OpenAI token usage on a monthly basis, breaks down costs by model and date, stores the data in Google Sheets with automatic cost calculations, and emails PDF reports to stakeholders. It transforms raw API usage data into actionable insights, helping you understand which models are driving costs, identify usage trends over time, and maintain budget accountability. The workflow runs completely hands-free once configured, generating comprehensive monthly reports without manual intervention. How it works The workflow executes automatically on the 5th of each month and follows these steps: Creates a new Google Sheet from your template with the naming format "Token_Tracking_[Month]_[Year]" Fetches the previous month's OpenAI usage data via the OpenAI Admin API Transforms raw API responses into a clean daily breakdown showing usage by model Appends the data to Google Sheets with columns for date, model, input tokens, and output tokens Your Google Sheets formulas automatically calculate costs based on OpenAI's pricing for each model Exports the completed report as both PDF and Excel formats Emails the PDF report to designated stakeholders with a summary message Archives the Excel file to Google Drive for long-term recordkeeping and historical analysis Requirements OpenAI account with Admin API access (required to access organization usage endpoints) Google Sheets template pre-configured with cost calculation formulas Google Drive for report storage and archiving Gmail account for sending email notifications n8n instance (self-hosted or cloud) with the following credentials configured: OpenAI API credentials Google Sheets OAuth2 Google Drive OAuth2 Gmail OAuth2 Setup instructions Create your Google Sheets template Set up a Google Sheet with these columns: Date Model Token Usage In Token Usage Out Token Cost Input (formula: =C2 * [price per 1M input tokens] / 1000000) Token Cost Output (formula: =D2 * [price per 1M output tokens] / 1000000) Total Cost USD (formula: =E2 + F2) Total Cost AUD (optional, formula: =G2 * [exchange rate]) (workflow contains a template) Include pricing formulas based on OpenAI's current pricing. Add summary calculations at the bottom to total costs by model. 2. Configure n8n credentials In your n8n instance, set up credentials for: OpenAI API (you'll need admin access to your organization) Google Sheets (OAuth2 connection) Google Drive (OAuth2 connection) Gmail (OAuth2 connection) 3. Update workflow placeholders Replace the following placeholders in the workflow: your-api-key-id: Your OpenAI API key ID (find this in your OpenAI dashboard) your-template-file-id: The ID of your Google Sheets template your-archive-folder-id: The Google Drive folder ID where reports should be archived your-email@example.com: The email address that should receive monthly reports 4. Assign credentials to nodes Open each node that requires credentials and select the appropriate credential from your configured options: "Fetch OpenAI Usage Data" → OpenAI API credential "Append Data to Google Sheet" → Google Sheets credential "Create Monthly Report from Template" → Google Drive credential "Export Sheet as Excel" → Google Drive credential "Export Sheet as PDF for Email" → Google Drive credential "Archive Report to Drive" → Google Drive credential "Email Report to Stakeholder" → Gmail credential 5. Test the workflow Before enabling the schedule, manually execute the workflow to ensure: The template copies successfully OpenAI data fetches correctly Data appends to the sheet properly PDF and Excel exports work Email sends successfully File archives to the correct folder 6. Enable the schedule Once testing is complete, activate the workflow. It will run automatically on the 5th of each month.

WhatsApp AI Personal Assistant - n8n Workflow Instructions Who's it for This workflow is designed for business professionals, entrepreneurs, and individuals who want to transform their WhatsApp into a powerful AI-powered personal assistant. Perfect for users who need to manage emails, calendar events, document searches, and various productivity tasks through a single messaging interface. What it does This comprehensive n8n workflow creates an intelligent WhatsApp bot that can process multiple message types (text, voice, images, PDF documents) and execute complex tasks using integrated tools including Gmail, Google Calendar, Google Drive, Airtable, Discord, and internet search capabilities. The assistant maintains conversation context and can handle sophisticated requests through natural language processing. How it works Phase 1: Message Reception and Classification The workflow begins when a message is received through the WhatsApp Trigger. A Switch node automatically classifies the incoming message type (text, audio, image, or document) and routes it to the appropriate processing pathway. Phase 2: Content Processing by Format Text Messages: Direct extraction and formatting for AI processing Voice Messages: Retrieves audio URL from WhatsApp API Downloads audio file with authenticated requests Transcribes speech to text using OpenAI Whisper Formats transcribed content for AI agent Images: Downloads image from WhatsApp API Analyzes visual content using GPT-4O-mini vision model Generates detailed French descriptions covering composition, objects, people, and atmosphere Combines user requests with AI analysis PDF Documents: Validates file format (rejects non-PDF files) Downloads and extracts text content Processes document text for AI analysis Phase 3: AI Assistant Processing The processed content is handled by a Claude Sonnet 4-powered agent with access to: SerpAPI** for internet searches Airtable database** for email contact management Gmail integration** for email operations Google Calendar** for event scheduling and management Google Drive** for document searches Discord messaging** for notifications Calculator** for mathematical operations PostgreSQL chat memory** for conversation context Phase 4: Response Delivery The system intelligently determines response format: For voice inputs: Converts AI response to speech using OpenAI TTS For other inputs: Sends text responses directly Handles technical requirements like MIME type compatibility for WhatsApp Requirements API Credentials Required: WhatsApp Business API** (Trigger and messaging) OpenAI API** (GPT-4O-mini, Whisper, TTS) Anthropic API** (Claude Sonnet 4) Google APIs** (Gmail, Calendar, Drive OAuth2) Airtable API** (Database operations) Discord Bot API** (Messaging) SerpAPI** (Internet search) PostgreSQL Database** (Conversation memory) Self-hosted n8n Instance This workflow requires a self-hosted n8n installation as it uses community nodes and advanced integrations not available in n8n Cloud. How to set up 1. Prerequisites Setup Deploy n8n on a server with public access Obtain WhatsApp Business API credentials Create developer accounts for all required services Set up a PostgreSQL database for conversation memory 2. Credential Configuration Configure the following credentials in n8n: WhatsApp API credentials for both trigger and messaging nodes OpenAI API key with access to GPT-4O-mini, Whisper, and TTS Anthropic API key for Claude Sonnet 4 Google OAuth2 credentials for Gmail, Calendar, and Drive Airtable Personal Access Token Discord Bot token SerpAPI key PostgreSQL database connection 3. WhatsApp Configuration Configure webhook URLs in WhatsApp Business API settings Set up phone number verification Configure message templates if required 4. Tool Configuration Airtable**: Set up email database with 'Nom' and 'Mails' columns Google Calendar**: Configure calendar access permissions Google Drive**: Set up appropriate folder permissions Discord**: Configure bot permissions and channel access 5. Testing and Validation Test each message type (text, audio, image, PDF) Verify all tool integrations work correctly Test conversation memory persistence Validate response delivery in both text and audio formats How to customize the workflow Modify AI Assistant Personality Edit the system message in the "Agent personnel" node to customize the assistant's behavior, tone, and capabilities according to your needs. Add New Tools Integrate additional n8n tool nodes to extend functionality: CRM systems (Salesforce, HubSpot) Project management tools (Notion, Trello) File storage services (Dropbox, OneDrive) Communication platforms (Slack, Microsoft Teams) Customize Content Processing Modify image analysis prompts for specific use cases Add document format support beyond PDF Implement content filtering or moderation Add language detection and multi-language support Enhance Memory and Context Implement user-specific memory sessions Add conversation summaries for long interactions Create user preference storage Implement conversation analytics Response Customization Add multimedia response capabilities Implement response templates for common queries Add typing indicators or read receipts Create custom response formatting Security Enhancements Implement user authentication Add rate limiting for API calls Create audit logs for sensitive operations Implement data encryption for stored conversations Performance Optimization Add caching for frequently accessed data Implement queue management for high-volume usage Add error handling and retry mechanisms Create monitoring and alerting systems Important Notes This workflow processes sensitive data; ensure proper security measures are in place Monitor API usage limits across all integrated services Regularly backup conversation memory data Test thoroughly before deploying to production Consider implementing user access controls for business environments Keep all API credentials secure and rotate them regularly Troubleshooting Audio Issues**: Verify MIME type handling in the "Fix mimeType for Audio" node WhatsApp Delivery**: Check webhook configurations and phone number verification Tool Failures**: Validate all API credentials and permissions Memory Issues**: Monitor PostgreSQL database performance and storage Response Delays**: Optimize tool timeout settings and add proper error handling

Overview This workflow automates invoice processing directly from your email inbox. It captures invoice attachments, extracts structured data using OCR and AI, validates totals, and securely processes invoices. If issues are detected, it routes them for human review. Approved invoices are recorded in QuickBooks and logged for auditing. How It Works Email Trigger Monitors a Gmail label and downloads invoice attachments automatically. Configuration & Metadata Sets OCR API, thresholds, and captures invoice details like vendor, timestamp, and file hash. File Processing Routes PDFs to a text extractor and images to an OCR API. AI Data Extraction AI converts raw text into structured invoice data with confidence scores. Validation Recalculates totals and verifies subtotal, tax, and final amounts. Data Privacy Masks sensitive fields like PAN, GST, and bank account details. Review Decision Flags invoices for review if validation fails or confidence is low. Human Review (if needed) Sends Slack alert and waits for approval before proceeding. Accounting Integration Creates a bill in QuickBooks for approved invoices. Audit Logging Stores processing details in Google Sheets for traceability. Notifications Sends a success message after processing is complete. Setup Instructions Connect Gmail trigger and configure the invoice label (e.g., "AP Inbox") Add OCR API endpoint in the configuration node Connect OpenAI credentials for data extraction Connect Slack for alerts and notifications Connect QuickBooks for bill creation Add Google Sheets ID for audit logging Configure: Validation tolerance Confidence threshold Test with sample invoice emails Activate the workflow Use Cases Automating accounts payable workflows Reducing manual invoice data entry Validating invoices before accounting entry Handling invoice approvals with human-in-the-loop Maintaining audit logs for compliance Requirements Gmail account (with label setup) OpenAI API credentials OCR API (e.g., OCR.space or Google Vision) Slack workspace QuickBooks account Google Sheets (for audit logs) n8n instance with file handling enabled Notes You can adjust validation tolerance and confidence thresholds based on your needs. Extend validation logic in the Code node for stricter financial checks. Replace QuickBooks or Google Sheets with your preferred tools if needed. Ensure secure handling of sensitive financial data in production environments.