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Multi-platform AI sales agent with RAG, CRM logging & appointment booking

Vansh AroraVansh Arora
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2/3/2026
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Multi-Platform AI Sales Agent with RAG, CRM Logging & Appointment Booking

This workflow acts as a 24/7 sales agent, engaging leads across WhatsApp, Instagram, Facebook, Telegram, and your website. It intelligently transcribes audio messages, answers questions using a knowledge base, and uses modular sub-workflows to manage your CRM in Airtable and book appointments in Google Calendar.

Who Is It For?

This solution is designed for service-based businesses that require a sophisticated, multi-channel lead management and appointment booking system.

  • Agencies, consultants, and clinics looking to automate lead qualification and booking across text and voice messages.
  • Sales teams needing a robust system that separates CRM and calendar logic for easier management and scalability.
  • Advanced n8n users who want a powerful, agent-based framework that can be easily customized and extended.

Key Features & Workflow

This system is composed of a parent workflow that orchestrates the conversation and calls specialized sub-workflows (agents) to perform specific tasks.

  • Omni-Channel Engagement: Greets and converses with leads naturally on Website Chat, WhatsApp, Instagram, Facebook, and Telegram.
  • Voice Message Transcription: Automatically transcribes incoming audio/voice notes from WhatsApp and Telegram into text, allowing the AI to understand and respond without manual intervention.
  • RAG-Powered Intelligence: The AI agent draws answers from your dedicated PostgreSQL Knowledge Base (RAG), providing accurate information about your services, pricing, and process. A built-in tool allows you to load new knowledge documents from Google Drive.
  • Modular CRM Agent (Sub-Workflow): When the conversation requires CRM actions (like creating a contact or updating an opportunity), the main agent calls a dedicated Airtable CRM sub-workflow to handle the task.
  • Modular Calendar Agent (Sub-Workflow): To book appointments, the main agent calls a separate Google Calendar sub-workflow, which manages event creation, updates, and deletions.

What You'll Need

This workflow framework requires credentials for the following services:

  • An AI provider (OpenAI is used for the main agent, transcription, and embeddings).
  • PostgreSQL database with the pgvector extension (for RAG and chat memory).
  • Airtable account (for the CRM sub-workflow).
  • Google Calendar account (for the Calendar sub-workflow).
  • Telegram Bot credentials.
  • A Meta Developer Account (for WhatsApp, Instagram & Facebook).
  • (Optional) Google Drive for loading knowledge documents.
  • (Optional) Google Gemini for embeddings.

How to Set It Up

This is a modular system. You must set up the sub-workflows first.

  1. Deploy Sub-Workflows: Create two new, separate workflows using the provided templates for the CRM Agent and the Calendar Agent. Configure the credentials (Airtable, Google Calendar) within those workflows, then save and activate them.
  2. Link Sub-Workflows in Main Workflow: Return to this main workflow. In the "CRM Agent" and "Consultation Agent" tool nodes, select the new workflows you just created from the dropdown list.
  3. Configure Main Credentials: Securely add the remaining credentials (OpenAI, PostgreSQL, Telegram, and your Meta App) in this main workflow.
  4. Personalize the AI Agent: In the "Update Agent Details" node, fill in your business name, the agent's persona name, and your key services to customize the AI's personality.
  5. Load Your Knowledge (Optional): To populate the RAG database, use the manual trigger path starting with "When clicking ‘Execute workflow’" to download a document from Google Drive and insert it into your PostgreSQL vector store.
  6. Activate: Configure your channel-specific details (e.g., Phone Number ID in WhatsApp nodes), save the workflow, and activate it.

Demo CRM Table: View on Airtable

n8n Multi-Platform AI Sales Agent with RAG, CRM Logging, and Appointment Booking

This n8n workflow orchestrates a sophisticated AI sales agent capable of interacting with customers across multiple platforms (Telegram, WhatsApp, Webhook), leveraging RAG (Retrieval Augmented Generation) for informed responses, logging interactions to a CRM (Airtable), and facilitating appointment booking.

What it does

This workflow automates the following key processes:

  1. Receives Chat Messages: It acts as a central hub for incoming messages from various platforms (Telegram, WhatsApp, generic webhooks).
  2. Identifies Source Platform: Determines whether the message originated from Telegram, WhatsApp, or a generic webhook.
  3. Processes AI Agent Interactions:
    • Retrieves relevant information (RAG): Utilizes a Postgres PGVector Store with OpenAI or Google Gemini embeddings to fetch contextually relevant data.
    • Maintains Conversation History: Employs a Postgres Chat Memory to preserve the conversational context.
    • Generates Responses: Uses an OpenAI Chat Model to generate intelligent and context-aware replies.
    • Executes Tools: Can call other n8n workflows as tools, enabling dynamic actions like CRM logging or appointment booking.
  4. Logs Interactions to CRM: Automatically creates or updates records in Airtable based on customer interactions.
  5. Handles Appointment Booking: Triggers a sub-workflow for scheduling appointments.
  6. Responds to Customers: Delivers the AI-generated responses back to the original platform (Telegram, WhatsApp, or Webhook).
  7. Manages Document Loading: Uses a Default Data Loader to process documents for the RAG system.

Prerequisites/Requirements

To use this workflow, you will need accounts and API keys for the following services:

  • n8n: Your n8n instance (self-hosted or cloud).
  • OpenAI: An OpenAI API key for the AI Chat Model and Embeddings (or Google Gemini).
  • Google Gemini (Optional): If using Google Gemini for embeddings, a Google Gemini API key.
  • PostgreSQL Database: A PostgreSQL database with the PGVector extension enabled for chat memory and vector store.
  • Airtable: An Airtable account and API key for CRM logging.
  • Telegram: A Telegram Bot Token for sending and receiving messages.
  • WhatsApp Business Cloud: A WhatsApp Business Cloud account and API token for sending and receiving messages.
  • Google Drive (Optional): If your RAG documents are stored in Google Drive.
  • Facebook Graph API (Optional): If integrating with Facebook services.

Setup/Usage

  1. Import the Workflow: Download the JSON provided and import it into your n8n instance.
  2. Configure Credentials:
    • Set up credentials for OpenAI (and/or Google Gemini).
    • Configure PostgreSQL credentials for both the Postgres Chat Memory and Postgres PGVector Store nodes.
    • Set up Airtable credentials.
    • Configure Telegram Bot credentials.
    • Set up WhatsApp Business Cloud credentials.
    • (Optional) Configure Google Drive and Facebook Graph API credentials if you plan to use these integrations.
  3. Configure Trigger Nodes:
    • Webhook: Copy the webhook URL from the Webhook node and configure your external applications to send messages to this URL.
    • Telegram Trigger: Ensure your Telegram bot is correctly set up to send updates to this n8n workflow.
    • WhatsApp Trigger: Ensure your WhatsApp Business Cloud webhook is configured to send messages to this n8n workflow.
    • When Executed by Another Workflow: This node is for internal calls from other n8n workflows (e.g., for appointment booking).
  4. Configure AI Agent:
    • AI Agent: Customize the agent's instructions, tools, and memory settings.
    • OpenAI Chat Model: Select your desired OpenAI model (e.g., gpt-4, gpt-3.5-turbo).
    • Embeddings OpenAI / Embeddings Google Gemini: Choose your preferred embedding model.
    • Postgres PGVector Store: Ensure your PGVector store is populated with your RAG documents.
    • Default Data Loader: Configure this node to load documents from your chosen source (e.g., Google Drive, local files) into the vector store.
  5. Customize CRM Logging:
    • Airtable: Configure the Airtable node to interact with your specific Airtable base and table for logging customer interactions.
    • Edit Fields (Set): Adjust this node to format the data correctly before sending it to Airtable.
  6. Customize Appointment Booking:
    • The Call n8n Workflow Tool should point to a separate n8n workflow designed to handle appointment scheduling. Ensure this sub-workflow is created and configured.
  7. Activate the Workflow: Once all configurations are complete, activate the workflow to start processing messages.

This workflow provides a robust framework for building an intelligent, multi-channel sales agent. Adjust the AI agent's tools, memory, and RAG sources to perfectly fit your business needs.

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