Manage emails via WhatsApp with Gmail, GPT and voice recognition
🔍 How it works
This workflow turns WhatsApp into a smart email command center using AI.
Users can speak or type instructions like:
- "Send a follow-up to Claire”
- "Write a draft email to Claire to confirm tomorrow’s meeting at 5 PM”
- "What is the name of Claire's firm?”
The agent transcribes voice notes, extracts intent with GPT, interacts with Gmail (send, draft, search), and replies with a confirmation via WhatsApp — either as text or a voice message.
⚙️ Key Modules Used
- WhatsApp Business Webhook (Meta)
- OpenAI Whisper (voice transcription)
- GPT (intent + content generation)
- Gmail (search, draft, send)
- Airtable (contact lookup + memory logging)
🧠 Memory Layer (Optional)
The agent logs key fields in Airtable:
- Recipient email
- Company / job title And more... This creates a lightweight "gut memory” so the agent feels context-aware.
🗺️ Setup Steps
- Connect WhatsApp Business API (via Meta Developer Console)
- Add OpenAI and Gmail credentials in n8n
- Link your Airtable base for contacts and logging
🧩 Best Use Cases
- Hands-free email reply while commuting
- Fast Gmail access for busy consultants / solopreneurs
- Custom business agents for service-based professionals
⏱️ Estimated Setup Time
30–60 minutes
✅ Requirements
- WhatsApp Business Cloud access
- OpenAI API Key
- Gmail or Google Workspace
- Airtable account (free plan OK)
- n8n instance (cloud or self-hosted with HTTPS)
n8n Workflow: WhatsApp Email Management with AI and Voice Recognition
This n8n workflow enables you to manage your emails directly through WhatsApp, leveraging AI for smart responses and voice recognition for hands-free interaction. It acts as a personal email assistant, allowing you to check, summarize, and reply to emails by simply sending messages or voice notes on WhatsApp.
What it does
This workflow automates the following steps:
- Listens for WhatsApp messages: It triggers when a new message or voice note is received on a configured WhatsApp Business Cloud account.
- Transcribes Voice Notes (if applicable): If the incoming message is a voice note, it uses OpenAI's Whisper model to transcribe the audio into text.
- Processes Text Input: The transcribed text (or direct text message) is then processed by an AI agent.
- AI Agent for Email Management: An OpenAI-powered AI agent, equipped with a simple memory, interprets your commands related to email. This agent can:
- Summarize new emails.
- Draft replies to emails.
- Potentially perform other email-related actions based on the prompt.
- Sends AI Response via WhatsApp: The AI agent's generated response (e.g., email summary, drafted reply) is sent back to the user on WhatsApp.
Prerequisites/Requirements
To use this workflow, you will need:
- n8n Instance: A running n8n instance.
- WhatsApp Business Cloud Account: Configured with a webhook pointing to your n8n instance for the WhatsApp Trigger node.
- OpenAI API Key: For the OpenAI Chat Model (GPT) and OpenAI (Whisper for voice transcription) nodes.
- Email Service Integration (Implicit): While not explicitly shown in the provided JSON, the AI agent is designed to "manage emails." This implies a connection to an email service (like Gmail, Outlook, etc.) would be handled within the AI Agent's tools or a subsequent node not detailed in this specific JSON snippet. For a fully functional email management system, you would need to add nodes for interacting with your email provider (e.g., Gmail node, IMAP/SMTP nodes).
Setup/Usage
- Import the Workflow: Download the provided JSON and import it into your n8n instance.
- Configure WhatsApp Trigger:
- Set up your WhatsApp Business Cloud account and obtain the necessary API credentials.
- In the "WhatsApp Trigger" node, configure your WhatsApp credential.
- Copy the webhook URL generated by n8n for this trigger and set it as the webhook URL in your WhatsApp Business Cloud setup.
- Configure OpenAI Credentials:
- Obtain an API key from OpenAI.
- Configure your OpenAI credentials in both the "OpenAI Chat Model" and "OpenAI" (for Whisper) nodes.
- Review and Customize AI Agent:
- The "AI Agent" node is the core intelligence. Review its configuration, especially the "Tools" it has access to. For email management, you'd typically define tools that allow it to read emails, send emails, etc. (These tools are not visible in the provided JSON but are crucial for the described functionality).
- The "Simple Memory" node provides conversational context to the AI agent.
- Activate the Workflow: Once all credentials and configurations are set, activate the workflow.
Now, you can send messages or voice notes to your WhatsApp Business number, and the n8n workflow will process them, providing AI-powered email assistance.
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