WhatsApp AI assistant for Q&A & bookings with Gemini, Pinecone & Google Sheets
Overview
Turn WhatsApp chats into instant answers and real-time bookings—all in one n8n workflow. Your AI Agent leverages Gemini embeddings + Pinecone for on-the-fly knowledge retrieval, then logs reservations directly into Google Sheets.
Features
AI-powered Q&A: Natural-language responses driven by Gemini + Pinecone vector search
Seamless Reservations: Book services via WhatsApp; entries auto-append to Google Sheets
Auto-Embedding Sub-workflow: Drag-and-drop Google Drive docs get indexed in Pinecone
24-Hour Follow-Up: Automated template messages if no response within a day
Personal Support Pledge: Hands-on help until your workflow runs flawlessly
Requirements
n8n account (self-hosted or n8n.cloud)
Google Cloud project with Gemini & Drive APIs enabled
Pinecone account (free tier works)
Google Sheets account
WhatsApp Business API credentials (e.g. Twilio, 360dialog)
Setup Instructions
Import Workflow
Download the .json file from your Gumroad purchase
In n8n Editor → Import → From File → select the JSON
Add Credentials
Google Service Account (Gemini & Drive APIs)
Pinecone (API Key + Environment)
Google Sheets OAuth2
WhatsApp Business API (HTTP credential or native)
Configure Nodes
AI Agent: select Gemini credentials; update system prompt with your business name & services
Pinecone Loader: point “Google Drive” node to your docs folder
Sheets Append: set Spreadsheet ID, sheet name “reservations”, map Timestamp, UserID, Service, Date, Time, Notes
WhatsApp Trigger & Send: set webhook URL; choose approved template name
Test End-to-End
Activate the workflow → send a test WhatsApp message → verify AI reply + new row in your sheet
Google Sheet Structure
Column Description Timestamp Auto-generated when a user books UserID : Unique WhatsApp user identifier Service : Chosen service or product name Date : Booking date Time : Booking time slot Notes : Any extra information (e.g., special requests)
Customization
Add New Services: Edit the system prompt’s services list
Change Follow-Up Window: Adjust the “24-hour window check” node logic
Embed Different Docs: Point the Drive node at any folder of PDFs/TXT
📞 Personal Support Pledge: I’ll work with you (via WhatsApp or email, remote desktop ) until your workflow is running flawlessly—no extra fees, no “good luck” drop‑off. Just send a message via:
Email: tharwat.elsayed2000@gmail.com
WhatsApp: +20 106 180 3236
WhatsApp AI Assistant for QA & Bookings with Gemini, Pinecone & Google Sheets
This n8n workflow creates a sophisticated AI assistant that integrates with WhatsApp, Google Sheets, Google Drive, Pinecone, and Google Gemini. It's designed to automate customer interactions, answer frequently asked questions (QA), and manage booking requests, providing a seamless and intelligent conversational experience.
What it does
This workflow automates the following steps:
- Listens for Incoming WhatsApp Messages: Triggers when a new message is received via WhatsApp Business Cloud.
- Processes User Input with AI: Uses a Google Gemini-powered AI Agent to understand the user's query.
- Retrieves Information from Pinecone: Leverages a Pinecone Vector Store and Google Gemini Embeddings to find relevant answers from a knowledge base.
- Manages Conversational Context: Utilizes a Simple Memory to maintain the conversation history for more coherent responses.
- Handles Booking Requests: If a booking is detected, it processes the request and records details in a Google Sheet.
- Stores Data in Google Drive: Saves relevant documents or information to Google Drive.
- Responds via WhatsApp: Sends the AI-generated answer or booking confirmation back to the user on WhatsApp.
- Logs Interactions: Records details of the conversation and actions taken for auditing or further analysis.
Prerequisites/Requirements
To use this workflow, you will need accounts and API keys for the following services:
- n8n: A running n8n instance.
- WhatsApp Business Cloud: A configured WhatsApp Business Account with a webhook set up to your n8n instance.
- Google Gemini: Access to the Google Gemini API for language model and embeddings.
- Pinecone: A Pinecone account with an index configured for your knowledge base.
- Google Sheets: A Google Sheet to store booking information or other structured data.
- Google Drive: A Google Drive account for document storage.
Setup/Usage
- Import the Workflow: Download the provided JSON and import it into your n8n instance.
- Configure Credentials:
- Set up your WhatsApp Business Cloud credential.
- Configure your Google Gemini API key for both the "Embeddings Google Gemini" and "Google Gemini Chat Model" nodes.
- Set up your Pinecone API key and environment.
- Configure your Google Sheets and Google Drive credentials.
- Populate Pinecone: Ensure your Pinecone index is populated with your QA data or knowledge base. You can use the "Default Data Loader" and "Recursive Character Text Splitter" nodes in conjunction with the Pinecone Vector Store to upload documents.
- Configure Google Sheets: Create a Google Sheet with appropriate columns for booking details (e.g.,
Date,Time,Service,CustomerName,WhatsAppNumber). - Customize AI Agent: Adjust the "AI Agent" node's prompt and tools to fit your specific business logic and desired conversational flow.
- Activate the Workflow: Once all credentials and configurations are set, activate the workflow.
The workflow will now listen for incoming WhatsApp messages and respond intelligently based on your configured AI agent and knowledge base.
Related Templates
Document RAG & chat agent: Google Drive to Qdrant with Mistral OCR
Knowledge RAG & AI Chat Agent: Google Drive to Qdrant Description This workflow transforms a Google Drive folder into an intelligent, searchable knowledge base and provides a chat agent to query it. It’s composed of two distinct flows: An ingestion pipeline to process documents. A live chat agent that uses RAG (Retrieval-Augmented Generation) and optional web search to answer user questions. This system fully automates the creation of a “Chat with your docs” solution and enhances it with external web-searching capabilities. --- Quick Implementation Steps Import the workflow JSON into your n8n instance. Set up credentials for Google Drive, Mistral AI, OpenAI, and Qdrant. Open the Web Search node and add your Tavily AI API key to the Authorization header. In the Google Drive (List Files) node, set the Folder ID you want to ingest. Run the workflow manually once to populate your Qdrant database (Flow 1). Activate the workflow to enable the chat trigger (Flow 2). Copy the public webhook URL from the When chat message received node and open it in a new tab to start chatting. --- What It Does The workflow is divided into two primary functions: Knowledge Base Ingestion (Manual Trigger) This flow populates your vector database. Scans Google Drive: Lists all files from a specified folder. Processes Files Individually: Downloads each file. Extracts Text via OCR: Uses Mistral AI OCR API for text extraction from PDFs, images, etc. Generates Smart Metadata: A Mistral LLM assigns metadata like documenttype, project, and assignedto. Chunks & Embeds: Text is cleaned, chunked, and embedded via OpenAI’s text-embedding-3-small model. Stores in Qdrant: Text chunks, embeddings, and metadata are stored in a Qdrant collection (docaiauto). AI Chat Agent (Chat Trigger) This flow powers the conversational interface. Handles User Queries: Triggered when a user sends a chat message. Internal RAG Retrieval: Searches Qdrant Vector Store first for answers. Web Search Fallback: If unavailable internally, the agent offers to perform a Tavily AI web search. Contextual Responses: Combines internal and external info for comprehensive answers. --- Who's It For Ideal for: Teams building internal AI knowledge bases from Google Drive. Developers creating AI-powered support, research, or onboarding bots. Organizations implementing RAG pipelines. Anyone making unstructured Google Drive documents searchable via chat. --- Requirements n8n instance (self-hosted or cloud). Google Drive Credentials (to list and download files). Mistral AI API Key (for OCR & metadata extraction). OpenAI API Key (for embeddings and chat LLM). Qdrant instance (cloud or self-hosted). Tavily AI API Key (for web search). --- How It Works The workflow runs two independent flows in parallel: Flow 1: Ingestion Pipeline (Manual Trigger) List Files: Fetch files from Google Drive using the Folder ID. Loop & Download: Each file is processed one by one. OCR Processing: Upload file to Mistral Retrieve signed URL Extract text using Mistral DOC OCR Metadata Extraction: Analyze text using a Mistral LLM. Text Cleaning & Chunking: Split into 1000-character chunks. Embeddings Creation: Use OpenAI embeddings. Vector Insertion: Push chunks + metadata into Qdrant. Flow 2: AI Chat Agent (Chat Trigger) Chat Trigger: Starts when a chat message is received. AI Agent: Uses OpenAI + Simple Memory to process context. RAG Retrieval: Queries Qdrant for related data. Decision Logic: Found → Form answer. Not found → Ask if user wants web search. Web Search: Performs Tavily web lookup. Final Response: Synthesizes internal + external info. --- How To Set Up Import the Workflow Upload the provided JSON into your n8n instance. Configure Credentials Create and assign: Google Drive → Google Drive nodes Mistral AI → Upload, Signed URL, DOC OCR, Cloud Chat Model OpenAI → Embeddings + Chat Model nodes Qdrant → Vector Store nodes Add Tavily API Key Open Web Search node → Parameters → Headers Add your key under Authorization (e.g., tvly-xxxx). Node Configuration Google Drive (List Files): Set Folder ID. Qdrant Nodes: Ensure same collection name (docaiauto). Run Ingestion (Flow 1) Click Test workflow to populate Qdrant with your Drive documents. Activate Chat (Flow 2) Toggle the workflow ON to enable real-time chat. Test Open the webhook URL and start chatting! --- How To Customize Change LLMs: Swap models in OpenAI or Mistral nodes (e.g., GPT-4o, Claude 3). Modify Prompts: Edit the system message in ai chat agent to alter tone or logic. Chunking Strategy: Adjust chunkSize and chunkOverlap in the Code node. Different Sources: Replace Google Drive with AWS S3, Local Folder, etc. Automate Updates: Add a Cron node for scheduled ingestion. Validation: Add post-processing steps after metadata extraction. Expand Tools: Add more functional nodes like Google Calendar or Calculator. --- Use Case Examples Internal HR Bot: Answer HR-related queries from stored policy docs. Tech Support Assistant: Retrieve troubleshooting steps for products. Research Assistant: Summarize and compare market reports. Project Management Bot: Query document ownership or project status. --- Troubleshooting Guide | Issue | Possible Solution | |------------|------------------------| | Chat agent doesn’t respond | Check OpenAI API key and model availability (e.g., gpt-4.1-mini). | | Known documents not found | Ensure ingestion flow ran and both Qdrant nodes use same collection name. | | OCR node fails | Verify Mistral API key and input file integrity. | | Web search not triggered | Re-check Tavily API key in Web Search node headers. | | Incorrect metadata | Tune Information Extractor prompt or use a stronger Mistral model. | --- Need Help or More Workflows? Want to customize this workflow for your business or integrate it with your existing tools? Our team at Digital Biz Tech can tailor it precisely to your use case from automation logic to AI-powered enhancements. We can help you set it up for free — from connecting credentials to deploying it live. Contact: shilpa.raju@digitalbiz.tech Website: https://www.digitalbiz.tech LinkedIn: https://www.linkedin.com/company/digital-biz-tech/ You can also DM us on LinkedIn for any help. ---
By DIGITAL BIZ TECHDynamic Hubspot lead routing with GPT-4 and Airtable sales team distribution
AI Agent for Dynamic Lead Distribution (HubSpot + Airtable) 🧠 AI-Powered Lead Routing and Sales Team Distribution This intelligent n8n workflow automates end-to-end lead qualification and allocation by integrating HubSpot, Airtable, OpenAI, Gmail, and Slack. The system ensures that every new lead is instantly analyzed, scored, and routed to the best-fit sales representative — all powered by AI logic, sir. --- 💡 Key Advantages ⚡ Real-Time Lead Routing Automatically assigns new leads from HubSpot to the most relevant sales rep based on region, capacity, and expertise. 🧠 AI Qualification Engine An OpenAI-powered Agent evaluates the lead’s industry, region, and needs to generate a persona summary and routing rationale. 📊 Centralized Tracking in Airtable Every lead is logged and updated in Airtable with AI insights, rep details, and allocation status for full transparency. 💬 Instant Notifications Slack and Gmail integrations alert the assigned rep immediately with full lead details and AI-generated notes. 🔁 Seamless CRM Sync Updates the original HubSpot record with lead persona, routing info, and timeline notes for audit-ready history, sir. --- ⚙️ How It Works HubSpot Trigger – Captures a new lead as soon as it’s created in HubSpot. Fetch Contact Data – Retrieves all relevant fields like name, company, and industry. Clean & Format Data – A Code node standardizes and structures the data for consistency. Airtable Record Creation – Logs the lead data into the “Leads” table for centralized tracking. AI Agent Qualification – The AI analyzes the lead using the TeamDatabase (Airtable) to find the ideal rep. Record Update – Updates the same Airtable record with the assigned team and AI persona summary. Slack Notification – Sends a real-time message tagging the rep with lead info. Gmail Notification – Sends a personalized handoff email with context and follow-up actions. HubSpot Sync – Updates the original contact in HubSpot with the assignment details and AI rationale, sir. --- 🛠️ Setup Steps Trigger Node: HubSpot → Detect new leads. HubSpot Node: Retrieve complete lead details. Code Node: Clean and normalize data. Airtable Node: Log lead info in the “Leads” table. AI Agent Node: Process lead and match with sales team. Slack Node: Notify the designated representative. Gmail Node: Email the rep with details. HubSpot Node: Update CRM with AI summary and allocation status, sir. --- 🔐 Credentials Required HubSpot OAuth2 API – To fetch and update leads. Airtable Personal Access Token – To store and update lead data. OpenAI API – To power the AI qualification and matching logic. Slack OAuth2 – For sending team notifications. Gmail OAuth2 – For automatic email alerts to assigned reps, sir. --- 👤 Ideal For Sales Operations and RevOps teams managing multiple regions B2B SaaS and enterprise teams handling large lead volumes Marketing teams requiring AI-driven, bias-free lead assignment Organizations optimizing CRM efficiency with automation, sir --- 💬 Bonus Tip You can easily extend this workflow by adding lead scoring logic, language translation for follow-ups, or Salesforce integration. The entire system is modular — perfect for scaling across global sales teams, sir.
By MANISH KUMARNewsletter signup flow with Email Verification API, Gmail & Google Sheets tracking
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