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AI-powered sales assistant with Airtable CRM, Gmail and web research

LeeWeiLeeWei
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2/3/2026
Google SheetsAutomationData SyncDatabaseFirestore
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Overview of the n8n Workflow

This n8n workflow automates sales processes using AI agents integrated with Airtable as a CRM and Gmail for email handling. It consists of two main workflows: one for handling Airtable status changes to send automated emails, and another for processing incoming emails to add new leads to the CRM or respond to existing leads/clients. The agents personalize emails, research leads via web searches, update CRM notes, and include human approval for responses.

Sticky Notes: Setup and Customization Guidance

The workflows include sticky notes with Markdown formatting for key instructions (assume these are added to the cloned workflows):

  1. Editable Fields (Airtable and Gmail Credentials)

    ## Editable Fields
- Update Airtable base ID and table ID in trigger/search nodes to match your CRM.
- Set Gmail credentials for triggers and email nodes.

  2. Editable Fields (API Keys and Models)

    ## Editable Fields
- Replace Tavily API key in HTTP request nodes with your own (sign up at tavily.com).
- Update OpenAI model in chat model nodes if needed (e.g., to gpt-4o).

  3. Editable Fields (Google Docs Templates)

    ## Editable Fields
- Replace Google Docs URLs in document nodes with your own templates for each status/email type.
- Ensure Google Docs credentials have read access.

How to Set Up the Workflow

To use these workflows in n8n (setup time: ~10-15 minutes):

  1. Import the JSONs: Paste the provided JSON into n8n to create the two workflows ("Airtable sales agent" and "Email sales Agent").

  2. Configure Credentials:

    • Airtable: Add API token credentials for your base.
    • Gmail: Set up OAuth2 credentials for your email account.
    • OpenAI: Add API key for chat models.
    • Google Docs: Set up OAuth2 credentials with read access to your templates.

  3. Update Editable Fields:

    • In Airtable nodes: Set your base ID and table ID.
    • In HTTP nodes: Replace Tavily API key.
    • In Google Docs nodes: Update URLs to your email templates/knowledge base.
    • No need to rebuild nodes; all are pre-configured.

  4. Activate Workflows: Enable the triggers and test with sample data.

Potential Customizations

  • Change Status Templates: Add more switch outputs and Google Docs nodes for additional Airtable statuses.
  • Adjust AI Prompts: Modify system messages in AI Agent nodes for different personalization or response styles.
  • Replace Search API: Swap Tavily HTTP requests with another search tool if preferred.
  • Add More Tools: Extend the AI Agent with additional tools for CRM updates or integrations.

Considerations and Improvements

  • API Limits: Monitor Tavily and OpenAI usage to avoid rate limits; add waits if needed.
  • Error Handling: Add IF nodes for cases like no matching lead or failed searches.
  • Data Privacy: Ensure sensitive lead data in Airtable and emails complies with regulations.
  • Testing: Use test emails and Airtable records to verify before going live.

Conclusion

These n8n workflows create an efficient AI-powered sales system, automating lead addition, CRM updates, and email communications with minimal setup. They integrate seamlessly with Airtable and Gmail, allowing focus on high-value tasks. Customize as needed via the editable fields outlined.

AI-Powered Sales Assistant with Airtable CRM, Gmail, and Web Research

This n8n workflow automates key tasks for a sales assistant, integrating with Airtable for CRM data, Gmail for communication, and leveraging AI for web research and structured data extraction. It streamlines the process of responding to sales inquiries, enriching CRM data, and generating personalized outreach.

What it does

This workflow automates the following steps:

  1. Triggers on new Airtable records: Listens for new records added to a specified Airtable base and table, likely representing new leads or sales opportunities.
  2. Triggers on new Gmail emails: Alternatively, it can be triggered by new emails received in a specified Gmail account, potentially for incoming sales inquiries.
  3. AI Agent for Sales Tasks: Processes the incoming data (from Airtable or Gmail) using an AI Agent. This agent is configured with an OpenAI Chat Model and a Structured Output Parser to:
    • Understand the context of the sales inquiry or lead.
    • Perform web research (via HTTP Request) to gather additional information.
    • Extract structured data from the research or inquiry.
    • Formulate appropriate responses or actions.
  4. Conditional Logic (If/Switch): Routes the workflow based on conditions, allowing for different actions depending on the AI's output or the initial trigger.
  5. Performs Web Research: Uses the HTTP Request node to fetch information from external websites, enriching the data for the AI agent.
  6. Generates Google Docs: Creates or updates documents in Google Docs, potentially for personalized proposals, summaries, or reports.
  7. Sends Emails via Gmail: Composes and sends emails, likely personalized responses or follow-ups generated by the AI agent.
  8. Updates Airtable: Modifies existing records or adds new records to Airtable, ensuring the CRM is always up-to-date with the latest information and actions.
  9. Generates Markdown Content: Creates markdown formatted text, which could be used for internal notes, summaries, or content generation.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running instance of n8n.
  • Airtable Account: With an API key and a configured base/table for CRM data.
  • Gmail Account: With appropriate permissions for n8n to read/send emails.
  • OpenAI API Key: For the AI Agent and OpenAI Chat Model.
  • Google Docs Account: For creating and managing documents.
  • Web Research Access: The HTTP Request node will need access to the internet for web scraping/API calls.

Setup/Usage

  1. Import the Workflow: Download the JSON file and import it into your n8n instance.
  2. Configure Credentials:
    • Set up Airtable credentials for both the Trigger and the regular Airtable node.
    • Set up Gmail credentials for both the Trigger and the regular Gmail node.
    • Set up OpenAI credentials for the OpenAI Chat Model.
    • Set up Google Docs credentials.
  3. Customize Nodes:
    • Airtable Trigger: Specify the Base ID and Table Name you want to monitor for new records.
    • Gmail Trigger: Configure which emails should trigger the workflow (e.g., specific subject lines, senders).
    • AI Agent: Review and adjust the prompt for the AI Agent to align with your specific sales assistant tasks (e.g., "Research competitor pricing for X product," "Draft a personalized email to Y lead").
    • HTTP Request: Configure the URLs and parameters for any web research the AI agent needs to perform.
    • Structured Output Parser: Define the schema for the structured data you expect the AI to extract (e.g., lead name, company, pain points, proposed solution).
    • If/Switch Nodes: Adjust the conditions based on your workflow logic.
    • Gmail Node: Customize email templates, recipients, and subject lines.
    • Airtable Node: Map the output from the AI and other nodes to the correct fields in your Airtable CRM.
    • Google Docs Node: Define how documents should be created or updated.
  4. Activate the Workflow: Once configured, activate the workflow to start automating your sales assistant tasks.

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