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WhatsApp productivity assistant with OpenAI, Gmail, Calendar, Tasks & Expense tracking

Jitesh DugarJitesh Dugar
1464 views
2/3/2026
Google SheetsForm ProcessingWebhookAutomationData Transformation
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Who's it for

This template is designed for anyone who wants to use WhatsApp as a personal AI assistant hub. If you often juggle tasks, emails, calendars, and expenses across multiple tools, this workflow consolidates everything into one seamless AI-powered agent accessible right from your most-used messaging app.

What it does

Jarvis listens to your WhatsApp messages (text or audio) and processes them with OpenAI. Based on your request, it can:

  • ✅ Manage tasks (create, complete, or delete)
  • 📅 Handle calendar events (schedule, reschedule, or check availability)
  • 📧 Send, draft, or fetch emails with Gmail
  • 👥 Retrieve Google Contacts
  • 💵 Log and track expenses
  • 🎤 Process voice notes and respond intelligently

All responses are returned directly to WhatsApp, giving you a unified command center that works on any device.

How to set up

  1. Clone this template into your n8n workspace.
  2. Set up a WhatsApp Business API account (via Meta Business Suite or providers like Twilio, 360dialog, or MessageBird).
  3. Configure the WhatsApp webhook to connect to your n8n instance.
  4. Connect your Google accounts (Gmail, Calendar, Contacts, etc.).
  5. Add your OpenAI API key in the Credentials section.
  6. Test by sending a WhatsApp message like:
    • "Create a meeting tomorrow at 3pm"
    • "Add expense $50 for lunch"
    • "Draft a reply to that email from Steve"
    • "What's on my calendar this week?"

Requirements

  • n8n instance (cloud or self-hosted with public webhook URL)
  • WhatsApp Business API credentials (not regular WhatsApp)
  • Gmail, Google Calendar, and Google Contacts credentials (optional based on features)
  • OpenAI API key
  • ElevenLabs API Key (optional, for advanced audio note processing)

How to customize

  • Swap email providers by replacing the Gmail MCP node with Outlook, Exchange, or IMAP/SMTP.
  • Add more integrations like Notion, Slack, Todoist, or your CRM.
  • Adjust AI personality by modifying the system prompt in the OpenAI node.
  • Control context memory to determine how much conversation history Jarvis remembers.
  • Add automation rules like auto-categorizing expenses or auto-scheduling recurring meetings.
  • Multi-language support by configuring OpenAI to respond in different languages.

Key advantages of WhatsApp version

  • 🌍 Universal access - WhatsApp works everywhere, including international numbers
  • 📱 Cross-platform - Seamlessly works on mobile, web, and desktop
  • 🔒 End-to-end encryption for sensitive task and email data
  • 👥 Familiar interface - No need to learn a new app
  • ✅ Read receipts - Know when Jarvis has processed your request

With this template, you can transform WhatsApp into your all-in-one AI productivity assistant, simplifying workflows and saving hours every week—all from the app you're already using daily.

WhatsApp Productivity Assistant with OpenAI, Gmail, Calendar, Tasks, and Expense Tracking

This n8n workflow acts as a powerful WhatsApp-based productivity assistant, leveraging OpenAI's language model to understand natural language commands and interact with various services. It allows users to manage emails, calendar events, tasks, and track expenses directly through WhatsApp messages.

What it does

This workflow automates the following steps:

  1. Listens for WhatsApp Messages: The workflow is triggered by incoming messages to a configured WhatsApp Business Cloud account.
  2. Processes Incoming Message: The raw WhatsApp message data is transformed and prepared for AI processing.
  3. Analyzes with AI Agent: An AI Agent (powered by OpenAI) interprets the user's intent from the WhatsApp message. This agent is configured with memory to maintain conversational context and uses various tools to interact with external services.
  4. Routes Actions Based on Intent:
    • "Think" Tool: If the AI Agent determines a need for internal reasoning or further clarification, it uses a "Think" tool.
    • "MCP Client" Tool: For specific actions like managing emails, calendar, tasks, or expenses, the AI Agent invokes an "MCP Client" tool, which is designed to interact with other n8n workflows (acting as "Model Context Protocol" servers) responsible for these specific functionalities.
  5. Responds via WhatsApp: After processing the command or query, the workflow sends a relevant response back to the user's WhatsApp.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running instance of n8n.
  • WhatsApp Business Cloud Account: Configured with an API and a phone number.
  • OpenAI API Key: For the AI Agent to understand and generate responses.
  • Additional n8n Workflows (MCP Servers): This workflow relies on separate n8n workflows that act as "MCP Server" triggers and contain the logic for interacting with services like:
    • Gmail: For email management.
    • Google Calendar: For event scheduling.
    • Task Management Tool: (e.g., Todoist, Asana, Google Tasks) for task creation/management.
    • Expense Tracking System: (e.g., Google Sheets, a custom database) for recording expenses.
    • These MCP Server workflows are not included in this JSON and need to be set up separately and exposed to this main workflow via the Model Context Protocol.

Setup/Usage

  1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
  2. Configure WhatsApp Credentials:
    • Set up your WhatsApp Business Cloud credentials in n8n.
    • Configure the WhatsApp Trigger node (ID: 1260) to listen for incoming messages from your WhatsApp Business Cloud account.
    • Configure the WhatsApp Business Cloud node (ID: 827) to send messages using your WhatsApp Business Cloud account.
  3. Configure OpenAI Credentials:
    • Set up your OpenAI credentials in n8n.
    • Configure the OpenAI Chat Model node (ID: 1153) with your OpenAI API key.
  4. Configure AI Agent:
    • Review the AI Agent node (ID: 1119) settings, especially the "System Message" and the "Tools" section.
    • Ensure the "MCP Client" tool (ID: 1292) is correctly configured to point to your other n8n workflows (MCP Servers) that handle specific actions (Gmail, Calendar, Tasks, Expenses). You will need to know the webhook URLs or identifiers for these MCP Server workflows.
  5. Deploy MCP Server Workflows: Ensure your separate n8n workflows for Gmail, Google Calendar, task management, and expense tracking are deployed and configured as "MCP Server" triggers, ready to receive commands from this main workflow.
  6. Activate the Workflow: Once all credentials and configurations are set, activate the workflow in n8n.

You can now interact with your productivity assistant by sending messages to your WhatsApp Business Cloud number. For example, you might send messages like:

  • "Schedule a meeting with John for tomorrow at 10 AM about project X."
  • "Add 'buy groceries' to my to-do list."
  • "Log an expense: $25 for lunch."
  • "What's on my calendar for today?"

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