{ "workflow": { "id": 10836, "name": "Automated sales proposal & summary generator using GPT-4o, Sheets, Drive & Gmail", "views": 142, "recentViews": 0, "totalViews": 142, "createdAt": "2025-11-14T14:51:09.387Z", "description": "## 📘 Description:\nThis workflow automates the creation, storage, and reporting of personalized sales collateral for booked leads using GPT-4o, Google Sheets, Google Drive, and Gmail.\nIt pulls leads from a central sheet, filters booked ones, generates AI-written sales materials (summary, one-pager, and proposal), uploads the output to Drive, updates the sheet with proposal links, and emails a consolidated HTML summary to the marketing inbox.\nIt serves as a full-cycle AI-powered outreach content generator that transforms structured lead data into ready-to-use collateral in minutes.\n\n## ⚙️ What This Workflow Does (Step-by-Step)\n\n▶️ When Clicking ‘Execute Workflow’ (Manual Trigger)\n Starts the automation manually, fetching the latest lead records for batch processing.\n\n📊 Retrieve Lead Records from Google Sheets\n Pulls all lead details (company name, contact, email, booking status, etc.) from the outreach automation sheet used as the CRM base.\n\n🧩 Validate Lead Data Payload\n Checks each row for a valid email format.\n ✅ Valid entries proceed to booking filter.\n ❌ Invalid ones are logged to an error sheet.\n\n⚠️ Log Invalid Leads to Google Sheets\n Stores incomplete or malformed lead data in a separate tab for cleanup without interrupting execution.\n\n🎯 Filter for Booked Leads\n Isolates leads marked as BOOKED—the confirmed clients eligible for personalized collateral generation.\n\n⚙️ Configure GPT-4o Model (Azure OpenAI)\n Initializes the GPT-4o model to generate tailored text content based on lead data (company, title, industry, etc.).\n\n🧠 Generate Sales Collateral (AI)\n Uses GPT-4o to produce three structured assets per lead:\n 1️⃣ Sales Summary — a concise 80-word follow-up note.\n 2️⃣ One-Pager — headline + three selling points + CTA.\n 3️⃣ Proposal Draft — introduction, scope, timeline, and next steps.\n All outputs returned as structured JSON for parsing.\n\n🧹 Parse AI JSON Output\n Cleans and normalizes GPT-4o responses, ensuring JSON integrity and consistency across all generated materials.\n\n📄 Convert Collateral into Text Reports\n Compiles each lead’s collateral into a .txt report containing all three sections.\n Formatting uses clean dividers and labeled blocks for readability.\n\n☁️ Upload Sales Collateral to Google Drive\n Uploads each generated file to the collatral data Drive folder.\n Returns both view and download links for each report.\n\n🔗 Map Uploaded Files with Lead Data\n Cross-references uploaded files with corresponding leads using index mapping.\n Prepares structured data with Email, ProposalLink, and timestamps.\n\n✅ Update Lead Record with Proposal Link\n Updates the source Google Sheet, attaching each lead’s proposal link for traceability and internal access.\n\n🗂️ Aggregate Uploaded File Metadata\n Compiles an HTML-formatted list of uploaded reports (file names and links).\n Calculates total processed leads for the summary section.\n\n✉️ Generate Sales Summary Email (AI)\n Uses GPT-4o to create a clean HTML report section containing:\nTotal booked leads processed\nLinked list of uploaded files\nShort insights paragraph summarizing sales activity\n\n📧 Send Sales Summary Email via Gmail\n Delivers the HTML report to the internal inbox (e.g., newscctv22@gmail.com) with subject “Sales Collateral Summary.”\n The email is formatted for Gmail/Outlook rendering and ready for forwarding to management.\n\n## 🧩 Prerequisites\nGoogle Sheets and Drive OAuth setup (Techdome account)\nAzure OpenAI GPT-4o credentials\nGmail integration for report delivery\n\n## 💡 Key Benefits\n ✅ Eliminates manual collateral drafting for booked leads\n ✅ Auto-updates CRM sheets with proposal links\n ✅ Generates consistent, professional B2B materials in real time\n ✅ Provides an instant HTML summary for daily or weekly reporting\n ✅ Ensures full traceability of every proposal created\n\n## 👥 Perfect For\n- B2B marketing and pre-sales teams\n- Agencies managing client acquisition pipelines\n- Business development operations using Google Sheets as CRM\n- Teams seeking AI-driven, hands-off collateral generation and reporting\n", "workflow": { "id": "t6aeFxOJar5rX33K", "meta": { "instanceId": "8443f10082278c46aa5cf3acf8ff0f70061a2c58bce76efac814b16290845177" }, "name": "Automated Sales Proposal & Summary Generator using GPT-4o, Sheets & Drive", "tags": [], "nodes": [ { "id": "777285a5-1eef-449f-a871-d49ad20559ed", "name": "When clicking ‘Execute workflow’", "type": "n8n-nodes-base.manualTrigger", "position": [ -320, 80 ], "parameters": {}, "typeVersion": 1 }, { "id": "c0b2ce0c-9203-4ebf-91b7-d653a32cda10", "name": "Retrieve Lead Records from Google Sheets", "type": "n8n-nodes-base.googleSheets", "position": [ -32, 80 ], "parameters": { "options": {}, "sheetName": { "__rl": true, "mode": "list", "value": 46113423, "cachedResultUrl": "https://docs.google.com/spreadsheets/d/17rcNd_ZpUQLm0uWEVbD-NY6GyFUkrD4BglvawlyBygM/edit#gid=46113423", "cachedResultName": "outreach automation" }, "documentId": { "__rl": true, "mode": "list", "value": "17rcNd_ZpUQLm0uWEVbD-NY6GyFUkrD4BglvawlyBygM", "cachedResultUrl": "https://docs.google.com/spreadsheets/d/17rcNd_ZpUQLm0uWEVbD-NY6GyFUkrD4BglvawlyBygM/edit?usp=drivesdk", "cachedResultName": "sample_leads_50" } }, "credentials": { "googleSheetsOAuth2Api": { "id": "credential-id", "name": "googleSheetsOAuth2Api Credential" } }, "typeVersion": 4 }, { "id": "96d9cd04-cbed-4b76-b834-cfd9879a50c4", "name": "Validate Lead Data Payload", "type": "n8n-nodes-base.if", "position": [ 224, 80 ], "parameters": { "options": {}, "conditions": { "options": { "version": 2, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "e2adb005-2b3c-4d1e-8445-442df1fe925a", "operator": { "type": "string", "operation": "notEmpty", "singleValue": true }, "leftValue": "=/^[^\\s@]+@[^\\s@]+\\.[^\\s@]+$/.test({{ $json.Email }})", "rightValue": "" } ] } }, "typeVersion": 2.2 }, { "id": "f62f1223-0844-4508-8890-81005623a89c", "name": "Log Invalid Leads to Google Sheets", "type": "n8n-nodes-base.googleSheets", "position": [ 560, 704 ], "parameters": { "operation": "append", "sheetName": { "__rl": true, "mode": "list", "value": "", "cachedResultUrl": "", "cachedResultName": "" }, "documentId": { "__rl": true, "mode": "url", "value": "" } }, "credentials": { "googleSheetsOAuth2Api": { "id": "credential-id", "name": "googleSheetsOAuth2Api Credential" } }, "typeVersion": 4.6 }, { "id": "8494847c-18f2-4acf-9df9-631cc6171385", "name": "Filter for Booked Leads", "type": "n8n-nodes-base.if", "position": [ 624, 64 ], "parameters": { "options": {}, "conditions": { "options": { "version": 2, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "b7913fcd-b70c-47fd-a926-d09a0086b40e", "operator": { "name": "filter.operator.equals", "type": "string", "operation": "equals" }, "leftValue": "={{ $json[\"Booking Status\"] }}", "rightValue": "BOOKED" } ] } }, "typeVersion": 2.2 }, { "id": "aa70865b-a489-409b-a0f7-33c90c80be6d", "name": "Configure GPT-4o Model", "type": "@n8n/n8n-nodes-langchain.lmChatAzureOpenAi", "position": [ 1040, 656 ], "parameters": { "model": "gpt-4o", "options": {} }, "credentials": { "azureOpenAiApi": { "id": "credential-id", "name": "azureOpenAiApi Credential" } }, "typeVersion": 1 }, { "id": "03677f7a-0d0a-4cbc-9eef-90c3b152190c", "name": "Configure GPT-4o Model1", "type": "@n8n/n8n-nodes-langchain.lmChatAzureOpenAi", "position": [ 2592, 304 ], "parameters": { "model": "gpt-4o", "options": {} }, "credentials": { "azureOpenAiApi": { "id": "credential-id", "name": "azureOpenAiApi Credential" } }, "typeVersion": 1 }, { "id": "f895ef8e-f5fe-42d7-aa1c-78048a47e31f", "name": "Generate Sales Collateral (AI)", "type": "@n8n/n8n-nodes-langchain.agent", "position": [ 960, 48 ], "parameters": { "text": "=Generate personalized sales materials for this booked lead:\n\nCompany Name: {{ $json[\"Company Name\"] }}\nContact Person: {{ $json[\"Contact Person\"] }}\nJob Title: {{ $json[\"Job Title\"] }}\nEmail: {{ $json[\"Email\"] }}\nPhone: {{ $json[\"Phone\"] }}\nIndustry: {{ $json[\"Industry\"] }}\nLocation: {{ $json[\"Location\"] }}\nLead Source: {{ $json[\"Lead Source\"] }}\nBooking Status: {{ $json[\"Booking Status\"] }}\nClient Message: {{ $json[\"ClientMessage\"] }}\n\nInstructions:\n1. Write a short \"Sales Summary\" (under 80 words) for an email follow-up.\n2. Write a \"One-Pager\" (headline + 3 bullet points + short CTA).\n3. Write a \"Proposal Draft\" (intro, scope, timeline, and next steps).\n\nReturn everything as JSON:\n{\n \"summary\": \"...\",\n \"one_pager\": \"...\",\n \"proposal\": \"...\"\n}\n", "options": { "systemMessage": "=You are an AI sales assistant that creates short, friendly, and professional B2B sales materials. \nYour task is to generate:\n1. A short Sales Summary (for email follow-up),\n2. A One-Pager (pitch overview),\n3. A Proposal Draft (detailed offer).\n\nEach output must be relevant to the lead’s company, job title, and industry. \nKeep tone professional and persuasive. \nOutput everything in JSON format with three fields: \"summary\", \"one_pager\", and \"proposal\".\n" }, "promptType": "define" }, "typeVersion": 2.1 }, { "id": "a47f8735-b2e1-419f-8d0a-a19c7571c284", "name": "Parse AI JSON Output", "type": "n8n-nodes-base.code", "position": [ 1328, 48 ], "parameters": { "jsCode": "// Process each item (one per lead)\nreturn items.map(item => {\n // Get raw AI text output\n let text = item.json.output || \"\";\n\n // 🧹 Step 1: Clean the text (remove ```json, ```, and unwanted quotes)\n text = text\n .replace(/```json/g, \"\") // remove ```json\n .replace(/```/g, \"\") // remove ```\n .replace(/\\n/g, \" \") // flatten newlines\n .trim();\n\n // 🧠 Step 2: Try parsing it as JSON\n let parsed;\n try {\n parsed = JSON.parse(text);\n } catch (err) {\n parsed = { error: \"Invalid JSON\", raw: text };\n }\n\n // ✅ Step 3: Return clean structured data\n return {\n json: {\n summary: parsed.summary || \"\",\n one_pager: parsed.one_pager || parsed.onePager || \"\",\n proposal: parsed.proposal || \"\",\n }\n };\n});\n" }, "typeVersion": 2 }, { "id": "e9645b11-a174-4b8c-837a-965e96891ea5", "name": "Convert Collateral into Text Reports", "type": "n8n-nodes-base.code", "position": [ 1600, 48 ], "parameters": { "jsCode": "// n8n automatically provides Buffer, no need to import it\n\nreturn items.map((item, index) => {\n const data = item.json;\n\n // Build text report for each lead\n let report = \"\";\n report += `Lead Report #${index + 1}\\n`;\n report += \"===================================\\n\\n\";\n\n // === Summary ===\n report += `📋 SALES SUMMARY\\n${data.summary}\\n\\n`;\n\n // === One Pager ===\n const onePager = data.one_pager || {};\n report += `📄 ONE PAGER\\nHeadline: ${onePager.headline || \"N/A\"}\\n`;\n if (onePager.bullet_points && onePager.bullet_points.length > 0) {\n onePager.bullet_points.forEach(p => (report += `• ${p}\\n`));\n }\n report += `\\nCTA: ${onePager.cta || \"N/A\"}\\n\\n`;\n\n // === Proposal ===\n const proposal = data.proposal || {};\n report += `📑 PROPOSAL\\n`;\n report += `Introduction: ${proposal.introduction || proposal.intro || \"N/A\"}\\n\\n`;\n\n // Scope\n if (proposal.scope) {\n report += `Scope:\\n`;\n if (Array.isArray(proposal.scope)) {\n proposal.scope.forEach(s => (report += `- ${s}\\n`));\n } else {\n report += `- ${proposal.scope}\\n`;\n }\n }\n\n // Timeline\n if (proposal.timeline) {\n report += `\\nTimeline:\\n`;\n if (Array.isArray(proposal.timeline)) {\n proposal.timeline.forEach(t => (report += `- ${t}\\n`));\n } else {\n report += `- ${proposal.timeline}\\n`;\n }\n }\n\n report += `\\nNext Steps:\\n${proposal.next_steps || \"N/A\"}\\n\\n`;\n report += \"===================================\\n\";\n\n // ✅ Convert text to binary data (no imports needed)\n const buffer = Buffer.from(report, \"utf8\");\n\n return {\n json: {\n fileName: `Lead_Report_${index + 1}.txt`,\n },\n binary: {\n data: {\n data: buffer.toString(\"base64\"),\n mimeType: \"text/plain\",\n fileName: `Lead_Report_${index + 1}.txt`,\n },\n },\n };\n});\n" }, "typeVersion": 2 }, { "id": "883fc755-e17b-4b52-a0bf-dad261233226", "name": "Upload Sales Collateral to Google Drive", "type": "n8n-nodes-base.googleDrive", "position": [ 1952, 48 ], "parameters": { "name": "={{$json[\"fileName\"]}}", "driveId": { "__rl": true, "mode": "list", "value": "My Drive" }, "options": {}, "folderId": { "__rl": true, "mode": "list", "value": "1WVD9VVLyV34NCynIizt9R2xnTP5SsTfj", "cachedResultUrl": "https://drive.google.com/drive/folders/1WVD9VVLyV34NCynIizt9R2xnTP5SsTfj", "cachedResultName": "collatral data" } }, "credentials": { "googleDriveOAuth2Api": { "id": "credential-id", "name": "googleDriveOAuth2Api Credential" } }, "typeVersion": 3 }, { "id": "7dc0e8b7-c4c0-402b-a07b-d08d17f0a310", "name": "Map Uploaded Files with Lead Data", "type": "n8n-nodes-base.code", "position": [ 2416, -560 ], "parameters": { "jsCode": "// ✅ FIXED: Correct way to reference previous node data in n8n\n\n// Get all leads from the \"Filter for Booked Leads\" node\n// Use $items() function to get all items from a specific node\nconst allLeads = $('Filter for Booked Leads').all();\n\n// OR if that doesn't work, use this alternative:\n// const allLeads = $input.all();\n\nconsole.log(\"Total leads from Filter node:\", allLeads.length);\nconsole.log(\"Total files uploaded:\", items.length);\n\nreturn items.map((item, index) => {\n \n // 1️⃣ Get file link from current Upload file node output\n const fileLink = \n item.json.webViewLink || \n item.json.webContentLink || \n null;\n \n const fileName = item.json.name || `Lead_Report_${index + 1}.txt`;\n\n // 2️⃣ Match with corresponding lead data by index\n const leadData = allLeads[index]?.json || {};\n \n // 3️⃣ Extract lead information\n const email = leadData.Email || null;\n const companyName = leadData[\"Company Name\"] || \"N/A\";\n const contactPerson = leadData[\"Contact Person\"] || \"N/A\";\n const jobTitle = leadData[\"Job Title\"] || \"N/A\";\n\n // 4️⃣ Debug logging\n console.log(`Processing item ${index + 1}:`, {\n email,\n companyName,\n hasFileLink: !!fileLink\n });\n\n // 5️⃣ Validation\n if (!email || !fileLink) {\n return { \n json: { \n skip: true, \n message: `Missing data for ${companyName || 'Unknown Company'}`,\n details: {\n itemIndex: index + 1,\n hasEmail: !!email,\n hasFileLink: !!fileLink,\n fileName: fileName,\n email: email || \"MISSING\",\n fileLink: fileLink || \"MISSING\"\n }\n } \n };\n }\n\n // 6️⃣ Return complete data for Sheet update\n return {\n json: {\n Email: email,\n ProposalLink: fileLink,\n FileName: fileName,\n CompanyName: companyName,\n ContactPerson: contactPerson,\n JobTitle: jobTitle,\n UpdatedAt: new Date().toISOString(),\n skip: false\n }\n };\n});" }, "typeVersion": 2 }, { "id": "96bf790b-3c72-4b5b-a6fc-441f54190bb7", "name": "Update Lead Record with Proposal Link", "type": "n8n-nodes-base.googleSheets", "position": [ 2848, -560 ], "parameters": { "columns": { "value": { "Email": "={{ $json.Email }}", "Proposal Link": "={{ $json.ProposalLink }}" }, "schema": [ { "id": "Company Name", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Company Name", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Contact Person", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Contact Person", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Job Title", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Job Title", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Email", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Email", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Phone", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Phone", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Industry", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Industry", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Location", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Location", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Lead Source", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Lead Source", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Booking Status", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Booking Status", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "ClientMessage", "type": "string", "display": true, "removed": true, "required": false, "displayName": "ClientMessage", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "LastUpdated", "type": "string", "display": true, "removed": true, "required": false, "displayName": "LastUpdated", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "ThreadID", "type": "string", "display": true, "removed": true, "required": false, "displayName": "ThreadID", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Proposal Link", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Proposal Link", "defaultMatch": false, "canBeUsedToMatch": true } ], "mappingMode": "defineBelow", "matchingColumns": [ "Email" ], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {}, "operation": "appendOrUpdate", "sheetName": { "__rl": true, "mode": "list", "value": 46113423, "cachedResultUrl": "https://docs.google.com/spreadsheets/d/17rcNd_ZpUQLm0uWEVbD-NY6GyFUkrD4BglvawlyBygM/edit#gid=46113423", "cachedResultName": "outreach automation" }, "documentId": { "__rl": true, "mode": "list", "value": "17rcNd_ZpUQLm0uWEVbD-NY6GyFUkrD4BglvawlyBygM", "cachedResultUrl": "https://docs.google.com/spreadsheets/d/17rcNd_ZpUQLm0uWEVbD-NY6GyFUkrD4BglvawlyBygM/edit?usp=drivesdk", "cachedResultName": "sample_leads_50" } }, "credentials": { "googleSheetsOAuth2Api": { "id": "credential-id", "name": "googleSheetsOAuth2Api Credential" } }, "typeVersion": 4.6 }, { "id": "c7cb7d0c-649b-42e9-9240-80a145ead27f", "name": "Generate Sales Summary Email", "type": "@n8n/n8n-nodes-langchain.agent", "position": [ 2592, 48 ], "parameters": { "text": "=You are an expert sales reporting assistant. \nBased on the uploaded lead reports below, write a short **HTML-formatted** sales summary email section.\n\nInput Details:\n- Total Booked Leads: {{ $json[\"totalLeads\"] || \"0\" }}\n- Uploaded Files:\n{{ $json[\"fileListText\"] || \"No uploaded file data available\" }}\n\nInstructions:\n1. Write the message in **HTML format**.\n2. Include:\n - A title section (e.g., 📊 Sales Report Summary)\n - A line showing total leads\n - A bullet list with file names and links\n - A short “Sales Insights” paragraph (2–4 sentences) based on the leads.\n3. Use professional formatting (e.g.,

,