AI website chatbot with CRM lead collection using GPT and Google Sheets

This n8n training workflow demonstrates how to connect a sub-workflow as a tool to an AI Agent.
In this example, the main workflow is a Website Chatbot that engages visitors, collects contact information, and sends that data to a CRM process.
The CRM process itself is a separate sub-workflow, connected to the agent as a tool via the Tool Workflow node.

Step-by-Step Setup Instructions

1. Create the Sub-Workflow (CRM Tool)

This sub-workflow will be triggered by the AI agent to process collected information.
It will:

1. Receive inputs (email, description) from the main chatbot workflow.
2. Format the data into a structured JSON format.
3. Append the data to a Google Sheet (acting as the CRM database).
4. Send a confirmation message back to the main workflow.

Steps inside the sub-workflow:

• When Executed by Another Workflow – Triggered by the main workflow’s tool node.
• Convert Conversation (Agent) – Uses OpenAI to extract and format the input into a JSON structure:

  {
    "email": "[email protected]",
    "description": "Wants help automating lead intake and sending Slack notifications."
  }
  

Structured Output Parser – Ensures the extracted data matches the expected JSON schema.

Append row in sheet (Google Sheets) – Adds the new lead data to your CRM sheet.

Code Node – Returns a simple text confirmation like "Thanks for the info, we will be in touch soon".

Required setup for Google Sheets:

• Enable the Google Sheets API and connect your Google account in n8n.
• Create a sheet with at least the columns email and description.
• Use the sheet's Document ID and tab name in the Google Sheets node.

2. Create the Main Workflow (Website Chatbot)

This workflow acts as the main AI Agent handling incoming chat messages.

Steps in the main workflow:

1. When chat message received – Starts the workflow whenever a visitor sends a message via your chatbot integration.
2. Website Chatbot (Agent Node) – Configured with a System Message that:
   • Briefly explains your services.
   • Asks the visitor what processes they want to automate.
   • Requests their name and email.
   • Sends collected data to the CRM tool once email and description are available.
3. OpenAI Chat Model – Connects to the AI agent as its language model.
4. Simple Memory – Stores short-term context for the ongoing chat.
5. CRM Tool (Tool Workflow Node) – Points to the sub-workflow created in Step 1, allowing the chatbot to trigger it directly.

3. Connecting the Sub-Workflow to the AI Agent

1. Add a Tool Workflow node to the main workflow.
2. Select "Parameter" as the source.
3. Paste in your sub-workflow JSON or select it from your n8n workflows.
4. Connect the Tool Workflow node to your AI Agent using the ai_tool connection.
5. Give the tool a clear description (e.g., crm tool to store lead information) so the agent knows when to use it.

4. How It Works in Action

1. A visitor sends a message through the chatbot.
2. The AI Agent engages, asks questions, and collects their name, email, and request.
3. Once collected, the agent triggers the CRM Tool.
4. The sub-workflow formats the data, stores it in Google Sheets, and sends a confirmation.
5. The chatbot confirms with the visitor that their request was received.

5. Customization Ideas

• Replace Google Sheets with your actual CRM API.
• Add validation to ensure the email format is correct before saving.
• Expand the CRM tool to send a Slack or email notification after storing the lead.

Created by Robert A. – Ynteractive
Website: https://ynteractive.com
Email: [email protected]