Manage emails via WhatsApp with Gmail, GPT and voice recognition

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Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

How it works This workflow turns WhatsApp into a smart email command center using AI. Users can speak or type instructions like: "Send a follow up to Claire” "Write a draft email to Claire to co...

Best for

Personal Productivity automation workflows
AI Chatbot automation workflows
advanced n8n builders looking for reusable templates

Tools used

@n8n/n8n-nodes-langchain.agent, n8n-nodes-base.gmailtool, @n8n/n8n-nodes-langchain.lmchatopenai, n8n-nodes-base.whatsapptrigger, n8n-nodes-base.switch, n8n-nodes-base.httprequest, @n8n/n8n-nodes-langchain.openai, n8n-nodes-base.set

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Floyd Mahou.

Original n8n.io source

1.1 Workflow description

Title: Manage emails via WhatsApp with Gmail, GPT and voice recognition
Workflow name: Manage emails via WhatsApp with Gmail, GPT and voice recognition

🔍 How it works

This workflow turns WhatsApp into a smart email command center using AI.

Users can speak or type instructions like:

"Send a follow-up to Claire”
"Write a draft email to Claire to confirm tomorrow’s meeting at 5 PM”
"What is the name of Claire's firm?”

The agent transcribes voice notes, extracts intent with GPT, interacts with Gmail (send, draft, search), and replies with a confirmation via WhatsApp — either as text or a voice message.

⚙️ Key Modules Used

WhatsApp Business Webhook (Meta)
OpenAI Whisper (voice transcription)
GPT (intent + content generation)
Gmail (search, draft, send)
Airtable (contact lookup + memory logging)

🧠 Memory Layer (Optional)

The agent logs key fields in Airtable:

Recipient email
Company / job title And more... This creates a lightweight "gut memory” so the agent feels context-aware.

🗺️ Setup Steps

Connect WhatsApp Business API (via Meta Developer Console)
Add OpenAI and Gmail credentials in n8n
Link your Airtable base for contacts and logging

🧩 Best Use Cases

Hands-free email reply while commuting
Fast Gmail access for busy consultants / solopreneurs
Custom business agents for service-based professionals

⏱️ Estimated Setup Time

30–60 minutes

✅ Requirements

WhatsApp Business Cloud access
OpenAI API Key
Gmail or Google Workspace
Airtable account (free plan OK)
n8n instance (cloud or self-hosted with HTTPS)

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - Email Agent

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 1.6

Block 2 - Send Email

Type / Role: n8n-nodes-base.gmailTool - gmailTool
Config choices: Version 2.1

Block 3 - Create Draft

Type / Role: n8n-nodes-base.gmailTool - gmailTool
Config choices: Version 2.1

Block 4 - OpenAI Chat Model

Type / Role: @n8n/n8n-nodes-langchain.lmChatOpenAi - lmChatOpenAi
Config choices: Version 1.2

Block 5 - WhatsApp Trigger

Type / Role: n8n-nodes-base.whatsAppTrigger - whatsAppTrigger
Config choices: Version 1

Block 6 - Switch

Type / Role: n8n-nodes-base.switch - switch
Config choices: Version 3.2

Block 7 - HTTP Request

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.2

Block 8 - OpenAI

Type / Role: @n8n/n8n-nodes-langchain.openAi - openAi
Config choices: Version 1.8

Block 9 - Edit Fields

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 10 - Split Out

Type / Role: n8n-nodes-base.splitOut - splitOut
Config choices: Version 1

Block 11 - Edit Fields1

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 12 - WhatsApp Business Cloud1

Type / Role: n8n-nodes-base.whatsApp - whatsApp
Config choices: Version 1

Block 13 - Simple Memory

Type / Role: @n8n/n8n-nodes-langchain.memoryBufferWindow - memoryBufferWindow
Config choices: Version 1.3

Block 14 - WhatsApp Business Cloud

Type / Role: n8n-nodes-base.whatsApp - whatsApp
Config choices: Version 1

Block 15 - OpenAI1

Type / Role: @n8n/n8n-nodes-langchain.openAi - openAi
Config choices: Version 1.8

Block 16 - Code

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 17 - If

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2.2

Block 18 - WhatsApp Business Cloud2

Type / Role: n8n-nodes-base.whatsApp - whatsApp
Config choices: Version 1

Block 19 - WhatsApp Business Cloud3

Type / Role: n8n-nodes-base.whatsApp - whatsApp
Config choices: Version 1

Block 20 - Get Email

Type / Role: n8n-nodes-base.airtableTool - airtableTool
Config choices: Version 2.1

Block 21 - Sticky Note1

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 22 - Sticky Note2

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 23 - Sticky Note3

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 24 - Sticky Note

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

3. Summary Table

Workflow	Manage emails via WhatsApp with Gmail, GPT and voice recognition
Complexity	advanced
Nodes	24
Categories	Personal Productivity, AI Chatbot
Author	Floyd Mahou
Published	19 Jun 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/5042/5042.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source Personal Productivity workflows AI Chatbot workflows

Frequently asked questions

What does Manage emails via WhatsApp with Gmail, GPT and voice recognition do?

How it works This workflow turns WhatsApp into a smart email command center using AI. Users can speak or type instructions like: "Send a follow up to Claire” "Write a draft email to Claire to co...

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your Personal Productivity, AI Chatbot use case.

Floyd Mahou

3 workflows

Nodes

@n8n/n8n-nodes-langchain.agent n8n-nodes-base.gmailtool @n8n/n8n-nodes-langchain.lmchatopenai n8n-nodes-base.whatsapptrigger n8n-nodes-base.switch n8n-nodes-base.httprequest @n8n/n8n-nodes-langchain.openai n8n-nodes-base.set

Complexity

advanced

Published 19 Jun 2025

Likes 0

View on n8n.io Download Workflow

Install path: /data/workflows/5042/5042.json

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Manage emails via WhatsApp with Gmail, GPT and voice recognition

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

🔍 How it works

⚙️ Key Modules Used

🧠 Memory Layer (Optional)

🗺️ Setup Steps

🧩 Best Use Cases

⏱️ Estimated Setup Time

✅ Requirements

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Email Agent

Block 2 - Send Email

Block 3 - Create Draft

Block 4 - OpenAI Chat Model

Block 5 - WhatsApp Trigger

Block 6 - Switch

Block 7 - HTTP Request

Block 8 - OpenAI

Block 9 - Edit Fields

Block 10 - Split Out

Block 11 - Edit Fields1

Block 12 - WhatsApp Business Cloud1

Block 13 - Simple Memory

Block 14 - WhatsApp Business Cloud

Block 15 - OpenAI1

Block 16 - Code

Block 17 - If

Block 18 - WhatsApp Business Cloud2

Block 19 - WhatsApp Business Cloud3

Block 20 - Get Email

Block 21 - Sticky Note1

Block 22 - Sticky Note2

Block 23 - Sticky Note3

Block 24 - Sticky Note

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions