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Automate Sales Call Research and Follow-Ups with GPT-4, Tavily, Google Sheets

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Created by: Muhammad Bello || muhammad-bello

Muhammad Bello

Last update

Last update 2 months ago

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Description

This n8n template automates prospect research and personalized follow-up writing right after a sales call is booked.

It gathers company background, tech stack, and updates; suggests relevant solutions; and then drafts a handcrafted email, subject line, and SMS, all saved back into Google Sheets.

Benefits

  • Always show up to calls with prepared context.
  • Ensure no follow-up slips through the cracks.
  • Keep all notes, research, and outreach in a single system of record.
  • Scale personalized outreach without losing the human touch.

Use cases

  • Prep for sales calls with richer prospect context.
  • Save hours writing personal follow-ups.
  • Keep sales records neatly in one shared sheet.

Requirements

  • Google Sheets with:

    • Meeting Data → prospect info + enrichment fields
    • Success Stories → testimonials (company, industry, results, solution used)

  • Tavily API key

  • OpenAI API key (GPT-4.1 or later recommended)

  • n8n account with Google Sheets + LangChain enabled

Google Sheets Template

You’ll need two sheets inside one Google Spreadsheet:

1. Meeting Data (input + output)

Columns:

  • Name
  • Email
  • Company
  • Website
  • Job Title
  • Meeting Date
  • Company Overview (AI-filled)
  • Tech Stack (AI-filled)
  • Company Updates (AI-filled)
  • Primary Solution (AI-filled)
  • Solution 2 (AI-filled)
  • Solution 3 (AI-filled)
  • Email Subject (AI-filled)
  • Follow-up Email (AI-filled)
  • Follow-up SMS (AI-filled)

2. Success Stories (for testimonials)

Columns:

  • Company
  • Industry
  • Results
  • Solution Used

You can copy this structure into a fresh Google Spreadsheet before starting.

How it works

  1. Trigger → Pulls new rows from Google Sheets (or connects to your booking system).
  2. Research Agent → Uses Tavily for company overview, tech stack, and updates.
  3. Product Suggestions → Pulls from Product List sheet to propose 3 tailored solutions.
  4. Save Research → Updates the row with the six research fields.
  5. Sales Writing Assistant → Drafts subject, email, and SMS using context + testimonials.
  6. Update Sheet → Writes final outputs (subject, email, SMS) into Google Sheets.

Setup Steps

  1. Prepare Google Sheets

    • Create a new spreadsheet with the Meeting Data and Success Stories tabs.
    • Add the required columns (see template above).
    • Fill in at least one success story for the workflow to use.

  2. Connect Google Sheets in n8n

    • Add Google Sheets credentials under Settings → Credentials.
    • Make sure n8n has access to your spreadsheet.

  3. Add API Keys

    • In n8n, create credentials for OpenAI (GPT-4.1 or later).
    • Create credentials for Tavily.

  4. Import the workflow

    • Load the JSON file (this template) into n8n.
    • Replace any placeholder spreadsheet IDs with your own.
    • Map the correct sheet/tab names.

  5. Test the Research Agent

    • Run the workflow manually.
    • Check that Company Overview, Tech Stack, and Company Updates populate.

  6. Test the Writing Assistant

    • Ensure the workflow uses at least one testimonial from Success Stories.
    • Run it again and confirm Email Subject, Follow-up Email, and SMS are written.

  7. Automate

    • Replace the Manual Trigger with your preferred trigger:

      • Google Calendar / Calendly → Google Sheets
      • CRM → Google Sheets
      • Directly from n8n integrations

Customization

This workflow is designed as a flexible foundation. Here are ways to adapt it:

  • Change AI prompts

    • Update the Research Agent prompt to focus on specific industries or data points.
    • Edit the Sales Writing Assistant to match your tone of voice.

  • Swap success stories

    • Add more detailed case studies to the Success Stories sheet for stronger personalization.

  • Add integrations

    • Send follow-up emails automatically with Gmail or Outlook nodes.
    • Push SMS directly via Twilio.
    • Sync enriched data into HubSpot, Salesforce, or Notion.

  • Error handling

    • Add retry logic for API calls.
    • Include a notification node (Slack/Email) if the workflow fails.

Tips & Troubleshooting

  • If research doesn’t update → confirm Email is the matching column in your Update Sheet nodes.
  • If follow-up copy is blank → ensure at least one testimonial exists in Success Stories.
  • Use Debug Mode to inspect AI Agent or Sales Writing Assistant outputs.