# AI-Powered WhatsApp Chatbot : Complete Booking Assistant: n8n workflow

> Started by an incoming WhatsApp message, and works across Gmail, Google Calendar, Google Sheets and WhatsApp.

Source: https://millionrounds.com/workflow/ai-powered-whatsapp-chatbot-complete-booking-assistant (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Scheduling](https://millionrounds.com/workflows?category=Scheduling#library)

# AI-Powered WhatsApp Chatbot: Complete Booking Assistant

Started by an incoming WhatsApp message, and works across Gmail, Google Calendar, Google Sheets and WhatsApp. It puts Gemini and OpenAI behind a retrieval step, so answers are drawn from documents you supply rather than from the model alone. 37 steps, 3 branches: large, and worth reading before you trust it with anything live.

Large Calls a model: Gemini, OpenAI Retrieval

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fai-powered-whatsapp-chatbot-complete-booking-assistant)

**37 steps** Large: read it before trusting it with anything live

**3** Branches: places the flow splits

**0** Loops or waits

**4** Services it connects to

## The flow

Starts it 3 Model 11 Logic 8 Service 15

The steps in the order they run, from what starts it.

- 1 **Update event** Google Calendar Tool *Service*
- 2 **Delete event** Google Calendar Tool *Service*
- 3 **Create event** Google Calendar Tool *Service*
- 4 **Get events** Google Calendar Tool *Service*
- 5 **Add client** Google Sheets Tool *Service*
- 6 **Workflow Error Handler** Error trigger *Starts it*
- 7 **WhatsApp Trigger** Whats App trigger *Starts it*
- 8 **Calculator** Tool Calculator *Model*
- 9 **Send Email** Gmail Tool *Service*
- 10 **New client** Google Sheets Tool *Service*
- 11 **Google Gemini Chat Model** Lm Chat Google Gemini *Model*
- 12 **Google Gemini Chat Model1** Lm Chat Google Gemini *Model*
- 13 **Send message1** Whats App *Service*
- 14 **When chat message received** Chat trigger *Starts it*
- 15 **Postgres Chat Memory** Memory Postgres Chat *Model*
- 16 **Virtual Assistant** Agent *Model*
- 17 **Notify: Workflow Error** Gmail *Service*
- 18 **Input type** Switch *Logic*
- 19 **Escalation** Whats App Hitl Tool *Service*
- 20 **Escalation1** Chat Hitl Tool *Model*
- 21 **Guardrails** Guardrails *Model*
- 22 **From Chat** Set *Logic*
- 23 **Switch** Switch *Logic*
- 24 **Message** Set *Logic*
- 25 **Get Audio Url** Whats App *Service*
- 26 **Not supported** Whats App *Service*
- 27 **Chat1** Chat *Model*
- 28 **Normalize** Set *Logic*
- 29 **From audio to audio?** If *Logic*
- 30 **Chat** Chat *Model*
- 31 **Download Audio** Http Request *Service*
- 32 **Generate Audio Response** Open Ai *Model*
- 33 **Send message** Whats App *Service*
- 34 **Transcribe Audio** Open Ai *Model*
- 35 **Fix mimeType for Audio** Code *Logic*
- 36 **Audio** Set *Logic*
- 37 **Send audio** Whats App *Service*

## How it's built

- **Starts on:** An incoming WhatsApp message
- **Steps:** 37, with 3 branches
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Gmail, Google Calendar, Google Sheets, WhatsApp
- **Model:** Gemini, OpenAI
- **Retrieval:** Answers are drawn from documents you supply, not from the model alone

## Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Calendar, Google Sheets and WhatsApp accounts, and a key for Gemini and OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on an incoming WhatsApp message.

Does it use AI?

Yes. It calls Gemini and OpenAI. Its answers draw on documents you give it, not on the model alone. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Take your time. At 37 steps it is large: read it before trusting it with anything live.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 37 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fai-powered-whatsapp-chatbot-complete-booking-assistant)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Google Calendar](https://millionrounds.com/workflows?service=Google+Calendar#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)[WhatsApp](https://millionrounds.com/workflows?service=WhatsApp#library)

## Workflows like it

Also scheduling, with the same services where possible, closest in size first.

- [**AI daily brief with OpenAI and Gmail** 38 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/ai-daily-brief-with-openai-and-gmail)
- [**Post-surgery patient triage & follow-up system with Gemini** 36 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/post-surgery-patient-triage-and-follow-up-system-with-gemini)
- [**Summarize meetings and sync action items with Whisper** 36 steps · calls a model · Gmail, Google Docs](https://millionrounds.com/workflow/summarize-meetings-and-sync-action-items-with-whisper-2)
- [**Summarize meetings and sync action items with Whisper** 36 steps · calls a model · Gmail, Google Docs](https://millionrounds.com/workflow/summarize-meetings-and-sync-action-items-with-whisper)
- [**Trigger HVAC upsell campaigns from weather data** 36 steps · calls a model · GoHighLevel, WhatsApp](https://millionrounds.com/workflow/trigger-hvac-upsell-campaigns-from-weather-data)
- [**Automated marketing campaign email system with HubSpot** 39 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/automated-marketing-campaign-email-system-with-hubspot)