# Automate HighLevel CRM with OpenAI: n8n workflow template

> Started by an incoming WhatsApp message, and works across Gmail, GoHighLevel, Google Drive, Google Sheets and four others.

Source: https://millionrounds.com/workflow/automate-highlevel-crm-with-openai (Millionrounds; every figure on the page links to its filing or article)

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

# Automate HighLevel CRM with OpenAI

Started by an incoming WhatsApp message, and works across Gmail, GoHighLevel, Google Drive, Google Sheets and four others. It puts OpenAI behind a retrieval step, so answers are drawn from documents you supply rather than from the model alone. 49 steps, 2 branches: large, and worth reading before you trust it with anything live.

Large Calls a model: OpenAI Retrieval

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-highlevel-crm-with-openai)

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

**2** Branches: places the flow splits

**0** Loops or waits

**8** Services it connects to

## The flow

Starts it 8 Model 12 Logic 5 Service 24

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

- 1 **Create or update a contact in HighLevel** High Level Tool *Service*
- 2 **Get many contacts in HighLevel** High Level Tool *Service*
- 3 **Update a contact in HighLevel** High Level Tool *Service*
- 4 **Delete a contact in HighLevel** High Level Tool *Service*
- 5 **Get many opportunities in HighLevel** High Level Tool *Service*
- 6 **Create an opportunity in HighLevel** High Level Tool *Service*
- 7 **Get an opportunity in HighLevel** High Level Tool *Service*
- 8 **Update an opportunity in HighLevel** High Level Tool *Service*
- 9 **Book appointment in a calendar in HighLevel** High Level Tool *Service*
- 10 **Get free slots of a calendar in HighLevel** High Level Tool *Service*
- 11 **Create a task in HighLevel** High Level Tool *Service*
- 12 **Delete a task in HighLevel** High Level Tool *Service*
- 13 **Get a task in HighLevel** High Level Tool *Service*
- 14 **Update a task in HighLevel** High Level Tool *Service*
- 15 **When chat message received** Chat trigger *Starts it*
- 16 **Slack Trigger** Slack trigger *Starts it*
- 17 **Telegram Trigger** Telegram trigger *Starts it*
- 18 **Gmail Trigger** Gmail trigger *Starts it*
- 19 **WhatsApp Trigger** Whats App trigger *Starts it*
- 20 **Embeddings OpenAI** Embeddings Open Ai *Model*
- 21 **Reranker Cohere** Reranker Cohere *Model*
- 22 **Tabular data** Google Sheets Tool *Service*
- 23 **Real time web search** Perplexity Tool *Service*
- 24 **MCP Client GHL** Mcp Client Tool *Model*
- 25 **MCP Client Knowledge** Mcp Client Tool *Model*
- 26 **Chat Memory** Memory Postgres Chat *Model*
- 27 **Operation** Switch *Logic*
- 28 **Read File From GDrive** Tool Workflow *Model*
- 29 **Search Files from Gdrive** Google Drive Tool *Service*
- 30 **search about any doc in google drive** Mcp Client Tool *Model*
- 31 **GPT 5** Lm Chat Open Ai *Model*
- 32 **GHL MCP server** Mcp trigger *Starts it*
- 33 **GHL orchestrator** Agent *Model*
- 34 **Edit Fields** Set *Logic*
- 35 **Vectorized personal data** Vector Store Supabase *Model*
- 36 **Knowledge MCP** Mcp trigger *Starts it*
- 37 **Download File** Google Drive *Service*
- 38 **Google Drive MCP Server** Mcp trigger *Starts it*
- 39 **Send a text message** Telegram *Service*
- 40 **Send message** Whats App *Service*
- 41 **Send a message** Slack *Service*
- 42 **Send a message1** Gmail *Service*
- 43 **FileType1** Switch *Logic*
- 44 **Extract from PDF1** Extract From File *Service*
- 45 **Extract from CSV1** Extract From File *Service*
- 46 **Analyse Image1** Open Ai *Model*
- 47 **Transcribe Audio1** Open Ai *Model*
- 48 **Get PDF Response1** Set *Logic*
- 49 **Get CSV Response1** Set *Logic*

## How it's built

- **Starts on:** An incoming WhatsApp message
- **Steps:** 49, with 2 branches
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Gmail, GoHighLevel, Google Drive, Google Sheets, Slack, Supabase vectors, Telegram, WhatsApp
- **Model:** 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, GoHighLevel, Google Drive, Google Sheets, Slack, Supabase vectors, Telegram and WhatsApp accounts, and a key for 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 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 49 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 49 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%2Fautomate-highlevel-crm-with-openai)
- **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)[GoHighLevel](https://millionrounds.com/workflows?service=GoHighLevel#library)[Google Drive](https://millionrounds.com/workflows?service=Google+Drive#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)[Slack](https://millionrounds.com/workflows?service=Slack#library)[Supabase vectors](https://millionrounds.com/workflows?service=Supabase+vectors#library)[Telegram](https://millionrounds.com/workflows?service=Telegram#library)[WhatsApp](https://millionrounds.com/workflows?service=WhatsApp#library)

## Workflows like it

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

- [**10 useful business helping workflow with OpenRouter** 59 steps · calls a model · Airtable, Gmail](https://millionrounds.com/workflow/10-useful-business-helping-workflow-with-openrouter)
- [**Sync HubSpot with Outlook** 35 steps · Airtable, Google Sheets](https://millionrounds.com/workflow/sync-hubspot-with-outlook)
- [**AI-powered sales assistant with Airtable CRM and Gmail** 34 steps · calls a model · Airtable, Gmail](https://millionrounds.com/workflow/ai-powered-sales-assistant-with-airtable-crm-and-gmail)
- [**AI UGC ad generator - product to viral video pipeline** 33 steps · calls a model · Airtable, Telegram](https://millionrounds.com/workflow/ai-ugc-ad-generator-product-to-viral-video-pipeline)
- [**LoneScale - jobs intent data to Salesforce with OpenAI** 32 steps · calls a model · Salesforce, Slack](https://millionrounds.com/workflow/lonescale-jobs-intent-data-to-salesforce-with-openai)
- [**Analyze customer feedback and send AI-written replies** 31 steps · calls a model · Email, Google Sheets](https://millionrounds.com/workflow/analyze-customer-feedback-and-send-ai-written-replies)