# Sales CRM chatbot with OpenAI and Google Sheets: n8n workflow

> Started by someone opening a chat with it, and works across Google Sheets. It puts OpenAI behind a retrieval step, so answers are drawn from documents you...

Source: https://millionrounds.com/workflow/sales-crm-chatbot-with-openai-and-google-sheets (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)

# Sales CRM chatbot with OpenAI and Google Sheets

Started by someone opening a chat with it, and works across Google Sheets. It puts OpenAI behind a retrieval step, so answers are drawn from documents you supply rather than from the model alone. 10 steps, 1 branch: a working afternoon to understand properly.

Medium Calls a model: OpenAI Retrieval

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fsales-crm-chatbot-with-openai-and-google-sheets)

**10 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**0** Loops or waits

**1** Service it connects to

## The flow

Starts it 1 Model 4 Logic 1 Service 4

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

- 1 **When chat message received** Chat trigger *Starts it*
- 2 **OpenAI Chat Model** Lm Chat Open Ai *Model*
- 3 **outreachSheet** Google Sheets Tool *Service*
- 4 **opportunitySheet** Google Sheets Tool *Service*
- 5 **Conversation Memory Buffer** Memory Buffer Window *Model*
- 6 **AI Sales CRM Router** Agent *Model*
- 7 **Validate AI Output Payload** If *Logic*
- 8 **Write Chat Memory to Google Sheets** Google Sheets *Service*
- 9 **Log Invalid Chat Records to Google Sheets** Google Sheets *Service*
- 10 **Send Chat Response** Chat *Model*

## How it's built

- **Starts on:** Someone opening a chat with it
- **Steps:** 10, with 1 branch
- **Size:** Medium: a working afternoon
- **Connects to:** Google Sheets
- **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 Google Sheets account, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on someone opening a chat with it.

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?

Plan an afternoon. 10 steps is enough that you should read each one before running it.

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 10 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%2Fsales-crm-chatbot-with-openai-and-google-sheets)
- **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.

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

## Workflows like it

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

- [**Real-time sales pipeline analytics with Bright Data and OpenAI** 10 steps · calls a model · Google Sheets](https://millionrounds.com/workflow/real-time-sales-pipeline-analytics-with-bright-data-and-open)
- [**Track & analyze sales performance with Google Sheets** 10 steps · calls a model · Google Sheets](https://millionrounds.com/workflow/track-and-analyze-sales-performance-with-google-sheets)
- [**Automate your Magento 2 weekly sales & performance reports** 10 steps · Gmail, Google Sheets](https://millionrounds.com/workflow/automate-your-magento-2-weekly-sales-and-performance-reports)
- [**Automated email blast with Gmail and Google Sheets** 10 steps · Email, Gmail](https://millionrounds.com/workflow/automated-email-blast-with-gmail-and-google-sheets)
- [**Notion task metrics prep pipeline for daily sync & weekly** 10 steps · Google Sheets, Notion](https://millionrounds.com/workflow/notion-task-metrics-prep-pipeline-for-daily-sync-and-weekly)
- [**AI Sales Call Analyzer - Gong Alternative for $19** 9 steps · calls a model · Google Sheets](https://millionrounds.com/workflow/ai-sales-call-analyzer-gong-alternative-for-19)