# WhatsApp productivity assistant with OpenAI and Gmail: n8n workflow

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

Source: https://millionrounds.com/workflow/whatsapp-productivity-assistant-with-openai-and-gmail (Millionrounds; every figure on the page links to its filing or article)

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

# WhatsApp productivity assistant with OpenAI and Gmail

Started by an incoming WhatsApp message, and works across Gmail, Google Calendar, Google Sheets, Google Tasks and one other. It puts OpenAI behind a retrieval step, so answers are drawn from documents you supply rather than from the model alone. 47 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%2Fwhatsapp-productivity-assistant-with-openai-and-gmail)

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

**2** Branches: places the flow splits

**0** Loops or waits

**5** Services it connects to

## The flow

Starts it 6 Model 9 Logic 4 Service 28

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

- 1 **OpenAI Chat Model** Lm Chat Open Ai *Model*
- 2 **Simple Memory** Memory Buffer Window *Model*
- 3 **Gmail MCP** Mcp Client Tool *Model*
- 4 **Google Tasks MCP** Mcp Client Tool *Model*
- 5 **Send Email** Gmail Tool *Service*
- 6 **Reply to an Email** Gmail Tool *Service*
- 7 **Get Emails** Gmail Tool *Service*
- 8 **Add Label to Email** Gmail Tool *Service*
- 9 **Get Labels** Gmail Tool *Service*
- 10 **Draft Email** Gmail Tool *Service*
- 11 **Draft Email Reply** Gmail Tool *Service*
- 12 **Check Availability** Google Calendar Tool *Service*
- 13 **Get all Events** Google Calendar Tool *Service*
- 14 **Delete Calendar Event** Google Calendar Tool *Service*
- 15 **Reschedule Event** Google Calendar Tool *Service*
- 16 **Get Event** Google Calendar Tool *Service*
- 17 **Create an event** Google Calendar Tool *Service*
- 18 **Calendar MCP** Mcp Client Tool *Model*
- 19 **Complete a Task** Google Tasks Tool *Service*
- 20 **Finance Tracker** Mcp Client Tool *Model*
- 21 **Get all Expenses** Google Sheets Tool *Service*
- 22 **Create Expense** Google Sheets Tool *Service*
- 23 **Delete Expense** Google Sheets Tool *Service*
- 24 **Get many Tasks** Google Tasks Tool *Service*
- 25 **Delete a Task** Google Tasks Tool *Service*
- 26 **Get a Task** Google Tasks Tool *Service*
- 27 **Create a Task** Google Tasks Tool *Service*
- 28 **Get Contacts** Google Contacts Tool *Service*
- 29 **Google Contacts** Mcp Client Tool *Model*
- 30 **Think** Tool Think *Model*
- 31 **WhatsApp Trigger** Whats App trigger *Starts it*
- 32 **Jarvis** Agent *Model*
- 33 **Gmail MCP Server** Mcp trigger *Starts it*
- 34 **Calendar MCP Server** Mcp trigger *Starts it*
- 35 **Task Manager MCP** Mcp trigger *Starts it*
- 36 **Finance Manager MCP Server** Mcp trigger *Starts it*
- 37 **Google Contacts MCP** Mcp trigger *Starts it*
- 38 **Only allow me** Filter *Logic*
- 39 **Set Reply Message** Set *Logic*
- 40 **Switch** Switch *Logic*
- 41 **Check Text or Audio** Switch *Logic*
- 42 **Get Media URL** Whats App *Service*
- 43 **Send message** Whats App *Service*
- 44 **Convert text to speech** Eleven Labs *Service*
- 45 **Download Audio** Http Request *Service*
- 46 **Send Audio** Whats App *Service*
- 47 **Transcribe audio or video** Eleven Labs *Service*

## How it's built

- **Starts on:** An incoming WhatsApp message
- **Steps:** 47, with 2 branches
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Gmail, Google Calendar, Google Sheets, Google Tasks, 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, Google Calendar, Google Sheets, Google Tasks 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 47 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 47 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%2Fwhatsapp-productivity-assistant-with-openai-and-gmail)
- **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)[Google Tasks](https://millionrounds.com/workflows?service=Google+Tasks#library)[WhatsApp](https://millionrounds.com/workflows?service=WhatsApp#library)

## Workflows like it

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

- [**AI-powered receipt and expense tracker with Telegram** 45 steps · calls a model · Google Sheets, Redis](https://millionrounds.com/workflow/ai-powered-receipt-and-expense-tracker-with-telegram)
- [**WhatsApp expense tracker with OpenRouter and Postgres** 45 steps · calls a model · Postgres, WhatsApp](https://millionrounds.com/workflow/whatsapp-expense-tracker-with-openrouter-and-postgres)
- [**AI-powered invoice processing automation with Google Sheets** 44 steps · calls a model · Google Drive, Google Sheets](https://millionrounds.com/workflow/ai-powered-invoice-processing-automation-with-google-sheets)
- [**Handle Telegram support, payments, and logo orders** 51 steps · calls a model · Google Sheets, Telegram](https://millionrounds.com/workflow/handle-telegram-support-payments-and-logo-orders)
- [**WhatsApp expense tracker with OpenAI and Postgres** 52 steps · calls a model · Postgres, WhatsApp](https://millionrounds.com/workflow/whatsapp-expense-tracker-with-openai-and-postgres)
- [**Send staged invoice payment reminders with Microsoft SQL** 42 steps · Gmail](https://millionrounds.com/workflow/send-staged-invoice-payment-reminders-with-microsoft-sql)