Run a Whatsapp Sales Chatbot with Google Gemini, Hubspot, Sheets and Docs

The workflow JSON

Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →

{
  "nodes": [
    {
      "id": "e341815b-dceb-4904-85a9-dd69e206ad47",
      "name": "Sticky Note",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        1744,
        256
      ],
      "parameters": {
        "width": 480,
        "height": 896,
        "content": "## AI WhatsApp Sales Chatbot Template\n\n### How it works\n\nThis workflow acts as an AI-powered WhatsApp sales assistant. It receives inbound WhatsApp messages, filters them, uses an AI agent with CRM, memory, product catalog, and company profile context to craft a response, then logs the chat and replies to the customer.\n\n### Setup steps\n\n- Configure WhatsApp trigger and send-message credentials, including the correct business phone number and webhook settings.\n- Connect Google Gemini credentials for the chat model used by the AI agent.\n- Connect HubSpot credentials so the agent can search, create, or update contacts.\n- Connect Google Sheets credentials and select the spreadsheet used for the product catalog and chat log.\n- Connect Google Docs credentials and point the company profile tool to the correct document.\n\n### Customization\n\nUpdate the agent prompt, product catalog sheet, company profile document, and chat log columns to match your sales process, product details, and CRM data requirements."
      },
      "typeVersion": 1
    },
    {
      "id": "a8395cab-f16b-4c81-94d5-c00f670d9dd2",
      "name": "Sticky Note1",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        2304,
        576
      ],
      "parameters": {
        "color": 7,
        "width": 464,
        "height": 320,
        "content": "## WhatsApp intake filter\n\nReceives incoming WhatsApp messages and filters them so only valid inbound customer messages continue into the sales chatbot flow."
      },
      "typeVersion": 1
    },
    {
      "id": "1c4180b7-c395-4ffb-917e-d0a28e37534e",
      "name": "Sticky Note2",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        2800,
        608
      ],
      "parameters": {
        "color": 7,
        "width": 992,
        "height": 560,
        "content": "## AI sales agent\n\nUses Gemini, short-term memory, HubSpot contact tools, and company/product knowledge sources to generate a context-aware sales response and manage customer details."
      },
      "typeVersion": 1
    },
    {
      "id": "61cbc4d6-8b53-43a8-b0fe-56f50c8d171c",
      "name": "Sticky Note3",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        3920,
        576
      ],
      "parameters": {
        "color": 7,
        "width": 400,
        "height": 320,
        "content": "## Log and reply\n\nRecords the conversation outcome in Google Sheets, then sends the AI-generated response back to the customer through WhatsApp."
      },
      "typeVersion": 1
    },
    {
      "id": "0bc56d7c-2200-444b-9c12-8b8bc1527203",
      "name": "Filter Incoming Messages",
      "type": "n8n-nodes-base.filter",
      "position": [
        2624,
        736
      ],
      "parameters": {
        "options": {},
        "conditions": {
          "options": {
            "version": 3,
            "leftValue": "",
            "caseSensitive": true,
            "typeValidation": "loose"
          },
          "combinator": "and",
          "conditions": [
            {
              "id": "7149dde6-d320-4826-9f96-0cd5134c32ee",
              "operator": {
                "type": "array",
                "operation": "notEmpty",
                "singleValue": true
              },
              "leftValue": "={{ $json.messages }}",
              "rightValue": ""
            }
          ]
        },
        "looseTypeValidation": true
      },
      "typeVersion": 2.3
    },
    {
      "id": "868c4105-b900-4224-8b8a-b169dd9bee63",
      "name": "Memory Buffer",
      "type": "@n8n/n8n-nodes-langchain.memoryBufferWindow",
      "position": [
        3312,
        1008
      ],
      "parameters": {
        "sessionKey": "={{ $json.contacts[0].wa_id }}",
        "sessionIdType": "customKey"
      },
      "typeVersion": 1.4
    },
    {
      "id": "c9bba5f2-1c40-4f5a-b398-903b1dcd753f",
      "name": "Google Gemini Chatbot",
      "type": "@n8n/n8n-nodes-langchain.lmChatGoogleGemini",
      "position": [
        3152,
        1008
      ],
      "parameters": {
        "options": {}
      },
      "credentials": {
        "googlePalmApi": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1.1
    },
    {
      "id": "8b2a94eb-9fba-415d-8f2f-5b67fba5de3f",
      "name": "Search HubSpot Contacts",
      "type": "n8n-nodes-base.hubspotTool",
      "position": [
        3472,
        1008
      ],
      "parameters": {
        "operation": "search",
        "authentication": "oAuth2",
        "filterGroupsUi": {
          "filterGroupsValues": [
            {
              "filtersUi": {
                "filterValues": [
                  {
                    "value": "={{ $json.contacts[0].wa_id }}"
                  }
                ]
              }
            }
          ]
        },
        "additionalFields": {}
      },
      "credentials": {
        "hubspotOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2.2
    },
    {
      "id": "652ef3eb-be3f-4d14-8b64-49b21b397d01",
      "name": "Manage HubSpot Contact",
      "type": "n8n-nodes-base.hubspotTool",
      "position": [
        3632,
        1008
      ],
      "parameters": {
        "email": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('email', 'Customer email address') }}",
        "options": {},
        "authentication": "oAuth2",
        "additionalFields": {
          "lastName": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Last_Name', ``, 'string') }}",
          "firstName": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('First_Name', ``, 'string') }}",
          "phoneNumber": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Phone_Number', ``, 'string') }}"
        }
      },
      "credentials": {
        "hubspotOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2.2
    },
    {
      "id": "188978d1-7c6b-480f-932e-1ff28568c09c",
      "name": "Retrieve Product Catalog",
      "type": "n8n-nodes-base.googleSheetsTool",
      "position": [
        3792,
        1008
      ],
      "parameters": {
        "sheetName": {
          "__rl": true,
          "mode": "list",
          "value": "",
          "cachedResultUrl": "",
          "cachedResultName": ""
        },
        "documentId": {
          "__rl": true,
          "mode": "list",
          "value": "",
          "cachedResultUrl": "",
          "cachedResultName": ""
        }
      },
      "credentials": {
        "googleSheetsOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 4.7
    },
    {
      "id": "5cff210e-4003-4141-991c-e3c17ad9077f",
      "name": "Fetch Company Profile",
      "type": "n8n-nodes-base.googleDocsTool",
      "position": [
        3968,
        1008
      ],
      "parameters": {
        "operation": "get",
        "documentURL": "url"
      },
      "credentials": {
        "googleDocsOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2
    },
    {
      "id": "0b267153-b29a-4192-9557-0d1b25230879",
      "name": "Append to Chat Log in Sheets",
      "type": "n8n-nodes-base.googleSheets",
      "position": [
        3968,
        736
      ],
      "parameters": {
        "operation": "append",
        "sheetName": {
          "__rl": true,
          "mode": "list",
          "value": "",
          "cachedResultUrl": "",
          "cachedResultName": ""
        },
        "documentId": {
          "__rl": true,
          "mode": "list",
          "value": "",
          "cachedResultUrl": "",
          "cachedResultName": ""
        }
      },
      "credentials": {
        "googleSheetsOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 4.7
    },
    {
      "id": "90e0546c-c9e4-4273-8483-86029e04ac70",
      "name": "Sales Chatbot Agent",
      "type": "@n8n/n8n-nodes-langchain.agent",
      "position": [
        3200,
        736
      ],
      "parameters": {
        "text": "={{ $('WhatsApp Message Trigger').item.json.messages[0].text.body }}",
        "options": {
          "systemMessage": "# Role & Identity\nYou are a warm, consultative Sales Representative for BrightPath, interacting with customers on WhatsApp.\n\n# Core Directive\nGuide customers and answer inquiries using **EXCLUSIVELY** information retrieved from internal tools. Never invent details, guess prices, or assume policies.\n\n# Tools\n* `Get Company Profile`: Business overview, policies, FAQs, and general info.\n* `Get Product Catalog`: Product details, specs, stock availability, and pricing.\n* `Search Contacts in HubSpot`: Look up CRM records via phone number or WhatsApp ID.\n* `Create or Update Contact in HubSpot`: Add new customer entries or update existing CRM fields.\n\n# Standard Operating Procedure (SOP)\nExecute these steps internally before delivering your final message:\n1. **Identify & Sync:** Search for the customer in HubSpot using their WhatsApp ID/phone number. Create or update their profile with any new information.\n2. **Analyze Intent:** Identify what the customer is asking for or looking to buy.\n3. **Fetch Data:** Query `Get Product Catalog` for matching items and `Get Company Profile` for applicable store policies or FAQs.\n4. **Compose Message:** Synthesize the retrieved tool data into a WhatsApp-friendly reply.\n\n# Communication Guidelines (WhatsApp Style)\n* **Tone:** Helpful, professional, and warm.\n* **Formatting:** Keep paragraphs short (1\u20133 sentences). Use **bold text** sparingly for product names, key features, or prices.\n* **Emojis:** Include 1\u20133 tasteful emojis per message (e.g., \ud83d\udc4b, \u2728, \ud83d\udce6) to maintain a modern, friendly vibe.\n* **Missing Data:** If tools yield no answer, say: *\"I don't have those specific details on hand right now, but I can double-check with our team for you! \ud83d\udc4b\"*\n\n# Strict Constraints\n* **NO Internal Thoughts:** Do NOT output reasoning, tool execution logs, or preamble. Return ONLY the final message to be sent to the customer.\n* **NO Data Invention:** Every product detail, price, and policy mentioned MUST originate from a tool response."
        },
        "promptType": "define"
      },
      "typeVersion": 3.1
    },
    {
      "id": "8c7db20d-ab84-4714-9ac8-c188e72582c3",
      "name": "WhatsApp Message Trigger",
      "type": "n8n-nodes-base.whatsAppTrigger",
      "position": [
        2352,
        736
      ],
      "parameters": {
        "options": {},
        "updates": [
          "messages"
        ]
      },
      "credentials": {
        "whatsAppTriggerApi": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1
    },
    {
      "id": "1295585c-736e-48da-85fc-4d302acf827d",
      "name": "Send WhatsApp Reply",
      "type": "n8n-nodes-base.whatsApp",
      "position": [
        4176,
        736
      ],
      "parameters": {
        "textBody": "={{ $('Sales Chatbot Agent').item.json.output }}",
        "operation": "send",
        "phoneNumberId": "=",
        "additionalFields": {},
        "recipientPhoneNumber": "={{ $('Filter Incoming Messages').item.json.contacts[0].wa_id }}"
      },
      "credentials": {
        "whatsAppApi": {
          "name": "<your credential>"
        }
      },
      "executeOnce": false,
      "typeVersion": 1.1
    }
  ],
  "connections": {
    "Memory Buffer": {
      "ai_memory": [
        [
          {
            "node": "Sales Chatbot Agent",
            "type": "ai_memory",
            "index": 0
          }
        ]
      ]
    },
    "Sales Chatbot Agent": {
      "main": [
        [
          {
            "node": "Append to Chat Log in Sheets",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Fetch Company Profile": {
      "ai_tool": [
        [
          {
            "node": "Sales Chatbot Agent",
            "type": "ai_tool",
            "index": 0
          }
        ]
      ]
    },
    "Google Gemini Chatbot": {
      "ai_languageModel": [
        [
          {
            "node": "Sales Chatbot Agent",
            "type": "ai_languageModel",
            "index": 0
          }
        ]
      ]
    },
    "Manage HubSpot Contact": {
      "ai_tool": [
        [
          {
            "node": "Sales Chatbot Agent",
            "type": "ai_tool",
            "index": 0
          }
        ]
      ]
    },
    "Search HubSpot Contacts": {
      "ai_tool": [
        [
          {
            "node": "Sales Chatbot Agent",
            "type": "ai_tool",
            "index": 0
          }
        ]
      ]
    },
    "Filter Incoming Messages": {
      "main": [
        [
          {
            "node": "Sales Chatbot Agent",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Retrieve Product Catalog": {
      "ai_tool": [
        [
          {
            "node": "Sales Chatbot Agent",
            "type": "ai_tool",
            "index": 0
          }
        ]
      ]
    },
    "WhatsApp Message Trigger": {
      "main": [
        [
          {
            "node": "Filter Incoming Messages",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Append to Chat Log in Sheets": {
      "main": [
        [
          {
            "node": "Send WhatsApp Reply",
            "type": "main",
            "index": 0
          }
        ]
      ]
    }
  }
}

Credentials you'll need

Each integration node will prompt for credentials when you import. We strip credential IDs before publishing — you'll add your own.

• googleDocsOAuth2Api
• googlePalmApi
• googleSheetsOAuth2Api
• hubspotOAuth2Api
• whatsAppApi
• whatsAppTriggerApi

About this workflow

This workflow turns incoming WhatsApp messages into AI-assisted sales replies using Google Gemini, while syncing contacts with HubSpot and pulling product and company information from Google Sheets and Google Docs, then logging the conversation back to Google Sheets.

Source: https://n8n.io/workflows/17795/ — original creator credit. Request a take-down →

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