Automate Sales Call Research and Follow-Ups with GPT-4, Tavily, Google Sheets

Description

This n8n template automates prospect research and personalized follow-up writing right after a sales call is booked.

It gathers company background, tech stack, and updates; suggests relevant solutions; and then drafts a handcrafted email, subject line, and SMS, all saved back into Google Sheets.

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Benefits

• Always show up to calls with prepared context.
• Ensure no follow-up slips through the cracks.
• Keep all notes, research, and outreach in a single system of record.
• Scale personalized outreach without losing the human touch.

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Use cases

• Prep for sales calls with richer prospect context.
• Save hours writing personal follow-ups.
• Keep sales records neatly in one shared sheet.

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Requirements

• Google Sheets with:

  • Meeting Data → prospect info + enrichment fields
  • Success Stories → testimonials (company, industry, results, solution used)

• Tavily API key

• OpenAI API key (GPT-4.1 or later recommended)

• n8n account with Google Sheets + LangChain enabled

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Google Sheets Template

You’ll need two sheets inside one Google Spreadsheet:

1. Meeting Data (input + output)

Columns:

• Name
• Email
• Company
• Website
• Job Title
• Meeting Date
• Company Overview (AI-filled)
• Tech Stack (AI-filled)
• Company Updates (AI-filled)
• Primary Solution (AI-filled)
• Solution 2 (AI-filled)
• Solution 3 (AI-filled)
• Email Subject (AI-filled)
• Follow-up Email (AI-filled)
• Follow-up SMS (AI-filled)

2. Success Stories (for testimonials)

Columns:

• Company
• Industry
• Results
• Solution Used

You can copy this structure into a fresh Google Spreadsheet before starting.

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How it works

1. Trigger → Pulls new rows from Google Sheets (or connects to your booking system).
2. Research Agent → Uses Tavily for company overview, tech stack, and updates.
3. Product Suggestions → Pulls from Product List sheet to propose 3 tailored solutions.
4. Save Research → Updates the row with the six research fields.
5. Sales Writing Assistant → Drafts subject, email, and SMS using context + testimonials.
6. Update Sheet → Writes final outputs (subject, email, SMS) into Google Sheets.

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Setup Steps

1. Prepare Google Sheets

   • Create a new spreadsheet with the Meeting Data and Success Stories tabs.
   • Add the required columns (see template above).
   • Fill in at least one success story for the workflow to use.

2. Connect Google Sheets in n8n

   • Add Google Sheets credentials under Settings → Credentials.
   • Make sure n8n has access to your spreadsheet.

3. Add API Keys

   • In n8n, create credentials for OpenAI (GPT-4.1 or later).
   • Create credentials for Tavily.

4. Import the workflow

   • Load the JSON file (this template) into n8n.
   • Replace any placeholder spreadsheet IDs with your own.
   • Map the correct sheet/tab names.

5. Test the Research Agent

   • Run the workflow manually.
   • Check that Company Overview, Tech Stack, and Company Updates populate.

6. Test the Writing Assistant

   • Ensure the workflow uses at least one testimonial from Success Stories.
   • Run it again and confirm Email Subject, Follow-up Email, and SMS are written.

7. Automate

   • Replace the Manual Trigger with your preferred trigger:

     • Google Calendar / Calendly → Google Sheets
     • CRM → Google Sheets
     • Directly from n8n integrations

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Customization

This workflow is designed as a flexible foundation. Here are ways to adapt it:

• Change AI prompts

  • Update the Research Agent prompt to focus on specific industries or data points.
  • Edit the Sales Writing Assistant to match your tone of voice.

• Swap success stories

  • Add more detailed case studies to the Success Stories sheet for stronger personalization.

• Add integrations

  • Send follow-up emails automatically with Gmail or Outlook nodes.
  • Push SMS directly via Twilio.
  • Sync enriched data into HubSpot, Salesforce, or Notion.

• Error handling

  • Add retry logic for API calls.
  • Include a notification node (Slack/Email) if the workflow fails.

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Tips & Troubleshooting

• If research doesn’t update → confirm Email is the matching column in your Update Sheet nodes.
• If follow-up copy is blank → ensure at least one testimonial exists in Success Stories.
• Use Debug Mode to inspect AI Agent or Sales Writing Assistant outputs.

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