Niche 4: Sales & CRM Super-workflows
I Built a “Sales Assistant” That Preps Me for Every Call in Just 30 Seconds
Before every sales call, I’d spend 15 minutes frantically googling the prospect and their company. I built a sales assistant bot to do it for me. Now, 30 minutes before any meeting on my calendar, an n8n workflow triggers. It takes the prospect’s email, finds them in our CRM, scrapes their company’s “About Us” page, and looks up their latest posts on LinkedIn. It compiles all this into a concise “briefing document” and sends it to me on Slack. I walk into every call informed and confident, thanks to my 30-second prep.
How We Automated 80% of Our Salesforce Data Entry with n8n
Our sales reps complained they were spending more time updating Salesforce than actually selling. The manual data entry was killing their productivity. We identified the biggest time-sinks—logging emails, updating deal stages, and creating contacts—and automated them with n8n. Now, reps can apply a Gmail label to log an email, or use a Slack command to update a deal. n8n acts as the middleware, translating these simple actions into the correct updates in Salesforce. We gave our reps back hours every week to focus on what they do best: selling.
This n8n Workflow Finds a Prospect’s Email Address in Under 10 Seconds
I’d often find a perfect prospect on LinkedIn but have no way to contact them. Guessing email formats was a slow, frustrating game. I built an “email finder” workflow. I can input a person’s name and company domain into a simple web form. The n8n workflow then uses an email enrichment service like Hunter.io or Clearbit to find their verified email address. It then presents the result back to me on the screen. The entire process takes less than 10 seconds and has dramatically increased the efficiency of my outbound prospecting.
“Lead Has Gone Cold” – This Workflow Re-engages Them Automatically
In our CRM, we had hundreds of leads who showed initial interest but then went silent. They were just sitting there, gathering dust. I built a “resurrection” workflow. Once a deal has been marked as “cold” with no activity for 30 days, an n8n workflow automatically sends the prospect a friendly, low-pressure email: “Hey [First Name], just checking in. We recently published a case study about a company like yours, thought you might find it interesting.” This gentle nudge has successfully re-engaged over 15% of our “dead” leads, turning them back into active opportunities.
How I Get a Slack Notification the Moment a Deal is Closed in Pipedrive
Closing a deal is a huge win, but by the time the news spread, the excitement had faded. We wanted to celebrate wins in real-time. I set up an n8n workflow with the Pipedrive trigger for “Deal Stage Changed.” Now, the very instant a salesperson moves a deal into the “Won” stage, the workflow grabs the deal value, the client’s name, and the salesperson’s name. It then posts a celebratory message in our company-wide #wins Slack channel with confetti emojis. It’s a huge morale booster for the entire team.
The Ultimate Demo Scheduling Workflow: From Form Fill to Calendar Invite
Our old demo scheduling was a mess of back-and-forth emails. I streamlined the entire process with n8n. Now, a prospect fills out a “Request a Demo” form on our website. This triggers an n8n workflow that instantly creates a new lead in our CRM, then emails the prospect a link to the assigned sales rep’s Calendly page. Once the prospect books a time, a second workflow is triggered that adds the meeting to the CRM, sends a calendar invite, and schedules a series of pre-demo reminder emails. It’s a completely hands-off, professional experience.
I Built a “One-Click” CRM Update from My Email Inbox
My biggest frustration as a salesperson was having to switch from my email to the CRM just to log a conversation or update a contact’s status. I built a bridge between the two. Using Gmail labels, I can now manage my CRM without leaving my inbox. If I apply the “Log Email” label, an n8n workflow copies the email content to the contact’s timeline in the CRM. If I apply the “Nurture” label, the workflow adds them to a long-term follow-up sequence. It’s a massive time-saver.
This Workflow Automatically Assigns New Leads to Sales Reps Based on Territory
Our sales manager used to manually assign every new lead, which was a huge bottleneck. I built a “round-robin” assignment workflow. Now, when a new lead comes in from our website, an n8n workflow checks the “State” or “Country” field. Based on a simple set of rules in a Google Sheet, it assigns the lead to the correct territory owner in our CRM. For leads in territories with multiple reps, it assigns them in a round-robin fashion to ensure fair distribution. It’s faster and more equitable.
How to Sync Your Stripe Customers with Your CRM Instantly
We had a major data disconnect: our paying customers in Stripe didn’t always exist in our CRM, which made it impossible for our account managers to have a full view of their accounts. I built a sync workflow. Now, whenever a new customer successfully makes their first payment in Stripe, a trigger fires an n8n workflow. It instantly checks if that customer exists in our CRM. If not, it creates a new contact and company record, populating it with the data from Stripe. Our data is now perfectly aligned.
I Built a “Power Dialer” List Generator with n8n
Our sales team was spending the first hour of every day building their call lists. It was slow and inefficient. I built a “power dialer” list generator to do it for them. Every morning at 8 AM, an n8n workflow runs. It queries our CRM for all contacts that are due for a follow-up call that day and haven’t been contacted in the last week. It then compiles this into a clean, prioritized list and emails it to each sales rep. They can now hit the ground running the moment they start their day.
This Workflow Sends a Personalized “Thank You” Video After a Demo
We wanted to make a memorable impression after our product demos. I built a workflow using a video personalization service like Sendspark. After a sales rep marks a demo as “Completed” in our CRM, an n8n workflow triggers. It takes the prospect’s first name and company name and uses the video API to generate a short, personalized video where the rep’s pre-recorded message starts with a title card saying, “A quick message for [First Name] at [Company Name].” The unique, personal touch gets amazing responses.
How to Automate Your Sales Commission Reporting
Calculating monthly sales commissions was a complex spreadsheet nightmare that took our sales manager half a day. I automated it completely. At the end of each month, an n8n workflow pulls all the “Won” deals from our CRM. It then looks up the commission rate for each sales rep from a separate table and calculates the total commission owed. It populates a “Commission Report” Google Sheet and emails a summary to both the sales manager and the finance department for approval. It’s faster, more accurate, and transparent.
I Built a System to Track Every Customer Interaction Across 5 Platforms in One Timeline
Our customer data was fragmented. A support ticket was in Zendesk, an email was in Gmail, and a payment was in Stripe. Our account managers lacked a single view. I built a “Unified Timeline” workflow. Using webhooks from all our different platforms, n8n now acts as a central hub. Whenever an interaction occurs anywhere, n8n grabs the data and logs it as a custom activity on the contact’s timeline in our CRM. Now, our team can see every single touchpoint in one chronological view.
This Workflow Notifies the Account Manager When a Customer’s Usage Hits a Milestone
We wanted to proactively engage with customers who were finding success with our product. I built a “milestone alert” system. Our application’s backend sends a webhook to n8n when a customer’s usage hits a key milestone (e.g., “created their 100th project”). The n8n workflow looks up the customer in our CRM, finds their designated account manager, and sends a direct Slack message: “Congrats! [Customer Name] just hit their 100th project. Great time for a check-in!” It creates perfect opportunities for upsells and relationship building.
How to Automate Your Discovery Call Note-Taking and CRM Logging
After a great discovery call, I’d have a notebook full of scribbled notes that I’d then have to type up and log in the CRM. I automated the process. I now record my calls with a tool that provides a transcript. I can email that transcript file to a special address, which triggers an n8n workflow. The workflow uses AI to summarize the key points, identify action items, and extract the prospect’s main pain points. It then formats this summary and logs it as a new note on the contact’s record in the CRM.
I Built a “Deal at Risk” Alert System Based on CRM Activity
We were sometimes blindsided when a promising deal suddenly went cold. I built an early warning system. An n8n workflow runs every night and scans our CRM for open deals in the late stages. It checks for “negative signals,” such as no logged activity for 14 days or if the close date has been pushed back more than twice. If it finds a deal that meets these “at-risk” criteria, it sends an alert to the sales manager and the deal owner so they can strategize a recovery plan.
This Workflow Creates a Personalized Sales Proposal in Google Docs from CRM Data
Creating custom sales proposals used to take me an hour each. I got it down to one click. I built an n8n workflow that connects to our CRM. When I’m on a deal record, I can click a custom “Generate Proposal” button. This sends the deal data to an n8n webhook. The workflow then takes that data—client name, deal value, products discussed—and populates a Google Docs template. The final, personalized proposal is then saved as a PDF and attached to the deal record. It’s a massive time-saver.
How to Keep Your HubSpot and Salesforce Data in Perfect Sync
Our marketing team lived in HubSpot, and our sales team lived in Salesforce. The data was constantly out of sync, causing major headaches. We couldn’t afford a native integration, so I built one with n8n. We now have bidirectional sync workflows. When a contact property is updated in Salesforce, a workflow updates it in HubSpot, and vice-versa. When a new lead is qualified by marketing in HubSpot, a workflow creates a corresponding lead in Salesforce. n8n acts as the reliable bridge between our two most important systems.
I Built a LinkedIn Connection Request Automator That Doesn’t Get You Banned
I wanted to automate sending LinkedIn connection requests, but I was terrified of getting my account banned by tools that are too aggressive. I built a safe, slow, and smart automator. My n8n workflow takes a list of LinkedIn profiles from a spreadsheet. It then uses a browser automation tool, running on my own machine, to visit a profile, wait a random amount of time, and then send a connection request with a personalized note. It runs slowly, mimicking human behavior, which keeps my account safe while still saving me time.
This Workflow Enriches Your CRM Contacts with LinkedIn Profile Data
Our CRM contacts felt incomplete. We had names and emails, but no faces or professional context. I built a workflow to fix that. When a new contact is created, an n8n workflow takes their name and company and uses a LinkedIn scraping tool to find their profile URL. It then extracts their profile picture, job title, and a link to their profile and adds this data to custom fields in our CRM. Now, when a rep views a contact, they have a much richer, more human picture of who they’re talking to.
How to Automate the “Hand-off” from Sales to Customer Success
The moment a deal was closed used to be chaotic. The salesperson would have to email the new customer’s details over to the customer success team for onboarding. I automated the hand-off. Now, when a deal is marked as “Won” in our CRM, an n8n workflow triggers. It automatically creates a new project in our Customer Success team’s Asana board, assigns the new customer to a CSM, and creates a series of sub-tasks for the onboarding process. The transition is now seamless and instant.
I Built a “Lost Deal” Survey to Automatically Collect Feedback
When we lost a deal, we rarely knew the real reason why. I built a workflow to get honest feedback. When a salesperson marks a deal as “Lost” in the CRM, an n8n workflow triggers. It automatically sends a simple, non-pushy email to the prospect: “Hi [First Name], thanks for your time. To help us improve, could you share in one sentence why you chose another direction?” The replies we get are gold, providing invaluable insights into our pricing, product gaps, and competitors.
This Workflow Scans Company Job Postings for Upsell Opportunities
A great time to sell more to an existing customer is when they are growing. I built a workflow to spot these opportunities. The workflow runs weekly and scans the “Careers” pages of all our top customer accounts. It looks for job postings with keywords like “analyst,” “manager,” or titles related to our product’s use case. If it finds new relevant job openings, it alerts the account manager, signaling that the team is expanding and might need more user licenses or a plan upgrade.
How to Build a Sales Leaderboard in a Google Sheet, Updated in Real-Time
Our sales team is competitive, and we wanted a live leaderboard to fuel that fire. I built one with n8n and Google Sheets. The sheet is formatted to look like a slick dashboard and is displayed on a TV in the office. An n8n workflow is triggered every time a deal is won in our CRM. It instantly updates the Google Sheet, recalculating the monthly total for the salesperson who closed the deal. The real-time updates make for an exciting sales floor and keep everyone motivated.
I Automated My Invoicing Process Straight from My CRM
Creating and sending invoices was a manual process that lived outside our CRM. I integrated it. When a deal is moved to the “Ready for Invoice” stage in our CRM, it triggers an n8n workflow. The workflow takes the deal amount and contact details, generates a professional-looking PDF invoice using a template service, and emails it directly to the client’s billing contact listed in the CRM. It then updates the deal stage to “Invoiced.” The entire process is now tracked and executed from one place.
This Workflow Reminds Me to Follow Up on Unsigned Contracts
Sending a contract and then hoping the client remembers to sign it is a bad strategy. I built an automated follow-up system. When I send a contract out for signature using HelloSign, an n8n workflow is triggered. If the contract hasn’t been signed after three days, the workflow sends a gentle reminder email to the client. If it’s still not signed after seven days, it sends me a Slack notification so I can follow up personally. It ensures that deals don’t stall at the final hurdle.
How to Create a “Customer Health Score” in Your CRM Using n8n
We wanted a simple way to identify which customers were happy and which were at risk of churning. I built a “health score” system. Every night, an n8n workflow runs for each customer. It pulls data from multiple sources: their product usage from our backend, their number of support tickets from Zendesk, and their payment status from Stripe. It assigns points for each (e.g., high usage = +10, overdue invoice = -20) and calculates a final “Health Score,” which it then updates in a custom field in our CRM.
I Built a “Gong.io” Alternative for Free to Analyze Sales Calls
We desperately wanted to analyze our sales calls like the big companies do with Gong, but the price tag was astronomical. I built a lightweight version for free. Our sales reps upload their call recordings to a specific folder. An n8n workflow picks up the new recording, sends it to an AI service for transcription, and then sends the transcript to another AI prompt to analyze for key phrases, competitor mentions, and customer sentiment. The analysis is then appended to the deal notes in our CRM.
This Workflow Scrapes News Articles for “Trigger Events” (e.g., Funding, New Hires)
The best time to reach out to a prospect is right after a major company event. I built a “trigger event” monitoring bot. The n8n workflow scans Google News every hour for my target accounts’ names combined with keywords like “funding,” “acquisition,” “partnership,” or “new CEO.” If it finds a new article, it sends a link to the sales team’s Slack channel with a note: “Trigger Event at [Company Name]!” This allows reps to craft perfectly-timed and highly relevant outreach messages.
How to Automate Your Outbound Prospecting Research
Researching a list of 100 prospects used to take a full day. I automated 90% of it. I can now upload a list of company domains to a Google Sheet. An n8n workflow iterates through each one. It uses APIs to find the company’s description, industry, employee count, and technology stack. It also finds a list of potential contacts in leadership roles. The workflow then populates all this information back into the Google Sheet. What used to take a day now takes about 15 minutes of automated work.
I Built a System to Send Personalized Holiday e-Cards to All My Clients
I wanted to send a holiday greeting to all my clients, but a generic email blast felt impersonal. I built a system for personalized e-cards. I created a simple, elegant e-card template. My n8n workflow then pulls all my active clients from my CRM. For each client, it generates a personalized version of the card with their name and my name, and sends it as a personal email directly from my email account. It allows me to send a thoughtful message at scale without losing the personal touch.
This Workflow Syncs My Business Cards (Scanned with an App) to My CRM
After a conference, I’d come back with a pocketful of business cards and the dreadful task of manually entering them into our CRM. I automated it. I now use a business card scanner app on my phone that can send an email with the contact’s details as a VCF file. I have that email sent to a special address that triggers an n8n workflow. The workflow parses the VCF file, extracts the name, title, company, and phone number, and automatically creates a new contact in our CRM.
How to Build a “One-Click” Quote Generator
Our sales quotes were inconsistent because every rep created them differently in Word or Excel. I built a standardized, one-click quote generator. In our CRM, a rep can add specific products to a deal. When they click the “Generate Quote” button, an n8n workflow pulls the deal data and line items. It then populates a beautiful, pre-branded Google Docs template, calculates the final price including tax, saves it as a PDF, and attaches it to the deal. It ensures every quote is accurate, professional, and consistent.
I Automated the Entire Contract Signing Process with HelloSign and n8n
The final stage of our sales process, getting the contract signed, was surprisingly manual. I automated the whole thing. From our CRM, a sales rep clicks a button to “Send Contract.” This triggers an n8n workflow that generates the contract from a template, sends it to the client via the HelloSign API, and updates the deal stage to “Contract Sent.” When the client signs, another HelloSign webhook notifies n8n, which then saves the signed PDF to the CRM and alerts the team in Slack that the deal is officially closed.