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Send AI sales proposals and Stripe payment links after Calendly calls
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https://n8nworkflows.xyz/workflows/send-ai-sales-proposals-and-stripe-payment-links-after-calendly-calls-12530
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# Send AI sales proposals and Stripe payment links after Calendly calls
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## 1. Workflow Overview
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**Purpose:**
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Automate the post–sales-call close process: when a meeting is booked in Calendly, the workflow pulls lead context from a Google Sheets “CRM”, generates a structured AI proposal, creates a Google Slides proposal deck from a template, creates a Stripe Checkout payment link, and emails the prospect a follow-up containing both links.
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**Primary use cases:**
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- Agencies/consultants sending proposals immediately after a discovery call
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- Standardized “call → proposal → deposit” pipeline with minimal manual work
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- Fast follow-up to reduce drop-off after meetings
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### 1.1 Trigger & Lead Context
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Starts from a Calendly booking event and enriches it with CRM data from Google Sheets.
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### 1.2 AI Proposal Generation
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Uses OpenAI (via the LangChain OpenAI node) to generate **strict JSON** proposal content from CRM fields.
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### 1.3 Document Creation (Slides)
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Copies a Google Slides template (via Drive copy) and injects AI-generated content into placeholders via Google Slides text replacement.
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### 1.4 Payment & Follow-up
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Creates a Stripe Checkout Session (Payment Link) and sends a personalized Gmail follow-up including the proposal deck URL and Stripe checkout URL.
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---
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## 2. Block-by-Block Analysis
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### Block 1 — Trigger & Lead Context
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**Overview (role):**
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Receives a “meeting booked” event from Calendly and uses the invitee email to look up the matching lead row in Google Sheets.
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**Nodes involved:**
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- Calendly Trigger Booked Meeting
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- Find Client Details From CRM
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#### Node: Calendly Trigger Booked Meeting
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- **Type / role:** `Calendly Trigger` — webhook trigger for Calendly events.
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- **Configuration (interpreted):**
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- Listens to event: **`invitee.created`** (a new invitee scheduled).
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- Auth: **OAuth2** (Calendly OAuth2 credential).
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- Produces payload including invitee email (`$json.payload.email`) and scheduled event info.
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- **Key data used downstream:**
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- `{{$json.payload.email}}` is used as the CRM lookup key.
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- **Connections:**
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- Output → **Find Client Details From CRM**
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- **Version-specific notes:** Node typeVersion `1`. OAuth2 must be configured in n8n with Calendly.
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- **Edge cases / failures:**
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- Webhook not registered/disabled if workflow inactive.
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- Calendly OAuth token expired or missing scopes.
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- Payload structure changes (Calendly API changes) could break `payload.email` reference.
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#### Node: Find Client Details From CRM
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- **Type / role:** `Google Sheets` — lookup/enrichment from a spreadsheet.
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- **Configuration (interpreted):**
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- Spreadsheet: “CRM” (Google Sheet document).
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- Sheet/tab: `Sheet1` (gid=0).
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- Filter/lookup:
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- **Lookup column:** `Email`
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- **Lookup value:** `={{ $json.payload.email }}`
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- Returns the matched row as JSON (including fields like `Problem`, `Solution`, `Scope`, `Cost`, `Company Legal Name`, `Person Name`, etc.).
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- **Key expressions / variables:**
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- `={{ $json.payload.email }}` (from Calendly trigger output)
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- **Connections:**
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- Input ← **Calendly Trigger Booked Meeting**
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- Output → **Generate Proposal Copy1**
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- **Version-specific notes:** typeVersion `4.7` (Sheets node UI/behavior can vary across versions).
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- **Edge cases / failures:**
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- No matching row (downstream nodes may reference missing fields and error or produce poor prompts).
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- Duplicate emails (may return first match; verify expected behavior in your n8n version).
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- Google Sheets API quota/rate limiting.
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- OAuth permissions missing for the spreadsheet.
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---
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### Block 2 — Proposal Generation & Document Creation
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**Overview (role):**
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Generates structured proposal content as JSON via OpenAI, copies a Slides template, then replaces placeholder tokens in the copied deck with AI output.
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**Nodes involved:**
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- Generate Proposal Copy1
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- Create Proposal Template
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- Customize Proposal
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#### Node: Generate Proposal Copy1
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- **Type / role:** `@n8n/n8n-nodes-langchain.openAi` — OpenAI chat generation with structured output.
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- **Configuration (interpreted):**
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- Model: `gpt-5-mini`
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- `jsonOutput: true` (expects JSON output)
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- Prompting pattern:
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- System message: sets persona (“senior automation consultant”), tone constraints, anti-hype rules.
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- Instruction message: **must return a single valid JSON object** matching a given schema.
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- Example input JSON and example assistant output JSON included (few-shot).
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- Final user message dynamically builds input JSON from CRM fields:
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- `companyName` from `Company Legal Name`
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- `problem` from `Problem`
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- `solution` from `Solution`
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- `scope` from `Scope`
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- `howSoon` from `How soon?`
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- `depositCost` from `Cost`
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- `currentDate` from `$now.toLocaleString({ dateStyle: 'medium' })`
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- **Key expressions / variables:**
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- `{{ $json['Company Legal Name'] }}`
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- `{{ $json.Problem }}`
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- `{{ $json.Solution }}`
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- `{{ $json.Scope }}`
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- `{{ $json['How soon?'] }}`
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- `{{ $json.Cost }}`
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- `{{ $now.toLocaleString({ dateStyle: 'medium' }) }}`
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- **Connections:**
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- Input ← **Find Client Details From CRM**
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- Output → **Create Proposal Template**
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- **Version-specific notes:** typeVersion `1.6` (LangChain/OpenAI node is versioned; model list and JSON mode behavior can change).
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- **Edge cases / failures:**
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- Model may return invalid JSON despite instructions (would break downstream references like `.message.content.proposalTitle`).
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- Missing CRM fields produce malformed input JSON or weak content.
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- OpenAI credential issues, rate limits, timeouts.
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#### Node: Create Proposal Template
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- **Type / role:** `Google Drive` — copies a Google Slides template file to create a new proposal deck.
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- **Configuration (interpreted):**
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- Operation: **Copy**
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- Source file: a specific Slides template file (by file ID).
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- New file name: `={{ $json.message.content.proposalTitle }}`
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- Uses AI output from the previous node.
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- Option: `copyRequiresWriterPermission: false`
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- **Key expressions / variables:**
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- `={{ $json.message.content.proposalTitle }}`
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- **Connections:**
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- Input ← **Generate Proposal Copy1**
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- Output → **Customize Proposal**
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- **Version-specific notes:** typeVersion `3`
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- **Edge cases / failures:**
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- Google Drive permission denied on template file.
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- AI output missing `proposalTitle` (name expression fails).
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- Copy succeeds but returns unexpected structure; downstream expects `id`.
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#### Node: Customize Proposal
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- **Type / role:** `Google Slides` — replace placeholder text tokens in the copied presentation with generated content.
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- **Configuration (interpreted):**
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- Operation: **Replace Text**
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- Presentation ID: `={{ $json.id }}` (the copied file ID from Drive copy output)
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- Replacements: a set of placeholder tokens like `{{proposalTitle}}`, `{{solutionHeadingOne}}`, etc.
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- Most replacement values come from:
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- `$('Generate Proposal Copy1').item.json.message.content.<field>`
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- One value is hard-coded:
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- `{{cost}}` → `"$1,850"` (note: not mapped from CRM `Cost`)
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- **Key expressions / variables:**
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- `presentationId: ={{ $json.id }}`
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- Many `replaceText` values:
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`={{ $('Generate Proposal Copy1').item.json.message.content.solutionHeadingOne }}` (and similar)
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- Hard-coded cost: `"$1,850"`
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- **Connections:**
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- Input ← **Create Proposal Template**
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- Output → **Create Stripe Payment Link**
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- **Version-specific notes:** typeVersion `2`
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- **Edge cases / failures:**
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- If placeholders don’t exist in the template, replacements will do nothing (proposal remains uncustomized).
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- If OpenAI output is not present/invalid, expressions referencing `.message.content.*` fail.
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- Slides API permissions/quota issues.
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- Concurrent edits can cause revision/control errors (Slides API write control).
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---
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### Block 3 — Payment & Follow-up
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**Overview (role):**
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Creates a Stripe Checkout Session and emails the lead a follow-up containing the Google Slides proposal link and the Stripe checkout URL.
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**Nodes involved:**
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- Create Stripe Payment Link
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- Email Follow-up
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#### Node: Create Stripe Payment Link
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- **Type / role:** `HTTP Request` — direct Stripe API call to create a Checkout Session.
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- **Configuration (interpreted):**
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- Method: `POST`
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- URL: `https://api.stripe.com/v1/checkout/sessions`
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- Auth: **Stripe predefined credential type** (`stripeApi`)
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- Body: `application/x-www-form-urlencoded`
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- Parameters include:
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- `mode=payment`
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- `success_url=https://www.google.com/success`
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- `cancel_url=https://www.google.com/cancel`
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- `line_items[0][price_data][unit_amount]=10000`
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- `line_items[0][price_data][currency]=usd`
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- `line_items[0][price_data][product_data][name]=Service Package`
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- `line_items[0][quantity]=1`
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- `metadata[leadId]=12345`
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- **Key observations:**
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- **Amount is hard-coded** to 10000 (i.e., $100.00 if currency has 2 decimals), not tied to CRM `Cost`.
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- `metadata[leadId]` is hard-coded, not derived from Sheets row_number or a CRM ID.
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- Success/cancel URLs are placeholders (Google).
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- **Connections:**
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- Input ← **Customize Proposal**
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- Output → **Email Follow-up**
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- **Version-specific notes:** typeVersion `4.3`
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- **Edge cases / failures:**
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- Stripe auth errors (invalid secret key, wrong environment).
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- Stripe parameter issues (currency/amount formatting, disallowed settings).
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- Using test keys in production or vice versa.
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- Hard-coded values cause incorrect billing if not customized.
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#### Node: Email Follow-up
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- **Type / role:** `Gmail` — sends the follow-up message to the lead.
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- **Configuration (interpreted):**
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- To: `={{ $('Find Client Details From CRM').item.json.Email }}`
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- Subject: `"Re: Proposal for "` (note: no company/person appended)
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- Body (text email) includes:
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- Personalization: `Person Name` from CRM
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- Proposal link built from the copied Slides file ID:
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- `https://docs.google.com/presentation/d/{{ $('Create Proposal Template').item.json.id }}/edit`
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- Stripe payment link from the immediately previous node output:
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- `{{ $json.url }}`
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- Attribution disabled: `appendAttribution: false`
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- **Key expressions / variables:**
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- `sendTo: ={{ $('Find Client Details From CRM').item.json.Email }}`
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- Proposal URL uses: `$('Create Proposal Template').item.json.id`
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- Payment URL uses: `{{ $json.url }}` (Stripe session URL)
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- **Connections:**
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- Input ← **Create Stripe Payment Link**
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- Output: none (end)
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- **Version-specific notes:** typeVersion `2.1`
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- **Edge cases / failures:**
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- Gmail OAuth token expired / insufficient scopes.
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- Missing `Email` or `Person Name` in CRM row.
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- Slides file not shared with recipient (they may get access denied).
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- Subject line incomplete (may reduce clarity/open rate).
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---
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## 3. Summary Table
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| Node Name | Node Type | Functional Role | Input Node(s) | Output Node(s) | Sticky Note |
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|---|---|---|---|---|---|
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| Sticky Note | Sticky Note | Workflow header/overview text | | | # Meeting → Proposal → Payment → Follow-up Automation; Automatically turn booked calls into proposals, Stripe payment links, and follow-up emails.; Tools: n8n · OpenAI · Google Sheets · Google Slides · Stripe · Email · Calendly / Forms; Best for: Agencies, consultants, freelancers, and service businesses selling repeatable offers. |
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| Calendly Trigger Booked Meeting | Calendly Trigger | Entry point: meeting booked webhook | | Find Client Details From CRM | ## Trigger & lead context; Starts when a meeting is booked (Calendly); Looks up lead details in a CRM (Google Sheets); Normalizes inputs for downstream automation; This section prepares clean, structured data for proposal generation. |
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| Find Client Details From CRM | Google Sheets | CRM lookup/enrichment by invitee email | Calendly Trigger Booked Meeting | Generate Proposal Copy1 | ## Trigger & lead context; Starts when a meeting is booked (Calendly); Looks up lead details in a CRM (Google Sheets); Normalizes inputs for downstream automation; This section prepares clean, structured data for proposal generation. |
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| Generate Proposal Copy1 | OpenAI (LangChain) | Generate structured proposal JSON from CRM fields | Find Client Details From CRM | Create Proposal Template | ## Proposal generation & document creation; Uses AI to generate structured proposal content; Copies a Google Slides template; Injects generated content into the deck; Output: a client-ready proposal link with no manual editing. |
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| Create Proposal Template | Google Drive | Copy Slides template and name it from AI title | Generate Proposal Copy1 | Customize Proposal | ## Proposal generation & document creation; Uses AI to generate structured proposal content; Copies a Google Slides template; Injects generated content into the deck; Output: a client-ready proposal link with no manual editing. |
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| Customize Proposal | Google Slides | Replace placeholders in copied deck with AI content | Create Proposal Template | Create Stripe Payment Link | ## Proposal generation & document creation; Uses AI to generate structured proposal content; Copies a Google Slides template; Injects generated content into the deck; Output: a client-ready proposal link with no manual editing. |
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| Create Stripe Payment Link | HTTP Request | Create Stripe Checkout Session | Customize Proposal | Email Follow-up | ## Payment & follow-up; Creates a Stripe Checkout session; Sends a personalized follow-up email; Includes proposal link and payment link; This closes the loop from call → proposal → payment. |
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| Email Follow-up | Gmail | Send proposal + payment link email | Create Stripe Payment Link | | ## Payment & follow-up; Creates a Stripe Checkout session; Sends a personalized follow-up email; Includes proposal link and payment link; This closes the loop from call → proposal → payment. |
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| Sticky Note2 | Sticky Note | Comment block: trigger & context | | | ## Trigger & lead context; Starts when a meeting is booked (Calendly); Looks up lead details in a CRM (Google Sheets); Normalizes inputs for downstream automation; This section prepares clean, structured data for proposal generation. |
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| Sticky Note4 | Sticky Note | Comment block: proposal generation & deck | | | ## Proposal generation & document creation; Uses AI to generate structured proposal content; Copies a Google Slides template; Injects generated content into the deck; Output: a client-ready proposal link with no manual editing. |
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| Sticky Note5 | Sticky Note | Comment block: payment & follow-up | | | ## Payment & follow-up; Creates a Stripe Checkout session; Sends a personalized follow-up email; Includes proposal link and payment link; This closes the loop from call → proposal → payment. |
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| Sticky Note8 | Sticky Note | Business impact callout | | | ## ⚡ BUSINESS IMPACT; Removes manual proposal writing; Eliminates follow-up delays; Standardizes your close process; Speeds up payment collection; Booked call → proposal → payment → done. |
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| Sticky Note9 | Sticky Note | Customization suggestions | | | ## 🧩 CUSTOMIZATION NOTES; Swap Google Sheets for Airtable, HubSpot, or Notion; Adjust proposal tone entirely via prompt; Extend Stripe metadata for analytics; Add reminders or follow-ups easily |
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---
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## 4. Reproducing the Workflow from Scratch
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1. **Create a new workflow**
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- Name it: *Meeting → Proposal → Payment → Follow-up Automation* (or your preferred name).
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- (Optional) Add a tag like “Business Ops”.
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2. **Add trigger: “Calendly Trigger”**
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- Node: **Calendly Trigger**
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- Event: **invitee.created**
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- Authentication: **OAuth2**
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- Create/attach **Calendly OAuth2 credentials** in n8n.
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- Save so n8n can register the webhook (activation typically required for live events).
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3. **Add CRM lookup: “Google Sheets”**
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- Node: **Google Sheets**
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- Operation: *Lookup/Search* (filter by column)
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- Document: select your CRM spreadsheet
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- Sheet: select the tab containing leads (e.g., “Sheet1”)
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- Filter:
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- Lookup Column: `Email`
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- Lookup Value expression: `={{ $json.payload.email }}`
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- Attach **Google Sheets OAuth2 credentials** with access to the spreadsheet.
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- Connect: **Calendly Trigger → Google Sheets**
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4. **Add AI generation: “OpenAI (LangChain) - Chat”**
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- Node: **OpenAI** (`@n8n/n8n-nodes-langchain.openAi`)
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- Model: **gpt-5-mini** (or available equivalent)
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- Enable/require **JSON output**.
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- Messages:
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1) System message defining tone/persona and constraints
|
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2) Instruction message: must output one JSON object matching your schema
|
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3) (Optional but recommended) include a sample input + sample output (few-shot)
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4) Final user message: dynamic JSON built from the Sheets row, like:
|
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- `companyName`: `{{ $json['Company Legal Name'] }}`
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- `problem`: `{{ $json.Problem }}`
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- `solution`: `{{ $json.Solution }}`
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- `scope`: `{{ $json.Scope }}`
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- `howSoon`: `{{ $json['How soon?'] }}`
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- `depositCost`: `{{ $json.Cost }}`
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- `currentDate`: `{{ $now.toLocaleString({ dateStyle: 'medium' }) }}`
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- Attach **OpenAI API credentials**.
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- Connect: **Google Sheets → OpenAI**
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5. **Copy the proposal Slides template: “Google Drive”**
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- Node: **Google Drive**
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- Operation: **Copy**
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- File to copy: select your Google Slides template file
|
||||
- New name expression: `={{ $json.message.content.proposalTitle }}`
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- Attach **Google Drive OAuth2 credentials**.
|
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- Connect: **OpenAI → Google Drive**
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6. **Inject content into the Slides deck: “Google Slides”**
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- Node: **Google Slides**
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||||
- Operation: **Replace Text**
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||||
- Presentation ID expression: `={{ $json.id }}` (the ID returned by the Drive copy)
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- Add placeholder mappings matching your template tokens, for example:
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- Replace `{{proposalTitle}}` with `={{ $('Generate Proposal Copy1').item.json.message.content.proposalTitle }}`
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- Repeat for each field in your AI schema.
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- Decide how to handle cost:
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- Either keep a fixed value (as in the workflow) or map from CRM/AI output.
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- Attach **Google Slides OAuth2 credentials**.
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- Connect: **Google Drive → Google Slides**
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||||
|
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7. **Create Stripe Checkout Session: “HTTP Request”**
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- Node: **HTTP Request**
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- Method: `POST`
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- URL: `https://api.stripe.com/v1/checkout/sessions`
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||||
- Authentication: **Predefined Credential Type → Stripe**
|
||||
- Content-Type: `application/x-www-form-urlencoded`
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||||
- Body parameters (minimum viable):
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||||
- `mode`: `payment`
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||||
- `success_url`: your success page URL
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||||
- `cancel_url`: your cancel page URL
|
||||
- `line_items[0][price_data][currency]`: `usd` (or your currency)
|
||||
- `line_items[0][price_data][unit_amount]`: amount in cents (e.g., `250000` for $2,500.00)
|
||||
- `line_items[0][price_data][product_data][name]`: product/service name
|
||||
- `line_items[0][quantity]`: `1`
|
||||
- `metadata[leadId]`: set dynamically (recommended), e.g. row_number or a CRM ID
|
||||
- Attach **Stripe credentials** (test or live).
|
||||
- Connect: **Google Slides → HTTP Request**
|
||||
|
||||
8. **Send follow-up email: “Gmail”**
|
||||
- Node: **Gmail**
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||||
- Operation: **Send**
|
||||
- To expression: `={{ $('Find Client Details From CRM').item.json.Email }}`
|
||||
- Subject: customize (recommended), e.g. `Re: Proposal for {{ $('Find Client Details From CRM').item.json['Company Legal Name'] }}`
|
||||
- Message body includes:
|
||||
- Proposal URL: `https://docs.google.com/presentation/d/{{ $('Create Proposal Template').item.json.id }}/edit`
|
||||
- Stripe URL from Stripe response: `{{ $json.url }}`
|
||||
- Attach **Gmail OAuth2 credentials**.
|
||||
- Connect: **HTTP Request → Gmail**
|
||||
|
||||
9. **(Optional) Add sticky notes / documentation**
|
||||
- Add sticky notes to label the three blocks (Trigger/Context, Proposal/Deck, Payment/Email) and include customization notes.
|
||||
|
||||
---
|
||||
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||||
## 5. General Notes & Resources
|
||||
|
||||
| Note Content | Context or Link |
|
||||
|---|---|
|
||||
| “Booked call → proposal → payment → done.” | Business impact / positioning note from the workflow canvas |
|
||||
| Swap Google Sheets for Airtable, HubSpot, or Notion | Customization note (data source flexibility) |
|
||||
| Adjust proposal tone entirely via prompt | Customization note (OpenAI prompt controls output tone/structure) |
|
||||
| Extend Stripe metadata for analytics | Customization note (improve attribution/reporting) |
|
||||
| Add reminders or follow-ups easily | Customization note (extend flow with delays/secondary emails) |
|
||||
Reference in New Issue
Block a user