The Complete n8n Workflow Builder Playbook: 50+ AI Prompts to Automate Your Business

Create a workflow that triggers when a Typeform is submitted. Extract contact data (name, email, company, phone, message). Validate email format and check deliverability. Enrich company data using Clearbit (employee count, industry, revenue). Calculate lead score: Enterprise company (500+ employees) = 30 points, Mid-market (50-500) = 20 points, Target industry (SaaS, FinTech) = 25 points, Job title contains VP/Director = 20 points. If score >= 70, create HubSpot contact with 'Hot' status and send Slack notification to #sales-hot-leads. If score 40-69, create contact with 'Warm' status and add to nurture campaign. If score < 40, create contact with 'Cold' status. Include all enriched data in HubSpot record.

Build a workflow that monitors a Google Sheet with LinkedIn profile URLs. For each new row: scrape the LinkedIn profile using Apify or Phantombuster to extract name, title, company, location, experience, education. Use Hunter.io to find their email address. Enrich the company data via Clearbit. Calculate an ICP match score based on: job title relevance (25 points), company size 100-1000 employees (20 points), industry match (15 points), technology stack includes Salesforce (10 points). Update the Google Sheet with all extracted and enriched data. If ICP score > 70, create Salesforce lead and notify sales via email.

Create a workflow that accepts a Google Maps search query (e.g., 'real estate agencies in Miami'). Use Apify Google Maps Scraper to extract business data: name, address, phone, website, rating, review count. For each business with a website, scrape the site to extract email addresses using regex patterns. Enrich company data with employee estimates from LinkedIn. Store all results in Airtable with columns: Business Name, Contact Email, Phone, Website, Employee Count, Rating, Review Count, Date Scraped. Filter out businesses without email addresses. Flag high-potential leads (4+ star rating, 10+ reviews, 10+ employees) for immediate outreach.

Build a workflow triggered by webhook when someone starts but doesn't complete a contact form. Capture partial data (email if provided). Wait 30 minutes. If form not completed, send a personalized follow-up email: 'Hi [name], noticed you were checking out [product]. Need help? Here's a quick guide: [resource link]. Reply with questions!' Track email opens and clicks. If opened but no response after 2 days, send second email offering a 15-minute consultation. If they complete the form at any point, stop the sequence and trigger standard lead capture workflow.

Create a workflow that monitors Gmail inbox every 2 minutes. For each new email: extract sender, subject, body, attachments. Use AI (OpenAI GPT-4) to classify into categories: Technical Support, Billing, Feature Request, General Inquiry, Urgent. Extract key entities: customer name, order number, product mentioned, issue description. Determine urgency: High if contains 'urgent', 'asap', 'critical', or 'not working'; Normal otherwise. Route based on category + urgency: Technical + High → Create Zendesk ticket with 'Critical' priority, assign to senior support, auto-reply with 30-min SLA. Technical + Normal → Create ticket, assign to support queue, auto-reply with 4-hour SLA. Billing → Forward to billing@company.com with extracted details. Feature Request → Add to Notion feature database, send acknowledgment. Apply Gmail labels based on classification. Update Google Sheet with daily email metrics.

Build a workflow triggered when an email arrives with PDF attachment. Download the PDF. Use AI vision (GPT-4 Vision) or OCR to extract: invoice number, date, vendor name, total amount, line items with quantities and prices, tax amount, due date. Validate extracted data: total must be positive number, date must be valid format, vendor must not be empty. Check if invoice number already exists in database to prevent duplicates. If valid and new, create record in Airtable or Google Sheets with all extracted fields. If amount > $1000, send approval request to manager via Slack with invoice preview. If approved, create bill in QuickBooks. If amount <= $1000, auto-create bill. Send confirmation email to original sender. Archive processed email with 'Processed' label.

Create a workflow triggered when a new contact is added to a 'Cold Outreach' list in HubSpot. Fetch contact data: name, company, title, industry. Use AI to generate personalized email subject and body based on: their company's recent news (fetch from Google News API), their role and likely pain points, specific value proposition for their industry, relevant case study. Schedule email for optimal send time based on timezone (9-10 AM local time, Tuesday-Thursday). Track opens and clicks. If opened but no response after 3 days, send follow-up #1: 'Quick check-in about [specific pain point]—we helped [similar company] achieve [result].' If still no response after 4 more days, send follow-up #2: 'Last note—here's a free resource: [relevant guide].' If they reply at any point, create task in HubSpot for sales rep: 'Respond to [name] - they engaged with cold outreach.'

Create a workflow that runs every 15 minutes. Fetch records updated in Salesforce in last 15 minutes (contacts, companies, opportunities). Fetch records updated in HubSpot in last 15 minutes (contacts, companies, deals). For each record, check if it exists in the other system by email (contacts) or domain (companies). Define field mappings: Salesforce FirstName → HubSpot firstname, LastName → lastname, Email → email, Account.Name → company, Title → jobtitle, Phone → phone, LeadSource → hs_lead_source. Handle conflicts: if same record updated in both systems within 5 minutes, flag for manual review. Otherwise, use most recent timestamp. Salesforce is source of truth for: contact ownership, lead source, opportunity data. HubSpot is source of truth for: email engagement metrics, website activity, form submissions. For bidirectional fields (contact details), use most recent update. Create/update records as needed. Log sync results: records synced, conflicts, errors. Send daily summary at 9 AM: total synced, errors requiring attention.

Build a workflow triggered when a new company is added to HubSpot without full data. Extract company domain from website field. Use Clearbit Enrichment API to fetch: employee count, industry, sub-industry, headquarters location, annual revenue estimate, description, logo URL, LinkedIn URL, Twitter handle, technologies used. Use Hunter.io Domain Search to find email addresses and patterns. Check Crunchbase API for funding data: total raised, last funding round, investors. Calculate company health score: 100-500 employees (20 points), $10M-100M revenue (25 points), funded in last 2 years (15 points), uses modern tech stack like AWS, React, Salesforce (10 points each up to 30 points total). Update HubSpot company record with all enriched data. Add tags based on attributes: 'High-Growth' if funded recently, 'Enterprise' if 500+ employees, 'Tech-Forward' if uses 5+ modern technologies. If health score > 70, add to 'Target Accounts' list and notify account executives.

Create a workflow triggered by webhook when contact form is submitted. Expected data: name, email, company, phone (optional), message, source (utm_source), campaign (utm_campaign). Step 1: Validate required fields present and correctly formatted (email must contain @ and valid TLD). Step 2: Use AI to detect spam analyzing: message content for spam phrases, email domain against known spam list, submission speed (reject if same IP submitted within 30 seconds), excessive special characters or all caps. If spam score > 0.7, log and silently reject (return 200 but don't process). If spam score 0.4-0.7, flag for manual review but continue. Step 3: Enrich company data via Clearbit. Step 4: Calculate lead score: Enterprise email domain (20 pts), Company size 100-1000 (25 pts), Target industry (20 pts), Message mentions specific pain points (15 pts), Source paid-search or linkedin (10 pts). Step 5: Create/update HubSpot contact with all data. Step 6: If score >= 70, send Slack notification to #sales-hot-leads and create task 'Call within 1 hour.' Send confirmation email with calendar booking link. If score 40-69, add to nurture sequence and send confirmation with resources. If score < 40, send confirmation with self-service resources.

Build an n8n Form workflow with multiple pages. Page 1: Collect name, email, company. Page 2: Ask 'What's your primary goal?' with options: Increase Sales, Reduce Costs, Improve Efficiency, Other. Page 3 (conditional based on Page 2 answer): If 'Increase Sales' → Ask about current lead volume and conversion rate. If 'Reduce Costs' → Ask about current tool spend and team size. If 'Improve Efficiency' → Ask about current manual processes and hours spent. If 'Other' → Show text area for details. Page 4: Collect phone and preferred contact time. Use AI to analyze all responses and generate: urgency score (1-10 based on pain intensity and timeline), recommended solution (product tier), estimated ROI. Create HubSpot contact with all data plus AI analysis. Route based on urgency: 8-10 → Immediate sales call task, 5-7 → Schedule demo within 48 hours, 1-4 → Add to nurture. Send personalized follow-up email referencing their specific goals and recommended solution.

Create a workflow triggered when a new blog post is published (RSS feed check every hour or WordPress webhook). Fetch full post content, title, featured image, author, publish date. Use AI to generate platform-specific content: LinkedIn Post (formal tone, 150-200 words, 3 relevant hashtags, question at end to drive engagement, tag author). Twitter Thread (3-5 tweets, casual tone, emojis, main points as bullets, end with link and CTA). Facebook Post (casual, story-driven, 50-100 words, focus on emotional hook). Instagram Caption (very casual, emoji-heavy, 5-10 hashtags, call-to-action to link in bio). Extract 2-3 key quotes from blog post for quote graphics. Use Canva API or similar to generate quote images with brand template. Schedule posts using optimal timing: LinkedIn Tuesday-Thursday 9-11 AM, Twitter Monday-Friday 12-3 PM, Facebook Wednesday 1-3 PM, Instagram Monday/Wednesday/Friday 11 AM-1 PM (adjust for target audience timezone). Store all posts in Airtable with: platform, scheduled time, content, engagement metrics (fetch later). 24 hours after publishing, fetch engagement metrics from each platform and update Airtable. If a post performs exceptionally well (2X average engagement), notify marketing team: 'Viral post alert: [post] on [platform]—consider boosting or expanding into content series.'

Build a workflow that runs every Monday morning. Query Google Trends API for trending topics in target industry keywords. Fetch top Reddit posts from relevant subreddits with high engagement. Search Twitter for trending hashtags in industry. Aggregate news headlines from industry publications via RSS feeds. Use AI to analyze all sources and identify: 3-5 emerging trends with high discussion volume, common questions or pain points mentioned repeatedly, content gaps (popular topics with few comprehensive resources). For each identified trend, use AI to generate: 5 blog post title ideas (SEO-optimized, compelling hooks), 3 social media post angles (different perspectives on same topic), relevant keywords to target, estimated search volume and difficulty. Create Notion page with all findings formatted as content brief: Trend title, Why it's trending (data points), Recommended content formats (blog, video, webinar), Target keywords, Competitor content analysis (what's already ranking), Suggested angles and hooks. Assign to content team in project management tool. Send Slack summary: 'Weekly content opportunities: [top 3 trends with links to briefs].'

Create a workflow triggered by incoming message (Slack, website chat widget via webhook, WhatsApp via Twilio). Extract message text, sender ID, conversation history if available. Use AI Agent with tools: search_knowledge_base (vector search through help docs and past support tickets), create_support_ticket (creates ticket in Zendesk with priority and category), get_customer_info (fetches customer data from CRM by email), check_system_status (queries status page API for current incidents). Agent system message: 'You are a helpful customer support assistant. First, search the knowledge base for answers. If you find a clear solution, provide it with relevant documentation links. If the issue requires human help, create a support ticket with appropriate category and priority. For billing or account changes, always escalate to human agent. Be empathetic and concise.' Conversation flow: Greet user and ask how to help. Use knowledge base search for their question. If confidence > 80% and solution found, provide answer with links. Ask if that resolved the issue. If yes, close conversation with satisfaction survey. If no or if initial confidence < 80%, create support ticket and notify: 'I've created a ticket for you. Our team will respond within [SLA time based on priority].' For urgent keywords (down, broken, critical, can't access), immediately create high-priority ticket and page on-call support. Store all conversations in database for training and analysis.

Build a workflow triggered when a new customer's payment is confirmed (Stripe webhook 'payment_succeeded' + 'new customer' flag). Step 1: Create customer record in CRM with all details from Stripe. Step 2: Send welcome email series (using time delays): Immediately: Welcome email with login credentials, getting started guide, setup checklist. Day 1: Tutorial video links, book onboarding call link, link to community Slack. Day 3: 'How's it going?' check-in, offer help, FAQ link. Day 7: Feature spotlight email highlighting key capabilities, customer success story. Step 3: Create customer workspace/account in product (via API call with customer email and company name). Step 4: Create onboarding project in task management tool (Asana/Trello) with milestones: Account setup, First workflow created, Integration connected, First success metric achieved. Assign to customer success manager. Step 5: Send internal Slack notification to CS team: 'New customer: [name] at [company] - [plan tier]. Assigned to [CSM]. Setup checklist: [link].' Step 6: Track onboarding progress by monitoring product usage events via webhook. When each milestone is achieved, check it off in task tool and send congratulations email with next step. Step 7: On day 30, send onboarding survey asking about experience. Use responses to improve onboarding process and identify at-risk customers early.