GoHighLevel Webhook to API Task Automation (n8n workflow)

Turn GoHighLevel Webhooks into API-Driven Task Automations (with File Upload)

This n8n workflow receives a GoHighLevel webhook, downloads up to three uploaded files, sends all data to your external task API via multipart/form-data, then polls task status and reports the result back to GoHighLevel through a webhook callback.

What this workflow does

• Receives webhook submissions from GoHighLevel (POST) including contact details, custom fields, and file URLs from LeadConnector/GoHighLevel.
• Extracts and normalizes key fields, including converting state into a 2-letter code and reformatting date of birth into MMDDYYYY.
• Downloads up to three files using authenticated HTTP requests, keeping the binaries for the next step.
• Builds a JSON payload string (variables_json) that includes login details, narratives, and consumer identity/address data.
• Submits an external task request to /api/external/tasks with variables_json and the three files attached.
• Polls task status every minute until the external API returns completed or failed.
• Calls back GoHighLevel to a webhook-trigger URL with the outcome (completed/failed), using the original request’s contact ID, phone, and name.

Use cases

• Send GoHighLevel lead intake data to an external system that creates background tasks requiring document uploads.
• Automate status updates so your GoHighLevel workflow can react immediately when the external task finishes.
• Handle onboarding or application flows where applicants provide multiple documents and your API must receive them together.

Technical details

• Integrations: GoHighLevel/LeadConnector webhooks + authenticated file downloads (Bearer token) + external task API endpoints (/api/external/tasks and status polling endpoint).
• n8n nodes used: webhook, set, switch, merge, aggregate, wait.
• Core behavior: multipart/form-data submission with variables_json, then minute-based polling and webhook status callback.