n8n Workflow: CA Firm WhatsApp & Gmail Support + Leads

Automate your CA firm’s WhatsApp + Gmail support, lead intake, and invoice/document follow-ups—hands-free with n8n

This n8n workflow connects WhatsApp, Gmail, Telegram, Groq, and Google Sheets to automatically handle client questions, capture website leads, request documents, send compliance reminders, and process payment confirmations—while centralizing error logging.

What this workflow does

• Respond to inbound WhatsApp messages: Receives WhatsApp webhooks (including Meta verification). For known-client queries, it drafts context-aware replies using Groq with Google Sheets context. For media-based document updates, it marks documents as pending.
• Create and qualify new leads: If the incoming WhatsApp message is not tied to a known client, the workflow creates a new lead, qualifies it, and drafts an opening response.
• Capture website lead forms: Accepts lead form submissions via webhook, validates the payload, saves/updates leads in Google Sheets, drafts an opening reply and classification with Groq, then responds via WhatsApp and/or Gmail.
• Escalate urgent leads: For partner-identified urgency, it alerts the partner on Telegram.
• Handle Gmail support: Polls Gmail every minute for unread messages, matches senders against the Clients sheet, drafts Groq-based replies when applicable, or creates an email lead with an intake reply.
• Manage document requests: Accepts partner-initiated document request webhooks, creates “Pending document” rows in Google Sheets, drafts the request message with Groq, and sends it via WhatsApp and Gmail.
• Process payment confirmations: Accepts payment confirmation webhooks, updates invoice status to “Paid” in Google Sheets, drafts a thank-you/receipt message with Groq, and sends it via WhatsApp and Gmail.
• Run scheduled compliance reminders: Executes daily jobs to send Groq-drafted compliance reminders (e.g., 9:00) and continues document follow-up.

Use cases

• Auto-reply to recurring client questions using Groq + your Clients/lead data in Google Sheets.
• Instantly turn website form submissions into tracked leads with WhatsApp/Gmail replies.
• When documents or payments arrive, automatically update status and send the correct next message.

Technical details

• n8n nodes/integrations: if, code, no op, webhook, gmail, telegram
• Core systems: WhatsApp webhooks (including Meta verification), Gmail polling, Groq for drafted responses, Google Sheets for clients/leads/invoice + pending document tracking.