Sales proposal from a call recording

What it is

This n8n workflow turns a recorded sales call into a proposal draft. A Jotform submission starts it, carrying the prospect’s details and a Google Drive link to the recording. The eight nodes run in a line. n8n copies your proposal template in Drive, downloads the recording and has OpenAI transcribe it. GPT-4.1 mini then writes the proposal’s parts as JSON: the prospect’s problem in their own words, a named solution with its scope and price, and one upsell. A Google Docs node fills the copy, Drive exports it as a PDF, and Gmail saves a draft to the prospect with the PDF attached. Nothing is sent until you press send.

Who it suits

Freelancers and small agencies that sell AI systems, automation or other services after a first sales call, and spend days writing the proposal that follows. The prompt is written for that kind of seller, so anyone else should rewrite it first.

Skip it if your recordings do not live in Google Drive, or if a proposal must go out without anyone reading it. The download step reads a Drive link, and the last step only drafts.

Where to use it

Any n8n that can reach Jotform, Google and OpenAI. Jotform has to reach it back, since a submission starts the run.

• n8n Cloud or your own server: import the file and publish it, so the form’s submissions reach the trigger
• Jotform: any form whose questions carry the labels this workflow reads
• A Google account: Drive holds the template, the recording and the copies, and Gmail holds the draft
• Your sales routine: the draft is a normal Gmail draft, so your usual review and send steps stay as they are

Setup

Get it saves a zip with workflow.json and Mindket’s setup notes in your downloads folder. Have these ready before you import it.

1. In n8n, create a workflow, open its menu, choose Import from File and pick workflow.json.
2. Add a Jotform credential. In JotForm Trigger, choose your form where it says YOUR_FORM_ID.
3. Add Google Drive, Google Docs and Gmail credentials, one Google account will do, and select them in the Drive, Docs and Gmail nodes.
4. Open the first Google Drive node and put the ID of your template document in YOUR_TEMPLATE_DOC_ID.
5. Add an OpenAI credential and select it in OpenAI and OpenAI1.
6. In Gmail, replace YOUR_NAME at the end of the message with your name, and change the wording if you like.
7. Save, submit the form once with a short test recording, then press Publish.

How to use it

Submit the form with the prospect’s name, company and email, and a link to the call recording in Google Drive. The Google account n8n uses must be able to read that file. The run goes on without you and ends with a draft in Gmail.

Two of them are searched for with a space after them, {{problemStatementBulletTwo}} and {{upsellOneBulletOne}}. Type a space after each in the template, or delete the space in the Docs node, or they stay as typed.

Example

A consultant saves the recording of a call with a clinic owner to Drive and submits the form with its link. A copy of the template named after the clinic appears in Drive, and the draft goes to the owner’s address with the proposal attached. The model’s answer comes back as JSON, trimmed here:

{
  "problemStatement": "…",
  "problemStatementBulletOne": "…",
  "aiSystem": "…",
  "solutionStatement": "…",
  "whyThisWorks": "…",
  "workScope": "…",
  "price": "…",
  "solutionPricingType": "…",
  "50percentDiscount": "…",
  "upsellOne": "…",
  "upsellOnePricing": "…"
}

The draft’s subject is the company name, a bar and the solution’s name followed by Proposal. The body is a short note that greets the prospect by first name and points to the attachment.

For newcomers and experts

If you are new. This is a short template, since the nodes run in a single line. Send a short test recording first, and open the run under Executions to see what each node received. A wrong template ID or an unreadable recording shows up there.

For experts. Two OpenAI nodes carry the work. The transcription node names no model in the file, and OpenAI1 runs gpt-4.1-mini with JSON output switched on. Its system message holds the format, a sample answer and the pricing rule: a price between $2,000 and $10,000, set at 5 to 10 percent of a year’s value to the buyer. It also returns half the price, which your template can show as a deposit or a discount.

Good to know

Each submission spends OpenAI credit and leaves a copy in Drive, and the draft needs your eyes.

• Read before sending: the price, the bullets and the system’s name come from one call and a prompt, so check them against what you meant to offer
• Draft only: the Gmail node creates a draft and sends nothing
• Open form: anyone who has the form’s address can start a run on your accounts, so keep the form private
• Copies: each run leaves a named copy of the template in Drive, so tidy them now and then
• Recording size: OpenAI limits the size of an audio upload, 25 MB when this was written, so compress a long recording or check the current limit
• Your data: the call’s text and the prospect’s name and company go to OpenAI, and the PDF goes to Gmail