n8n Automation Project | Portfolio Case Study for kenroach.com
Project Overview
This project demonstrates how I use n8n, artificial intelligence, HubSpot CRM, Google Drive, and Gmail to automate personalized customer follow-up communications while maintaining human oversight.
This was developed for a customer. This workflow addresses a common business challenge: managing follow-up communications for contacts associated with multiple sales opportunities, products, and stages of the sales process.
Rather than sending generic emails or requiring staff to prepare every message manually, the automation collects customer information, applies approved business rules, and uses DeepSeek AI to generate personalized follow-up drafts.
The key feature is human approval. Generated messages are submitted for review before customer delivery, allowing the business to maintain control over its communications.
Technologies Used
- n8n: Workflow orchestration and automation
- HubSpot CRM: Customer contacts, deals, and sales pipeline information
- DeepSeek AI: Personalized email content generation
- Google Drive and Excel: Approved messaging rules, product priorities, and resource links
- Gmail: Email review and approval notifications
- JavaScript: Custom data processing, validation, and business logic
- REST APIs: Integration between platforms
How the Automation Works
1. Scheduled Execution
The workflow starts automatically on a weekly schedule.
2. HubSpot CRM
Retrieves deals, contacts, and sales pipeline stages.
3. Google Drive
Loads approved Excel content and messaging rules.
4. Intelligent Data Processing
Groups deals by contact, identifies eligible products, and matches approved content.
5. DeepSeek AI Email Generation
Produces personalized HTML drafts using customer data and approved business content.
6. Human Review
Saves the pending draft and emails a reviewer with approval and rejection links.
Key Features
Personalized, consolidated communications
The workflow groups multiple HubSpot deals belonging to the same contact, helping prevent separate, repetitive follow-up messages. It also recognizes multiple products within a single opportunity.
Business-controlled AI content
DeepSeek receives instructions to use approved Excel workbook content rather than inventing product information, pricing, offers, or links. The workflow matches product resources to the correct sales stages.
Human-in-the-loop approval
Each generated email receives a unique approval token and is saved to an n8n data table. The reviewer receives the draft through Gmail with links to approve or reject it.
Scalable processing
Contacts are processed in batches of five, with a 15-second delay before review emails. This helps manage API usage and email delivery volume.
Business Benefits
- Reduces repetitive CRM follow-up preparation.
- Improves consistency of customer communications.
- Supports personalized messaging across multiple products.
- Centralizes approved content in an editable workbook.
- Keeps human review in the process.
- Integrates existing business systems without replacing them.
Implementation Notes
The uploaded workflow contains 24 n8n nodes and includes the scheduled CRM retrieval, content processing, AI drafting, and reviewer notification process.
The export is marked inactive, and the approval webhook receiver is a separate workflow not included in the file. Therefore, this case study describes the implemented design rather than claiming verified production results or automatic customer delivery.
Interested in Automating Your Business?
I develop custom automation solutions that connect existing applications, eliminate repetitive tasks, and help businesses work more efficiently.
Whether your organization uses a CRM, email, spreadsheets, databases, or external APIs, I can help design workflows tailored to your business processes.
Services include n8n workflow development, AI integration, CRM automation, API integration, and custom business software.
This project description is suitable for the Automation Projects or AI Solutions section of kenroach.com. It focuses on the business value and technical capabilities without exposing private customer data or credentials.