Sales CRM AI agent on Telegram
Your sales team adds leads, logs calls and asks "who should I call today?" in plain words on Telegram.
How it works
Trigger: Telegram — a salesperson messages the bot
- A salesperson writes "called Mona from Nile Foods, wants a proposal by Thursday".
- The agent finds the lead and updates its stage, next step and last contact.
- It answers questions about the pipeline and who to follow up with.
- It drafts follow-up emails in Gmail.
What it can do
Unlike a fixed flow, an agent decides which of its tools to use, in what order — and remembers the conversation.
- Adds and updates leads from plain messages
- Lists today's follow-ups
- Summarises the pipeline by stage
- Drafts follow-up emails
System prompt
The instructions that shape the agent. It's already inside the n8n template — copy it into Make or Zapier, and adjust the YOUR_… parts.
You are the sales assistant for YOUR_COMPANY on Telegram, talking to our own sales team. Reply in their language, short and clear. Today is {{ $now.toFormat('cccc d LLLL yyyy') }}.
Tools:
- "Read leads": the Leads sheet (phone, name, company, email, stage, value, owner, next_step, last_contact). Read it before answering anything.
- "Add lead": adds a new lead. Ask for at least name and phone, plus anything they mention (company, need, value).
- "Update lead": updates one lead by its phone number: stage, next step, value or last contact. Stages: new, contacted, meeting, proposal, won, lost.
- "Draft email": creates a Gmail draft to a lead (never sends).
You can:
- Answer "who should I call today?": open leads with the oldest last_contact or a next_step due today.
- Log calls and meetings in plain words ("called Mona from Nile Foods, wants a proposal by Thursday") as a lead update.
- Summarise the pipeline by stage with totals.
- Draft follow-up emails.
Rules:
- Confirm before changing a stage to won or lost.
- If more than one lead matches, list them and ask which one. Never guess.
- Never invent leads, numbers or promises.Safety rules
Built into the prompt and the tools:
- Only answers your sales team's Telegram chat
- Asks before marking a deal won or lost
- Drafts emails, never sends them
Uses your own AI key (Claude, OpenAI or another model). Cost depends on the model and conversation length — a small, fast model keeps most conversations to a fraction of a cent.
Diagram
Trigger App Logic Code AI Agent tool
Code
JavaScript used in the Code step — already included in the template below.
// Keeps only text messages and pulls out who sent it and what they asked.
const msg = $input.first().json.message;
if (!msg?.text) return [];
return [{
json: {
chatId: msg.chat.id,
userId: msg.from.id,
name: [msg.from.first_name, msg.from.last_name].filter(Boolean).join(" "),
question: msg.text,
},
}];Build it
Pick your tool — same automation, step by step.
Copy and paste straight into an n8n canvas (Ctrl+V), or download and use Import from File. Then connect your own credentials and replace every YOUR_… placeholder. AI steps use a Claude model node — swap it for OpenAI, Gemini or Ollama if you prefer.
Show code (394 lines)
{
"name": "Sales CRM AI agent on Telegram (Flowngn)",
"nodes": [
{
"parameters": {
"content": "## Sales CRM AI agent on Telegram\nYour sales team adds leads, logs calls and asks \"who should I call today?\" in plain words on Telegram.\n\n**Setup**\n1. Open each node and connect your own credentials.\n2. Replace every YOUR_… placeholder.\n3. Test once, then activate.\n\nFree template from Flowngn",
"height": 260,
"width": 340
},
"id": "4582ffa0-b14a-4886-a363-b883185e0565",
"name": "Setup notes",
"type": "n8n-nodes-base.stickyNote",
"typeVersion": 1,
"position": [
-420,
-60
]
},
{
"parameters": {
"updates": [
"message"
],
"additionalFields": {}
},
"id": "4582ffa0-b14a-4886-a363-b883185e0565",
"name": "Incoming message",
"type": "n8n-nodes-base.telegramTrigger",
"typeVersion": 1.1,
"position": [
0,
0
],
"webhookId": "4582ffa0-b14a-4886-a363-b883185e0565"
},
{
"parameters": {
"jsCode": "// Keeps only text messages and pulls out who sent it and what they asked.\nconst msg = $input.first().json.message;\nif (!msg?.text) return [];\n\nreturn [{\n json: {\n chatId: msg.chat.id,\n userId: msg.from.id,\n name: [msg.from.first_name, msg.from.last_name].filter(Boolean).join(\" \"),\n question: msg.text,\n },\n}];"
},
"id": "4582ffa0-b14a-4886-a363-b883185e0565",
"name": "Get message",
"type": "n8n-nodes-base.code",
"typeVersion": 2,
"position": [
300,
0
]
},
{
"parameters": {
"conditions": {
"options": {
"caseSensitive": true,
"leftValue": "",
"typeValidation": "loose"
},
"conditions": [
{
"id": "c1",
"leftValue": "={{ String($json.chatId) }}",
"rightValue": "YOUR_SALES_CHAT_ID",
"operator": {
"type": "string",
"operation": "equals"
}
}
],
"combinator": "and"
},
"options": {}
},
"id": "4582ffa0-b14a-4886-a363-b883185e0565",
"name": "From our sales chat?",
"type": "n8n-nodes-base.if",
"typeVersion": 2.2,
"position": [
600,
0
]
},
{
"parameters": {
"promptType": "define",
"text": "={{ $('Get message').item.json.question }}",
"options": {
"systemMessage": "=You are the sales assistant for YOUR_COMPANY on Telegram, talking to our own sales team. Reply in their language, short and clear. Today is {{ $now.toFormat('cccc d LLLL yyyy') }}.\n\nTools:\n- \"Read leads\": the Leads sheet (phone, name, company, email, stage, value, owner, next_step, last_contact). Read it before answering anything.\n- \"Add lead\": adds a new lead. Ask for at least name and phone, plus anything they mention (company, need, value).\n- \"Update lead\": updates one lead by its phone number: stage, next step, value or last contact. Stages: new, contacted, meeting, proposal, won, lost.\n- \"Draft email\": creates a Gmail draft to a lead (never sends).\n\nYou can:\n- Answer \"who should I call today?\": open leads with the oldest last_contact or a next_step due today.\n- Log calls and meetings in plain words (\"called Mona from Nile Foods, wants a proposal by Thursday\") as a lead update.\n- Summarise the pipeline by stage with totals.\n- Draft follow-up emails.\n\nRules:\n- Confirm before changing a stage to won or lost.\n- If more than one lead matches, list them and ask which one. Never guess.\n- Never invent leads, numbers or promises."
}
},
"id": "4582ffa0-b14a-4886-a363-b883185e0565",
"name": "Sales agent",
"type": "@n8n/n8n-nodes-langchain.agent",
"typeVersion": 1.9,
"position": [
900,
0
]
},
{
"parameters": {
"model": {
"__rl": true,
"value": "claude-sonnet-5",
"mode": "list"
},
"options": {}
},
"id": "4582ffa0-b14a-4886-a363-b883185e0565",
"name": "Claude model",
"type": "@n8n/n8n-nodes-langchain.lmChatAnthropic",
"typeVersion": 1.3,
"position": [
475,
220
]
},
{
"parameters": {
"sessionIdType": "customKey",
"sessionKey": "={{ $('Get message').item.json.chatId }}",
"contextWindowLength": 10
},
"id": "4582ffa0-b14a-4886-a363-b883185e0565",
"name": "Memory",
"type": "@n8n/n8n-nodes-langchain.memoryBufferWindow",
"typeVersion": 1.3,
"position": [
645,
220
]
},
{
"parameters": {
"descriptionType": "manual",
"toolDescription": "Returns the Leads sheet.",
"operation": "read",
"documentId": {
"__rl": true,
"value": "YOUR_SPREADSHEET_ID",
"mode": "id"
},
"sheetName": {
"__rl": true,
"value": "Leads",
"mode": "name"
},
"options": {}
},
"id": "4582ffa0-b14a-4886-a363-b883185e0565",
"name": "Read leads",
"type": "n8n-nodes-base.googleSheetsTool",
"typeVersion": 4.5,
"position": [
815,
220
]
},
{
"parameters": {
"descriptionType": "manual",
"toolDescription": "Adds a new lead.",
"operation": "append",
"documentId": {
"__rl": true,
"value": "YOUR_SPREADSHEET_ID",
"mode": "id"
},
"sheetName": {
"__rl": true,
"value": "Leads",
"mode": "name"
},
"columns": {
"mappingMode": "defineBelow",
"value": {
"phone": "={{ $fromAI('phone', \"Phone number with country code\", 'string') }}",
"name": "={{ $fromAI('name', \"Contact name\", 'string') }}",
"company": "={{ $fromAI('company', \"Company, or empty\", 'string') }}",
"email": "={{ $fromAI('email', \"Email, or empty\", 'string') }}",
"stage": "new",
"value": "={{ $fromAI('value', \"Estimated deal value, or empty\", 'string') }}",
"owner": "={{ $('Get message').item.json.name }}",
"next_step": "={{ $fromAI('next_step', \"Next step, or empty\", 'string') }}",
"last_contact": "={{ $now.toISODate() }}"
}
},
"options": {}
},
"id": "4582ffa0-b14a-4886-a363-b883185e0565",
"name": "Add lead",
"type": "n8n-nodes-base.googleSheetsTool",
"typeVersion": 4.5,
"position": [
985,
220
]
},
{
"parameters": {
"descriptionType": "manual",
"toolDescription": "Updates one lead, matched by phone number.",
"operation": "update",
"documentId": {
"__rl": true,
"value": "YOUR_SPREADSHEET_ID",
"mode": "id"
},
"sheetName": {
"__rl": true,
"value": "Leads",
"mode": "name"
},
"columns": {
"mappingMode": "defineBelow",
"value": {
"phone": "={{ $fromAI('phone', \"The lead's phone number exactly as in the sheet\", 'string') }}",
"stage": "={{ $fromAI('stage', \"new, contacted, meeting, proposal, won or lost\", 'string') }}",
"next_step": "={{ $fromAI('next_step', \"The next step and its date\", 'string') }}",
"last_contact": "={{ $fromAI('last_contact', \"Date of the last contact, YYYY-MM-DD\", 'string') }}"
},
"matchingColumns": [
"phone"
]
},
"options": {}
},
"id": "4582ffa0-b14a-4886-a363-b883185e0565",
"name": "Update lead",
"type": "n8n-nodes-base.googleSheetsTool",
"typeVersion": 4.5,
"position": [
1155,
220
]
},
{
"parameters": {
"descriptionType": "manual",
"toolDescription": "Creates a Gmail draft to a lead (never sends).",
"resource": "draft",
"operation": "create",
"subject": "={{ $fromAI('subject', \"Email subject\", 'string') }}",
"message": "={{ $fromAI('body', \"Email body\", 'string') }}",
"options": {
"sendTo": "={{ $fromAI('to', \"The recipient's email address\", 'string') }}"
}
},
"id": "4582ffa0-b14a-4886-a363-b883185e0565",
"name": "Draft email",
"type": "n8n-nodes-base.gmailTool",
"typeVersion": 2.1,
"position": [
1325,
220
]
},
{
"parameters": {
"chatId": "={{ $('Get message').item.json.chatId }}",
"text": "={{ $json.output }}",
"additionalFields": {
"appendAttribution": false
}
},
"id": "4582ffa0-b14a-4886-a363-b883185e0565",
"name": "Reply on Telegram",
"type": "n8n-nodes-base.telegram",
"typeVersion": 1.2,
"position": [
1200,
0
]
}
],
"connections": {
"Incoming message": {
"main": [
[
{
"node": "Get message",
"type": "main",
"index": 0
}
]
]
},
"Get message": {
"main": [
[
{
"node": "From our sales chat?",
"type": "main",
"index": 0
}
]
]
},
"From our sales chat?": {
"main": [
[
{
"node": "Sales agent",
"type": "main",
"index": 0
}
]
]
},
"Sales agent": {
"main": [
[
{
"node": "Reply on Telegram",
"type": "main",
"index": 0
}
]
]
},
"Claude model": {
"ai_languageModel": [
[
{
"node": "Sales agent",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Memory": {
"ai_memory": [
[
{
"node": "Sales agent",
"type": "ai_memory",
"index": 0
}
]
]
},
"Read leads": {
"ai_tool": [
[
{
"node": "Sales agent",
"type": "ai_tool",
"index": 0
}
]
]
},
"Add lead": {
"ai_tool": [
[
{
"node": "Sales agent",
"type": "ai_tool",
"index": 0
}
]
]
},
"Update lead": {
"ai_tool": [
[
{
"node": "Sales agent",
"type": "ai_tool",
"index": 0
}
]
]
},
"Draft email": {
"ai_tool": [
[
{
"node": "Sales agent",
"type": "ai_tool",
"index": 0
}
]
]
}
},
"pinData": {},
"settings": {
"executionOrder": "v1"
},
"meta": {
"templateCredsSetupCompleted": false
},
"tags": []
}In Make, create a new scenario and add these modules in order:
- Telegram Bot › Watch Updates
- Tools › Set variable / Iterator + Array aggregator (same logic as the Code step)
- Filter on the next route: “From our sales chat?”
- If yesMake AI Agents › Run an agent — give it these tools: “Read leads” (Google Sheets), “Add lead” (Google Sheets), “Update lead” (Google Sheets), “Draft email” (Gmail); paste the system prompt as the agent's instructions
- If yesTelegram Bot › Send a Text Message or a Reply
- Every module run uses Make operations — the free plan includes a monthly quota.
- Make's built-in functions (map, sum, formatDate…) can replace most Code steps; for complex logic use a code module.
- Module and step names can differ slightly as Make and Zapier update their apps.
In Zapier, create a new Zap and add these steps in order:
- Telegram — New Message
- Code by Zapier — Run JavaScript (paste the code from the Code section)
- Filter by Zapier: “From our sales chat?”
- If yesZapier Agents — create an agent (or AI by Zapier for a single step) — give it these tools: “Read leads” (Google Sheets), “Add lead” (Google Sheets), “Update lead” (Google Sheets), “Draft email” (Gmail); paste the system prompt as the agent's instructions
- If yesTelegram — Send Message
- Zaps with more than two steps need a paid Zapier plan.
- Webhooks, Filters/Paths and Code by Zapier are premium features on some Zapier plans.
- Code by Zapier runs JavaScript: reuse the code shown above, reading inputs from inputData instead of $json.
- Module and step names can differ slightly as Make and Zapier update their apps.
Tips
- Use the phone number as the lead's key, and keep it in one format.
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