n8n workflow · Chapter 5 of 5
Agency Manager Bot & Pipeline
Updated · Tested on n8n 1.x · Part of the n8n Marketing Agency ebook
Your agency in your pocket: message a Telegram bot in plain language and AI reads or updates your CRM — plus a 9 AM pipeline digest every day.
How this n8n workflow works
- 1You message your Telegram bot
- 2AI works out what you want
- 3It reads or updates your Agency CRM
- 4It replies with a short answer
- 5Every morning you get a pipeline digest
Who this workflow is for
- Agency owners — check the pipeline, add leads, flag calls, onboard clients — all from your phone.
- Sales leads / founders — get a morning brief of exactly what to chase today.
- Anyone running a service pipeline — the "ask anything + daily digest" pattern fits any CRM.
Why it matters: Most owners are busy selling, not staring at a spreadsheet — so the pipeline goes stale and follow-ups slip. A Telegram bot that answers instantly and nudges you every morning with priorities turns your phone into a command center, closing the loop on the whole acquisition machine: find (Ch1), email (Ch2), call (Ch3), book + propose (Ch4), and now manage (Ch5).
Inside the workflow: node by node
Every one of these nodes is explained in the ebook, with each setting, prompt and expression printed so you can copy it.
- 1. Telegram Trigger — Your Command Line
- 2. Chat Trigger — The Test Entry
- 3. Command Agent — The Brain
- 4. OpenAI Model (Command) — The Agent's Brain
- 5. Conversation Memory — Remember the Last Few Messages
- 6. Send Reply — Answer on Telegram
- 7. Daily 9AM — The Morning Trigger
- 8. Read Leads (Digest) → Node 9: Aggregate Leads
- 9. Digest Agent — Write the Morning Brief
- 10. OpenAI Model (Digest)
- 11. Send Digest — Deliver It
- 12. Error Trigger → Node 14: Error Alert
Before you start
- An n8n account (Cloud or self-hosted).
- A Telegram bot + your chat ID — this is both the input (your commands) and output (replies/digests).
- An OpenAI (or OpenRouter) API key — powers the command + digest agents (gpt-4o-mini).
- A Google Sheets credential — the same Agency CRM from Chapters 1–4 (tabs: RevisionWave LinkedIn Leads, RW Activity, RW Clients).
Quick setup guide
- 1Credentials: Add Telegram, OpenAI/OpenRouter, and Google Sheets (see the video table).
- 2Import the workflow: . Reconnect every credential. Put your Sheet ID on all the Agency-CRM Google Sheets tools/nodes, and your chat ID on the Telegram nodes + Conversation Memory + Restrict-to-Chat-IDs.
- 3Personalize: Edit the two agents' agency name/services, and confirm the tab names (RevisionWave LinkedIn Leads, RW Activity, RW Clients) match your sheet.
- 4Test: In the built-in chat, ask "hot leads?", "pipeline", "is month ka revenue"; add a lead; flag one for a call; run the 9 AM digest manually. Then message your bot on Telegram and Activate.
What success looks like: You run the whole agency from one Telegram chat — instant pipeline answers, new leads and call-flags added by text, won deals onboarded, and a morning brief that tells you exactly what to chase.
Common problems and fixes
Bot ignores me
Why: Chat ID not whitelisted
Fix: Set Restrict to Chat IDs to your chat ID on the Telegram Trigger
Agent doesn't use the sheet
Why: Tools not attached / wrong Sheet ID
Fix: Attach the 6 Sheets tools; set the Sheet ID + tab names on each
"Add lead" saves blank fields
Why: $fromAI fields unclear
Fix: Keep the field descriptions; give the command enough detail
Wrong revenue
Why: Won deals not in RW Clients
Fix: Onboard won deals so Read Clients can sum them
No morning digest
Why: Schedule off or wrong time
Fix: Check Daily 9AM and that the workflow is Active
No Telegram messages
Why: Wrong chat ID
Fix: Check YOURCHATID on the Telegram nodes
Setup time
- With Claude Code30–45 minutes
Give the ebook to Claude Code and it builds the workflow for you.
- Import the JSON yourselfAbout 2 hours
Import the ready workflow JSON and connect your accounts.
- Build it by reading the ebookAbout 1 day
Follow every node and setting step by step to learn it fully.
Get this workflow
- Ready-to-import n8n workflow JSON
- Step-by-step PDF: every node and setting explained
- Copy-paste prompts and expressions — no coding
Frequently asked questions
Will this work on free n8n?
Yes. n8n itself can be free (the self-hosted Community edition) or you can use n8n Cloud. The workflow runs on both. You only pay for the outside services it uses, such as AI tokens, and many of them have free tiers to start.
How do I get the API keys (WhatsApp, OpenAI and others)?
The ebook includes a setup video for every API and account this workflow needs, so you can get each key step by step without any coding.
Do I need to know coding?
No. Every node, setting, prompt and expression is printed in the ebook, ready to copy-paste, and the workflow JSON can be imported in one click.
Can I use this Marketing Agencies workflow for my clients?
Yes. Once it works for you, you can set it up for your own business or for clients and charge for the setup.
Bot ignores me: how do I fix it?
Chat ID not whitelisted. Fix: Set Restrict to Chat IDs to your chat ID on the Telegram Trigger.
Agent doesn't use the sheet: how do I fix it?
Tools not attached / wrong Sheet ID. Fix: Attach the 6 Sheets tools; set the Sheet ID + tab names on each.
"Add lead" saves blank fields: how do I fix it?
$fromAI fields unclear. Fix: Keep the field descriptions; give the command enough detail.