n8n workflow · Chapter 2 of 5
WhatsApp AI Lead Qualifier Bot
Updated · Tested on n8n 1.x · Part of the n8n Real Estate ebook
An AI agent replies to WhatsApp leads instantly in their language, qualifies them, suggests matching properties and alerts you when a hot lead appears.
How this n8n workflow works
- 1A lead messages you on WhatsApp
- 2AI replies and asks qualifying questions
- 3It suggests up to 3 matching listings
- 4It offers to book a viewing
- 5The CRM is updated and the chat logged
- 6Hot leads trigger a Telegram alert
Who this workflow is for
- Real-estate agents & brokerages — reply to every WhatsApp enquiry in seconds, day or night, and qualify while you sleep.
- Property developers — handle a flood of launch-campaign enquiries without a call-centre.
- Any high-ticket local business — the same pattern qualifies leads for clinics, gyms, tutors, car dealers.
Why it matters: Most buyers message several agents at once and go with whoever answers first and feels most helpful. A bot that greets instantly, speaks the customer's language, suggests real matching properties, and books a viewing captures those buyers before a competitor even opens their phone — and hands your human team only the already-qualified, already-hot leads.
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. When chat message received — The Test Trigger
- 2. WhatsApp Trigger1 — The Real Front Door
- 3. AI Agent — The Qualifying Salesperson
- 4. Parse Lead — Split the Reply From the Hidden Data
- 5. Send message — The WhatsApp Reply
- 6. Update Lead (RE Leads) — Keep the CRM Current
- 7. Log Activity (RE Activity) — Record the Chat
- 8. Escalation Check — Only Bother You for Good Leads
- 9. Front Desk Alert — The Hot-Lead Telegram
- 10. On Error → Error Alert (Telegram) — The Safety Net
Before you start
- An n8n account (Cloud or self-hosted).
- A WhatsApp Business Cloud API setup (Meta) — both the trigger (incoming messages) and send (the reply).
- An OpenAI (or OpenRouter) API key — powers the chat agent (uses gpt-4o).
- A Google Sheets credential — the same RE CRM sheet from Chapter 1 (RE Leads, RE Activity) plus a new RE Listings tab of your real properties.
- A Telegram bot + your chat ID — the Hot/Warm-lead alerts and error alerts.
Quick setup guide
- 1Credentials: Add WhatsApp Cloud API (trigger + send), OpenAI/OpenRouter, Google Sheets, and Telegram (see the video table). Do these once.
- 2Prepare the sheet: Use the same CRM sheet from Chapter 1 (RE Leads, RE Activity) and add a RE Listings tab filled with your real properties (so suggestions actually work). Copy the Sheet ID.
- 3Import the workflow: And reconnect every red credential node. Put your Sheet ID on all three Google Sheets nodes (Search Listings, Update Lead, Log Activity), your chat ID on both Telegram nodes, and your WhatsApp credential on the trigger and Send message nodes.
- 4Edit the Agent's System Message: Replace [Your Company Name] and [your website link] with your real agency name and site. Keep the ###LEAD### output-contract block exactly — the Parse Lead code depends on it.
- 5Set the WhatsApp Send node: Pick your real Sender Phone Number, and change the FALLBACKNO in the recipient expression to your own test number.
- 6Test, then go live: Test in the built-in chat first, then Activate and message your real WhatsApp Business number.
What success looks like: A natural, language-matched WhatsApp conversation that qualifies the lead, suggests real homes, offers a viewing, updates your CRM, and pings you the moment a lead turns hot.
Common problems and fixes
Bot never suggests properties
Why: RE Listings tab empty or wrong tab name / Sheet ID
Fix: Fill RE Listings with real rows; set the correct Sheet ID + tab on Search Listings
Customer sees the ###LEAD### block
Why: Parse Lead not wired between the agent and Send message
Fix: Ensure the flow is Agent → Parse Lead → Send message; Text Body must be {{ $json.reply }}
Replies in the wrong language
Why: System Message's LANGUAGE RULE edited/weakened
Fix: Keep the LANGUAGE RULE line at the top of the system message
Bot repeats questions
Why: Memory not attached or key wrong
Fix: Attach Simple Memory; keep the Key on messages[0].from so each lead has their own memory
CRM row duplicates each message
Why: "Column to match on" not set to Phone
Fix: Set match = Phone on Update Lead
No hot-lead Telegram
Why: Escalation Check false, or chat ID wrong
Fix: Lead must be Hot/Warm (notifyowner true); check YOURCHATID
No WhatsApp reply
Why: Sender number not selected / credential not live
Fix: Reconnect WhatsApp Cloud API; pick your real sender number; verify test numbers in Meta
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 Real Estate 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 never suggests properties: how do I fix it?
RE Listings tab empty or wrong tab name / Sheet ID. Fix: Fill RE Listings with real rows; set the correct Sheet ID + tab on Search Listings.
Customer sees the ###LEAD### block: how do I fix it?
Parse Lead not wired between the agent and Send message. Fix: Ensure the flow is Agent → Parse Lead → Send message; Text Body must be {{ $json.reply }}.
Replies in the wrong language: how do I fix it?
System Message's LANGUAGE RULE edited/weakened. Fix: Keep the LANGUAGE RULE line at the top of the system message.