How to Automate Sales Follow-up Emails with N8N and Fireflies.ai (AI Automation)

If you handle multiple sales meetings daily, crucial details and follow-up tasks can slip through the cracks. Manually reviewing calls and writing emails eats up hours. This free automation solves that by connecting your Google Calendar, meeting notes, and an AI agent to handle it all automatically.

The Solution: A Free, End-to-End AI Sales Assistant

This workflow listens for new Google Meet events, pulls past conversation transcripts using Fireflies.ai, and uses an AI to generate context-aware follow-up messages, saving them directly to your Google Drive.

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Step-by-Step Setup Guide

Step 1: Import the Free Workflow

1. Download the provided workflow file (link in resources).
2. In your n8n instance, click the + sign to add a new workflow.
3. Click the three dots (…) and select “Import from File”.
4. Upload the downloaded file. The pre-built workflow will appear.

Step 2: Connect Google Calendar

1. In the workflow, click the Google Calendar node.
2. Click “Create New Credentials”.
3. You will need a Google Cloud Client ID & Secret. Enable the Google Calendar API in your Google Cloud Console and create OAuth 2.0 credentials for a “Web Application.”
4. Add the n8n OAuth callback URI (https://app.n8n.cloud/rest/oauth2-credential/callback) as an authorized redirect URI in your Google Cloud settings.
5. Paste your Client ID and Client Secret into n8n and authenticate. The trigger is now set to activate when a new event is added to your calendar.

Step 3: Configure Fireflies.ai API

1. Get your API key from Fireflies.ai. Go to Settings > Developer Settings and copy your key.
2. In the workflow, find the “Fireflies GraphQL” node and click it.
3. Under Headers / Auth, create new credentials.
4. Select “Auth” type, set the Header Name to Authorization.
5. In the Value field, enter: Bearer YOUR_FIREFLIES_API_KEY (replace with your actual key).
6. Save. This node will now fetch transcripts for meeting participants.

Step 4: Customize Your AI Agent

1. Click the AI Agent node (like OpenAI) in the workflow.
2. Here, you will see the system prompt instructing the AI to write follow-up messages based on the transcript.
3. Customize this prompt to match your brand voice, sales process, or specific call-to-action. Example: “Based strictly on the transcript, write 3 concise, professional follow-up email drafts focusing on next steps.”
4. Ensure your AI model credentials (e.g., OpenAI API key) are connected to this node.

Step 5: Set Up Google Drive Save Location

1. Click the final “Google Drive” node.
2. Authenticate with your Google account if you haven’t already.
3. Select the folder in your Drive where you want the follow-up documents to be saved automatically.
4. The file name and content are auto-mapped from earlier steps (using the client’s email and AI output).

How It Works: The Automated Flow

1. Trigger: You schedule a new meeting with a client in Google Calendar.
2. Capture: The workflow instantly grabs the meeting details and guest email.
3. Fetch History: It calls the Fireflies API to find all past meeting transcripts with that client.
4. AI Analysis: If history exists, the AI Agent reads the latest transcript and generates tailored follow-up messages.
5. Save: A new text file with the messages is created in your designated Google Drive folder, named after the client.

Final Checklist & Launch

✅ Workflow imported into n8n.
✅ Google Calendar node authenticated.
✅ Fireflies API key added to the headers.
✅ AI Agent prompt customized for your needs.
✅ Google Drive folder selected.
✅ Activate the workflow by toggling the “Active” switch in n8n.

Your AI sales co-pilot is now live! It will run silently in the background, ensuring no client conversation is ever forgotten and every follow-up is drafted on time.