n8n in Action: Automating Instant Sales Quotes via WhatsApp, OpenRouter, and Odoo

Revolutionizing Sales: How We Automated Instant Quotes via WhatsApp with AI

In today’s fast-paced digital economy, customers expect instant, accurate responses. A delayed quote can mean a lost sale. For businesses managing inventory and customer relationships through systems like Odoo, bridging the gap between a customer’s initial inquiry and a finalized proposal has always been a manual, time-consuming process. That is, until now.

We have successfully implemented a powerful automation “applet” that transforms a simple WhatsApp message into a professionally generated quote, delivered instantly to the customer and logged seamlessly in our ERP. Here’s a deep dive into how we built this game-changing system using n8n as our automation core.

The Vision: From Message to Quote in Minutes

The goal was clear: a customer contacts us on WhatsApp asking about a product. Within minutes, without any human intervention, they receive a tailored PDF quote. If they provide an email, it’s sent there too. Simultaneously, our sales team is notified and has all the information ready for follow-up in Odoo.

The Architectural Powerhouse

This automation is built on a robust integration of best-in-class tools:

• n8n: The intelligent workflow automation engine that acts as the central nervous system, connecting all services and orchestrating the entire process.

• WhatsApp Business API: The customer-facing entry point, receiving messages and sending automated replies and documents.

• OpenRouter/DeepSeek API: The AI brain that interprets natural language, asks clarifying questions, and structures the customer’s request into machine-readable data.

• Odoo ERP: The single source of truth, housing our product catalog, pricing, customer data, and quote management system.

• SMTP Mail Service: The reliable channel for sending email confirmations and quotes.

The Automated Workflow: A Step-by-Step Journey

Here’s how the magic happens from the moment a customer sends a message:

Step 1: The Initial Contact
A customer messages our official WhatsApp Business number: “Hi, I need a quote for 50 units of your Model X Pro laptop.”

Step 2: n8n Captures the Trigger
The WhatsApp node in n8n instantly detects this new incoming message. It captures the customer’s number, the message content, and triggers the workflow.

Step 3: AI Intelligence Springs into Action
n8n passes the customer’s message to the OpenRouter node, which is configured to use the DeepSeek model. A pre-designed prompt instructs the AI to:

1. Identify the intent (a quote request).

2. Extract key entities (product name: “Model X Pro laptop”, quantity: “50”).

3. Determine if any crucial information is missing (e.g., specific configuration, color, delivery location).

The AI responds with a structured JSON object summarizing the request and any gaps.

Step 4: The Interactive Dialogue (If Needed)
If the AI detects missing information, n8n uses the WhatsApp node to ask a follow-up question directly in the chat: “Sure, I can prepare a quote for 50x Model X Pro. Could you please specify the required RAM configuration: 8GB or 16GB?” The workflow pauses, waiting for the customer’s response, before continuing.

Step 5: Querying the Odoo Database
Once all necessary data is gathered, n8n uses the Odoo node to execute a precise search in the product catalog. It looks for “Model X Pro laptop” with the specified configuration, retrieves the current sales price, checks real-time inventory for 50 units, and calculates any relevant taxes.

Step 6: Generating the Quote in Odoo
n8n then creates a new Quotation (Sale Order) in Odoo:

• It finds or creates a contact for the customer’s WhatsApp number.

• Adds the validated product, correct quantity, and price to the order.

• The Odoo system automatically applies predefined pricing rules, margins, and discounts.

Step 7: Delivering the Quote to the Customer
n8n retrieves the finalized quote from Odoo. It then:

1. Sends a WhatsApp PDF: The Odoo quote is generated as a PDF. n8n uses the WhatsApp node to send this professional document directly to the customer’s chat.

2. Sends an Email (Optional): If the customer provided an email address during the chat, n8n uses an SMTP node to send the same PDF via a beautifully formatted email, ensuring they have a copy for their records.

Step 8: Notifying the Sales Team
Finally, the workflow doesn’t leave the sales team in the dark. n8n can:

• Create a task or log a note on the Odoo quotation assigned to a sales representative.

• Or, send a notification to a dedicated Slack/Microsoft Teams channel or via email, stating: “New automated quote generated for [Customer Name] for [Product]. Total: [Amount]. Please follow up within 24 hours.”

The Result: Efficiency Redefined

This automation applet delivers immense value:

• 24/7 Instant Service: Quotes are generated anytime, anywhere, capturing leads even outside business hours.

• Zero Human Error: Prices and inventory checks are pulled directly from Odoo, ensuring 100% accuracy.

• Dramatically Reduced Workload: Sales staff are freed from administrative tasks to focus on closing deals and building relationships.

• Enhanced Customer Experience: The speed and professionalism of the interaction significantly boost customer satisfaction and brand perception.

By weaving together n8n, Odoo, WhatsApp, and advanced AI, we haven’t just automated a process; we have fundamentally reimagined the first and most critical step of the customer journey, setting a new standard for responsiveness in the modern marketplace.