Convert Voice Memos To CRM
Transform spoken sales updates from Telegram into structured Notion CRM entries. This workflow transcribes audio, extracts lead details, and notifies your team in Slack.
The Voice Memo CRM Automation workflow transforms spoken sales updates into structured CRM entries without lifting a finger. Field sales reps simply send voice memos via Telegram, and the system transcribes, analyzes, and logs key sales details.
It accomplishes this in several steps:
- Receives voice or audio messages from a Telegram bot webhook.
- Extracts the audio file ID and sender information from the Telegram message.
- Calls Telegram's API to get the downloadable audio file path.
- Constructs the full URL to download the voice memo.
- Sends the audio to AssemblyAI for transcription into clear text.
- Uses an AI agent to analyze the transcript and extract core BANT sales fields (Lead Name, Company, Budget, Need, Timeline, Next Action).
- Creates a new Notion page with the extracted information and notifies the sales Slack channel with a summary.
What you need
- A Telegram bot with a webhook setup and its token (TELEGRAM_BOT_TOKEN).
- An AssemblyAI account with API access.
- A Notion workspace with a database ready to receive lead entries.
- A Slack workspace with a configured bot able to post messages to the sales channel.
- Needle platform access for running this workflow.
How the flow works
| Node | Description |
|---|---|
| Telegram Bot Webhook | Receives incoming voice or audio messages from the Telegram bot as soon as a voice memo is sent. |
| Code Node: Extract Audio Info | Parses message payload to get audio file ID, sender name, sender ID, chat ID, and duration details. |
| HTTP Request: Get Telegram File Path | Calls Telegram API to retrieve the relative file path needed to build the download URL. |
| Code Node: Build Download URL | Combines the token and file path to form the full HTTPS URL to download the voice memo. |
| AssemblyAI Transcription | Sends the audio URL to AssemblyAI resulting in a punctuated text transcription of the memo. |
| AI Analysis Node | Acts as a sales operations manager to extract six structured BANT sales fields from the transcription. |
| Notion Create Page | Adds a new page to a specified Notion database with extracted CRM fields to keep organized records. |
| Slack Message | Sends a formatted message summarizing the new lead and actions to the sales channel to keep the team informed. |
Output
By the end of the flow, you have a neatly formatted sales lead record in your Notion CRM database, populated from spoken notes. Your sales team also receives immediate Slack notifications containing the lead summary and next steps, enhancing team alignment and follow-up.
Notes
- Be sure your Telegram bot token is stored securely as a secret variable named TELEGRAM_BOT_TOKEN in Needle.
- The transcription and AI extraction work best when voice memos contain clear mentions of the person, company, budget, need, and timeline.
- Slack messages include a direct link to the Notion page, so permissions for bot users to view Notion are required.
- Adjust the Notion database schema or fields as needed to match your CRM setup.
- This workflow assumes English language voice memos spoken naturally by field sales reps.
- To enable the webhook, run Telegram's setWebhook method with your Needle workflow URL for real-time message delivery.
This seamless flow helps turn casual sales conversations into actionable records without manual data entry, freeing your reps to focus on selling.
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