Insurance · Agencyn8n · GPT · Chatwoot2 flowsBased on a project I built

An AI agent that works to a real sales script — and follows up to the end.

Case study by Achiya Cohen, founder of Achiya Automation

At an insurance agency with a fixed customer process, the digital agent runs a 5-step WhatsApp script — opening, recording, confirmation, video with a link and summary. A separate flow checks and records the conversation status, then sends a reminder according to the configured rules.

How it's builtSee the results
5
Script steps — automated
2
Flows: agent + follow-up
8–22
Follow-up window — only at reasonable hours
Before & After

Customers fall through the cracks An AI agent that runs the process

Before
  • A fixed process with every customer: opening, explanation, confirmation, video, summary
  • Reps are busy — a customer who didn't reply simply gets forgotten
  • No consistent record of who replied, who confirmed and who disappeared
  • Manual follow-up = depends on the memory of whoever's on shift
After
  • An AI agent runs the full script on WhatsApp — 5 steps
  • Full conversation memory — the customer continues from where they left off
  • Automatic follow-up every 15 min for anyone who didn't reply — during business hours only
  • A human rep joins the conversation? The bot steps aside automatically
2 flows I built

Here's how it works inside

A description of each flow, with identifying details removed.

FLOW · 01

The AI agent — the conversation itself

Every message from the customer comes in through Chatwoot and reaches an AI agent with conversation memory in Postgres. The agent knows which step of the script the customer is on, replies accordingly — including sending a video and a link at the right moment — and records every bit of progress in a sheet. If a human rep joins the conversation, the bot detects it and stops replying.

Chatwoot webhookAI AgentPostgres memoryWhatsApp Cloud
Screenshot of the n8n flow. What happens: 1. A customer wrote on WhatsApp 2. Waiting till they finish typing 3. AI understands and replies 4. A video or recording, right on time 5. Progress is logged in the sheet
FLOW · 02

The follow-up — rules, checks and logging

Every 15 minutes, within the 8:00–22:00 window, the flow checks who hasn't replied for two hours or more. Before sending, it makes sure a human rep hasn't taken the conversation — and only then sends a single, politely worded reminder. The message is logged, and the customer won't get repeated spam.

Schedule triggerSupabase stateAssignee checkWhatsApp
Screenshot of the n8n flow. What happens: 1. Every 15 minutes, 8:00–22:00 2. Who hasn't replied yet? 3. A rep is on it? No interruptions 4. One polite reminder 5. Marked, so it never repeats
Results

The numbers you feel every day

Rules
Follow-up eligibility
The flow checks time and human assignment before sending
Reminder
Based on conversation status
The follow-up message is retained with the status
Logging
Conversation progress
The team can see who progressed and who needs review

How many customers fell through the cracks at your company this month?

If you have a repeating sales process, an AI agent can run the steps and record follow-up according to your rules.

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