RAG-Powered Appointment Email Generator

Note: Service names, images, and figures in this case study have been replaced with fictional equivalents for portfolio purposes. They differ from the actual project.

Project Overview

We built an n8n workflow for a B2B sales team that automatically retrieves relevant case studies matching each prospect's industry and challenges, then generates personalized appointment-setting emails.

Client Challenges

Sales reps spent 15–20 minutes crafting each email, limiting daily send volume
Finding the right case study for each prospect was time-consuming
Email quality varied by rep skill level, causing inconsistent reply rates across the team
Case study materials were scattered across internal systems

Solution

Case Study Vectorization (RAG Foundation)

Past case studies indexed as vectors in Pinecone
Metadata-enriched search (industry, challenges, company size) for high-precision matching

Prospect-Based Case Matching

RAG search using target company's industry, headcount, and anticipated challenges
Top 3 relevant case studies retrieved as context

Automated Email Generation

LLM generates personalized emails incorporating key points from matched case studies
Consistent tone across subject line, body, and CTA
Review step included for sales reps to finalize and adjust