Introduction
I was constantly switching between emails, calendars, documents, and task lists — so I decided to build something to help.
In this post, I’m sharing how I created my own fully functional AI personal assistant using n8n, OpenAI, Telegram, and integrations like Google Calendar, Gmail, Airtable, and Vapi.ai.
Here’s what it helps me with:
- Scheduling appointments
- Parsing and extracting PDF data
- Sending emails
- Managing tasks in Airtable
- All through Telegram or voice commands
Let me show you how I put it together.
1. Natural Language Calendar Scheduling
I can tell the bot something like:
"Schedule a 1:1 meeting with Sadare next Tuesday at 3 PM and invite him via email."
It checks availability in Google Calendar, books the event, and sends the invite — all automatically.
Tools I Used:
- Google Calendar (via n8n)
- OpenAI Chat Model
- Telegram Trigger
2. Document Parser – PDF to Airtable
When I upload a PDF (invoice or contract), the bot parses the content and extracts clean JSON data that’s added to Airtable.
Use Cases I Needed:
- Invoice data extraction
- Contract field capture
- Receipt tracking
Tools I Used:
- n8n Document Parser
- Airtable API
- Telegram File Trigger
3. Smart Gmail Assistant
I can send commands like:
"Send an email to Sadare: 'Can we reschedule to Tuesday 10 AM?'"
The bot drafts and sends the email — or saves it for review.
What It Helps Me Do:
- Send custom or AI-written replies
- Create drafts
- Label, read/unread, or fetch emails
📸 Visuals: Gmail agent screenshot, Telegram command screenshot.
4. Airtable-Based Task Management
If I say:
"Create a task to update LinkedIn blog and set it for Friday."
It adds the task to Airtable with proper fields like due date, priority, etc.
Why I Use Airtable:
- Easy to visualize and filter
- Flexible for AI-generated content
5. Telegram as My Control Center
Everything lives in Telegram, which makes it super easy to interact from anywhere. I use:
- Text prompts
- Voice messages (via Vapi.ai)
- File uploads
Why It Works for Me:
- Fast
- Private
- Feels natural
Tech Stack Summary
| Component | Tool/Service |
|---|---|
| Automation | n8n |
| AI Processing | OpenAI GPT-4 |
| Messaging UI | Telegram |
| Voice | Vapi.ai |
| Tasks & Storage | Airtable |
| Calendar | Google Calendar |
| Gmail (via OAuth) |
What I’m Improving Next
I’m now working on multi-user memory, better voice support, and ways to manage forms and client intake processes. If you’re curious, I’d be happy to show a demo.
Final Thoughts
Building this assistant has made a huge difference in how I manage my time and tasks. With tools like n8n and OpenAI, it was easier than I expected.
If this inspired you or if you’re building something similar, I’d love to hear about it!