Audit Forgotten Gmail Accounts with AI & Google Sheets

Audit forgotten Gmail account emails with AI—then keep a deduplicated register in Google Sheets

This n8n workflow scans your Gmail for account-related messages, uses an AI model via OpenRouter to extract service details and risk signals, and maintains a clean, deduplicated Account Register in Google Sheets. It can also label messages to prevent reprocessing and send you a weekly digest for review.

What this workflow does

• Run modes: execute manually, daily, or weekly—switching between discovery (finding signals) and digest (reviewing results).
• Discovery: searches Gmail using a configurable query for account-related signals, then fetches the full content of each matching message.
• AI extraction: cleans and filters candidates, then sends each email to an AI model through OpenRouter to extract structured fields such as service, domain, category, evidence, billing and sensitivity signals, and confidence.
• Normalization & scoring: normalizes the AI output, computes an account key and a risk score, and labels the assessed Gmail message to avoid processing it again.
• Google Sheets upsert: if the message contains an account signal, it upserts a single source-linked row per account into the “Account Register”, preserving any human-set fields like Status and Desired Action.
• Review alerts: sends a Gmail review notice when marked “Needs review” due to low confidence, missing service identification, or parsing issues.
• Digest mode: reads the Google Sheets register, prioritizes records needing decisions, and emails a weekly digest with evidence links and optional copy-ready data rights drafts.

Use cases

• Identify old sign-up, billing, and account-change emails you may have forgotten.
• Build a centralized account inventory for SaaS operators to manage risk and actions.
• Detect low-confidence or ambiguous cases and route them to a human review loop.

Technical details

• Gmail integration: Gmail OAuth for reading messages, labeling assessed emails, and sending review notices/digests.
• AI via OpenRouter: http request calls to extract structured account details and risk signals.
• Data handling: nodes include if, set, code, and sticky note.
• Storage: Google Sheets “Account Register” with deduplication via computed account keys.