AutoCount Quote Follow‑Up: Gmail AI Emails → Invoices (n8n + GPT‑4o)

Turn AutoCount quotation replies into invoices—automatically

AutoCount Quote Follow‑Up (Gmail AI Emails → Invoices) uses n8n with GPT‑4o to send timely AI-written Gmail follow-ups for every new AutoCount quotation, interpret customer replies, and then mark quotes as won/lost or route questions to sales on Slack—without manual chasing.

What this workflow does

• Tracks new AutoCount quotations hourly: Every hour, an AutoCount trigger captures new quotations and stores them in an n8n Data Table with the customer email and the first follow-up date.
• Follows up on a schedule: Every weekday at 10:00am, the workflow re-checks quotes due for follow-up in AutoCount. If a quote is no longer pending or is cancelled, tracking stops.
• Sends AI follow-up emails: For pending quotes, OpenAI (GPT‑4o) generates a short, personal Gmail follow-up mentioning the quoted items. Gmail sends the email with the quotation number in the subject. The next follow-up date is saved, and tracking ends after three follow-ups by default.
• Reads replies and updates outcomes: When an email arrives, the subject is matched to a tracked quotation and it is only processed if it comes from the customer’s email address on file in AutoCount.
• Accept / decline / question routing: OpenAI labels replies as accepted, declined, or question with a short summary. Only high-confidence labels trigger actions; the reply is passed as data so any instructions inside the email are ignored.
• Accepted → invoice creation: Accepted quotations are marked Success in AutoCount and converted into sales invoices. Declined quotes are marked lost; questions go to sales on Slack.

Use cases

• Reduce missed follow-ups for every new AutoCount quotation
• Automate “won/lost” updates based on real customer email replies
• Route pricing questions or clarifications to your sales team via Slack

Technical details

• n8n Data Table for tracking follow-up state and dates
• OpenAI (GPT‑4o) for generating follow-up emails and classifying replies
• Gmail integration for sending and receiving messages
• Slack for flagging out-of-email-address replies and routing questions
• if, set, code, switch nodes to control logic and thresholds