Catering Event Quote Workflow: Postgres, Gmail, Telegram & OpenAI

Catering Event Quote Workflow with Postgres, Gmail, Telegram & OpenAI

Turn every catering inquiry into a complete, automated sales-and-ops flow: intake webhooks, OpenAI-generated quote emails, Postgres event tracking, Gmail client delivery, and Telegram alerts for owners and daily countdown reminders.

What this workflow does

This n8n automation manages catering events end to end through three webhook stages—intake, updates, and completion—while keeping data organized in Postgres and communication routed to the right people.

• 1) Intake (Inquiry Webhook): Receives a catering inquiry payload, validates required fields, and notifies ops via Gmail and Telegram if the payload is invalid.
• 2) Quote generation & client email: For valid inquiries, OpenAI drafts a quote email using event details and predefined package options, then the workflow stores the event in Postgres, emails the client via Gmail, and alerts the owner via Telegram.
• 3) Event updates (Update Webhook): Validates update payloads, checks the event exists in Postgres, and sends Gmail/Telegram alerts to ops if the update is invalid or tied to an unknown event.
• 4) Deposit handling & confirmations: For valid updates (including “deposit received”), updates the Postgres record, emails the client confirmation via Gmail, logs communications, and alerts the owner via Telegram.
• 5) Completion (Completion Webhook): Validates final headcount, checks the event in Postgres, and alerts ops via Gmail and Telegram if completion data is invalid or unknown.
• 6) Final invoice & review request: For valid completions, OpenAI drafts a final invoice email plus a short review request; both are emailed via Gmail, logged, and a Telegram completion notification is sent.

Use cases

• Automate quote emails for catering inquiries without manual copywriting.
• Ensure updates (changes, deposit received, final headcount) always reach clients and owners reliably.
• Run ops alerts through Telegram and Gmail when payloads are invalid or events are missing.

Technical details

• Integrations / nodes: webhook, if, set, code, postgres, gmail, telegram, OpenAI
• Core behaviors: request validation, Postgres event lookup/update, OpenAI email drafting, Gmail delivery, Telegram owner/ops notifications, and completion/review messaging.