Gmail COI Tracking Automation: DeepSeek + Sheets + Alerts

Automate COI Tracking from Gmail—Extract, Log, and Alert Instantly

This n8n workflow automatically monitors your Gmail for vendor Certificate of Insurance (COI) emails, uses DeepSeek (OpenAI-compatible) to extract policy details, records everything in Google Sheets, and sends compliance confirmations or renewal/gap alerts via Gmail, Discord, and critical Telegram escalations.

What this workflow does

• Runs every minute to check for new unread COI-related emails in your Gmail inbox.
• Normalizes sender, subject, and plain-text body for consistent processing.
• If the email contains enough information, DeepSeek extracts COI fields into structured JSON, including vendor, carrier, policy, limits, additional insured, and effective/expiration dates.
• Validates and parses the AI output. If parsing fails, it alerts a Discord channel and emails an internal address for review.
• Computes compliance status by checking required coverage rules: GL and auto at 1M, workers’ comp, additional insured, and days until expiration.
• If compliant: emails the vendor a confirmation, appends the record to the “COI Registry” Google Sheet, and posts a compliant update to Discord.
• If expired, expiring soon, or missing required coverage: logs to the registry, emails a tailored reminder to the vendor, posts an attention alert to Discord, and sends a critical Telegram alert for expired/critical cases.
• Daily scheduled sweep reads the “COI Registry” and emails reminders for certificates expiring within 45 days.

Use cases

• Reduce manual COI review by turning vendor emails into structured compliance records automatically.
• Centralize your “COI Registry” in Google Sheets with clear compliance outcomes and dates.
• Ensure renewals never slip through by triggering Gmail vendor reminders and team alerts in Discord/Telegram.

Technical details

• Integrations/Nodes: Gmail, DeepSeek (OpenAI-compatible), Google Sheets, Discord, Telegram
• Workflow logic: if, code, gmail, discord, split out