Gmail + OpenAI Scope Creep Detection to Google Sheets (n8n)

Detect scope creep in Gmail—automatically compare requests to your SOW with OpenAI, log to Google Sheets, and alert via Slack

This n8n workflow watches your Gmail inbox for client emails, pulls the correct Statement of Work (SOW) from Google Docs, and uses OpenAI to classify each request as in-scope or potential scope creep. Every result is logged in Google Sheets, with Slack alerts and a ready-to-send Gmail draft when clarification or change-order language is needed.

What this workflow does

• Triggers every minute on new Gmail messages that match your configured search query.
• Matches the sender domain to your client_sow_map (JSON). Emails from unmapped domains are ignored.
• Fetches SOW content from Google Docs using the mapped SOW URL and sends it—along with the email content—to OpenAI.
• Returns a structured verdict (in-scope vs out-of-scope/unclear), including clause citation, an effort estimate, and a draft reply.
• Filters non-requests: messages classified as not_a_request are skipped from logging details.
• Logs to Google Sheets by appending a record to a tab named “Scope Log”, including an estimated hours/value based on your hourly rate and a direct Gmail thread link.
• Slack + Gmail draft for unclear/out-of-scope: if the verdict is out_of_scope or unclear, the workflow posts an alert to Slack and creates a Gmail draft reply in the same thread; otherwise it only logs the in-scope request.

Use cases

• Stop late-stage budget surprises by flagging potential scope creep as soon as a client asks.
• Standardize change-order replies with AI-generated draft language backed by SOW clauses.
• Maintain an auditable history of requests, verdicts, estimated effort, and thread links in Google Sheets.

Technical details

• n8n integrations: Gmail, Google Docs, Google Sheets, Slack, OpenAI.
• Workflow logic nodes mentioned: if, set, code, no op (plus the Gmail/Slack/Docs/Sheets nodes).
• Configuration required: connect credentials, set sheet_id, ensure the “Scope Log” tab exists, and update client_sow_map to map client email domains to SOW Google Docs URLs.