Gmail Spare Parts Quote Automation with n8n, Sheets & Gemini AI

Automate spare parts quotes from Gmail—automatically, accurately, and in the customer’s language

This Gmail Spare Parts Quote Automation with n8n, Sheets & Gemini AI workflow monitors your inbox for spare parts requests, extracts the relevant part/project codes, pulls pricing from Google Sheets, calculates totals, and sends back a professional HTML quote—all while using AI to detect the email’s language and respond accordingly.

What this workflow does

• Monitors your Gmail inbox for incoming spare parts inquiries by checking for new/unread emails on a schedule.
• Filters messages by keywords related to spare parts requests across multiple languages.
• Uses an AI Agent to handle the request by:
  • Detecting the sender email’s language (supports Turkish, English, German, and more).
  • Extracting project or part codes from the email.
  • Querying three Google Sheets (CRM, Bill of Materials, Pricing) to find the correct items and rates.
  • Calculating line totals and the grand total accurately.
  • Generating a clean professional HTML quote formatted to match your brand style.
• Sends personalized replies directly to the email sender.

Use cases

• Sales teams responding to frequent spare parts email requests with complex pricing structures.
• Customer service departments needing fast, consistent quotation turnaround.
• Businesses managing multiple products where quotes must be calculated from structured spreadsheet data.

Technical details (n8n workflow)

• Schedule Trigger to run periodically and check for new emails.
• Gmail node to fetch the latest unread email.
• Keyword detection using if logic to identify spare parts-related messages.
• n8nn8n-nodes-langchainagent (AI Agent) powered by Gemini AI for language detection, code extraction, and quote generation.
• Google Sheets tools to read from CRM, Bill of Materials, and Pricing and compute totals.
• Quote output formatted as HTML and sent as a personalized email reply.