n8n Client Onboarding & Project Handoff: Google Sheets + Gmail

Turn every new client request into a structured onboarding record—automatically

This n8n workflow receives new client details via a webhook, validates and normalizes the data, creates onboarding and project handoff entries in Google Sheets, and sends Gmail emails to clients and internal owners. It also detects active duplicates, escalates onboarding risks, and emails a daily onboarding digest for small agencies.

What this workflow does

• Receives new client details through a webhook endpoint.
• Validates required fields, normalizes key values, and generates a client ID and project ID.
• Reads Google Sheets tabs (“Clients” and “Onboarding Config”) to detect active duplicates and load default owners plus kickoff/SLA rules.
• Builds an onboarding plan: sets priority and kickoff target date, compiles a checklist, and flags risks such as missing information, rush start dates, VIP services, or high budgets.
• Handles duplicates: if an active duplicate is found, it sends a duplicate-review email via Gmail and returns a JSON response indicating manual review is required.
• Creates new records (no duplicate): appends rows to “Clients,” “Projects,” and “Onboarding Checklist” in Google Sheets, then emails the client a welcome message and emails the owner an internal handoff summary.
• Escalates risk: when onboarding needs attention, it logs details in “Onboarding Risk Log” and sends a risk alert email to the project owner—also returning a JSON response with the created status.
• Sends a daily digest: every morning, it reads active projects and emails a risk digest for overdue kickoff targets, long-running onboardings, and high-risk records.

Use cases

• Agency ops teams: streamline client onboarding and handoffs without manual spreadsheets.
• Automation engineers: provide a webhook-driven onboarding API with duplicate detection.
• SaaS operators: maintain consistent onboarding checklists and SLA visibility via Google Sheets + Gmail.

Technical details

• Nodes/logic: webhook, if, code, google sheets, gmail, and sticky note.
• Core sheets/tabs used: “Clients,” “Onboarding Config,” “Onboarding Checklist,” “Projects,” and “Onboarding Risk Log.”
• Outputs: JSON responses for duplicate/manual review and created/risk statuses.