n8n Gmail Quote Follow-Up Workflow: 2/5/10-Day Google Sheets

Automate quote chasing with Gmail follow-ups (2/5/10 days) tied to your Google Sheets

This n8n workflow automatically sends scheduled Gmail quote follow-up emails to customers based on dates tracked in a Google Sheets “Quotes” tab—then stops reminders as soon as a reply arrives.

What this workflow does

Designed for consistent, non-spammy quote follow-up, the workflow runs every morning and works through your quote pipeline step-by-step:

• Reads your “Quotes” tab and pulls each quote row (via quote_id, sent_at, status, and reminder fields).
• Calculates elapsed time since sent_at and selects the next reminder stage: 2 days, 5 days, or 10 days.
• Sends the stage-specific Gmail follow-up using the appropriate subject + message template.
• Prevents duplicate reminders by skipping quotes that aren’t awaiting follow-up or have already reached that reminder stage.
• Updates Google Sheets by recording the next reminders count and the last_reminder_at timestamp.
• Stops the chase on reply via a webhook POST that receives a quote_id, then updates the quote’s status to replied so it’s removed from the reminder sequence.

Use cases

• Service businesses sending quotes and needing reliable follow-up after proposal delivery.
• SaaS operators managing multiple quote requests in Google Sheets and wanting Gmail automation without manual checking.
• Automation engineers building an n8n process that tracks state, sends reminders on time, and halts immediately when customers respond.

Technical details

• schedule trigger (runs every morning)
• google sheets (read/write updates matched by quote_id)
• gmail (send follow-up emails with 2/5/10-day templates)
• webhook (POST endpoint to mark quotes as replied)
• code (calculates reminder stage and controls which rows to process)
• Required Sheets headers: quote_id, sent_at, customer_name, email, job_summary, amount, status, reminders_sent, last_reminder_at