n8n Sales Quote Approval Workflow: Google Sheets + Gmail

Instant sales quote approval with n8n, Google Sheets & Gmail

This n8n workflow streamlines your sales quotation process: it collects quote requests via an n8n Form, pulls pricing from Google Sheets, calculates discounts and margin, and then auto-approves or routes the deal for manager approval using Gmail—finally logging results back to Google Sheets and notifying the customer by email.

What this workflow does

• Receives quote requests from an n8n Form submission.
• Validates inputs: required fields, email formats, and that quantity and discount values are within allowed ranges.
• Looks up products in Google Sheets using a Product_Master sheet (by Product Code). If the product is missing or inactive, the flow stops.
• Calculates totals: subtotal, discount amount, net amount, cost, gross profit, and gross margin using the unit price, unit cost, and requested quantity.
• Applies pricing policy thresholds (maximum auto-approval discount and minimum profit margin) to decide whether manager approval is required.
• Requests approval when needed: sends an approval request via Gmail, waits for the manager’s decision via a form, then logs approved/rejected outcomes to Google Sheets and emails the customer or sales executive.
• Auto-approves when allowed: marks the quotation as approved, logs it to Google Sheets, and emails approved quotation details to the customer via Gmail.

Use cases

• Reduce manual back-and-forth for quotes by automatically approving low-discount, margin-safe requests.
• Enforce discount and margin rules consistently across sales reps using a centralized Google Sheets Product Master.
• Speed up approvals for exceptions by routing only the risky deals to managers via Gmail and a decision form.

Technical details

• Flow control with if, set, and code nodes for validation and calculations
• wait node to pause for manager decision
• gmail integration to request and notify via email
• sticky note nodes for clearer workflow documentation
• Requires Google Sheets OAuth2 and a Product_Master sheet containing fields like Product Code, Product Name, Unit Price, and Unit Cost