n8n Workflow: Airtable Tax Chasing with GPT-4o, Gmail & Telegram

Chase missing tax documents automatically—then notify your team in Airtable, Gmail, and Telegram

This n8n workflow checks your Airtable client records every weekday morning, sends GPT-4o-mini-drafted reminder emails via Gmail, and keeps everyone updated with Telegram alerts—including a webhook to log documents as soon as they’re received.

What this workflow does

• Runs every weekday at 9:00 AM: loads firm settings, then scans the Airtable Clients table for current document status.
• Compares required vs. received documents: decides whether a client needs a reminder, should be escalated, can remain quiet, or is fully clear.
• Sends GPT-4o-mini reminder emails: for clients due a reminder, the workflow drafts a short email with OpenAI (GPT-4o-mini), sends it through Gmail, updates last_reminded in Airtable, and logs the action to the Airtable DocLog table.
• Escalates after one week of silence: if a client stays silent for a week after a reminder, it escalates to the firm owner via Telegram and Gmail, updates last_reminded, and writes an escalation entry to DocLog.
• Posts all-clear notifications: when no clients are missing documents, it posts an all-clear message to Telegram and logs the result to DocLog.
• Handles “Doc Received” via webhook: validates webhook payload fields, matches the client and required document against Airtable, updates received_docs, logs to DocLog, and notifies the team in Telegram.
• Errors won’t corrupt Airtable: if the webhook payload is incomplete or doesn’t match a known client/document, the workflow sends an error alert to Telegram and emails the firm inbox—without updating Airtable.

Use cases

• Automatic weekday follow-ups for missing tax forms tracked in Airtable.
• Escalation to owners when clients don’t respond after a reminder.
• Fast document confirmation when a “Doc Received” webhook is triggered (and immediate team visibility in Telegram).

Technical details

• Scheduling: weekday automation at 9:00 AM
• Workflow nodes/logic: if, set, code, switch, webhook
• Integrations: Airtable, OpenAI (GPT-4o-mini), Gmail, Telegram