n8n Workflow: Google Sheets + Gmail Quote Follow-Ups

Automate quote follow-ups with Google Sheets + Gmail—without chasing clients

This n8n workflow automatically sends timed Gmail nudges for unanswered quotes, tracks every step in your Google Sheet, and monitors incoming Gmail replies to stop follow-ups and update status instantly.

What this workflow does

• Runs every morning using a Schedule trigger and reads your Google Sheets tab named “Quotes”.
• Calculates elapsed time since each quote was sent, applies stop rules (including states like Replied/Won/Lost/Closed/Do not chase), and flags which rows are due for a nudge today.
• Selects the correct follow-up stage based on timing: day 3, day 7, or day 12.
• Sends the matching follow-up email via Gmail to the client for all quotes due for that day.
• Updates the Google Sheets row with the new Status, Nudge Stage, and Last Nudge Sent date.
• Monitors Gmail for replies every 15 minutes, matches messages to open quotes using reference info in the subject and/or sender address, and marks the quote as Replied in Google Sheets.

Use cases

• SaaS operators who send proposals/quotes and want consistent, timed nudges while tracking outcomes in a single spreadsheet.
• Automation engineers building a simple CRM-light process using Google Sheets as the source of truth and Gmail as the communication channel.
• Teams handling multiple quote stages where follow-ups must stop immediately once a client replies or a quote is closed.

Technical details

• Integrations: Google Sheets (OAuth) and Gmail (sending + Gmail Trigger for reply monitoring).
• Workflow logic nodes: code, merge, filter, switch, and supporting notes (including sticky notes).
• Setup requirements: create a “Quotes” tab with columns including Quote Ref, Client Name, Email, Amount, Date Sent, Status, Nudge Stage, Last Nudge Sent, replace the placeholder spreadsheet ID, and customize the three Gmail email templates.