n8n Workflow: Project Intake Webhook to Google Sheets & Gmail

Turn project intake into a tracked sheet + instant email confirmation—automatically

This n8n workflow accepts incoming project intake requests via a Webhook, validates and normalizes the data, logs each request to Google Sheets, and sends a confirmation email through Gmail—returning a clear JSON success or error response to the caller.

What this workflow does

• Receives a POST request on a webhook endpoint (or runs with a manual test payload).
• Normalizes & validates fields, including email format, and generates a unique project reference ID.
• Handles invalid submissions by returning a JSON error response that lists missing or invalid fields.
• Logs valid requests by appending project details to a Google Sheets document in the “Projects” sheet (with mapped columns such as project_id, client_name, email, project_name, project_type, deadline, received_at, status).
• Sends an acknowledgement email via Gmail to the client, including the project name and generated reference ID.
• Returns a JSON success response containing the generated project ID.

Use cases

• A SaaS landing form submits project details and needs immediate confirmation plus internal tracking.
• An automation engineer wants a reliable project intake webhook → Google Sheets CRM log pattern.
• A small agency captures requests from a website and emails clients with their unique reference ID.

Technical details

• Webhook endpoint configuration: path be-free-intake
• if and code nodes for validation/normalization and project reference generation
• Google Sheets integration to append into the Projects sheet
• Gmail node to send the acknowledgement email (with verified sender permissions)
• Sticky note for workflow documentation

Setup tip: Add Google Sheets OAuth credentials (replace YOUR_GOOGLE_SHEET_ID) and ensure your “Projects” sheet columns match the mapped fields, then add Gmail credentials to enable email delivery.