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Extract Gmail message data and organize into Google Sheets

17 nodes 541 178 Automatic trigger
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Workflow Description

An intelligent automation that monitors incoming emails, uses AI to automatically extract key information, and organizes it into a structured spreadsheet. This saves time on manual data entry and ensures consistent record-keeping for business communications.

How it works

  1. 1.Monitor incoming Gmail messages with the trigger
  2. 2.Analyze email content using OpenAI language model
  3. 3.Extract and structure key data from message body
  4. 4.Automatically insert new rows into Google Sheets spreadsheet

Use cases

  • Capture and organize lead information from incoming emails
  • Track customer inquiries and support requests in a centralized sheet
  • Archive important business data for easy search and reporting

Requirements

  • Active Gmail account with API access enabled
  • Google Sheets file with proper column headers defined
  • OpenAI API key for email content analysis

Service Value

Ideal as a smart automation service combining integrations and AI to produce ready-to-use results.

Apps Used

OpenAI Output Parser HTTP Request Gmail Google Sheets Wait If Set LLM Chain Split Out Aggregate Merge

Details

Trigger Automatic trigger
Nodes 17
Apps 12
Views 541
Downloads 178

How to Use

  1. 1.Click "Download Template"
  2. 2.Open your n8n dashboard
  3. 3.Go to Workflows > Import from File
  4. 4.Select downloaded file and configure credentials

Nodes Used (17)

/

OpenAI Model

OpenAI

#1

Structured Output Parser

Output Parser Structured

#2

Upload to LlamaParse

HTTP Request

#3

Sticky Note

Sticky Note

#4

Receiving Invoices

Gmail

#5

Append to Reconciliation Sheet

Google Sheets

#6

Get Processing Status

HTTP Request

#7

Wait to stay within service limits

Wait

#8

Is Job Ready?

Switch

#9

Sticky Note1

Sticky Note

#10

Sticky Note2

Sticky Note

#11

Sticky Note3

Sticky Note

#12

Sticky Note4

Sticky Note

#13

Sticky Note5

Sticky Note

#14

Add "invoice synced" Label

Gmail

#15

Get Parsed Invoice Data

HTTP Request

#16

Map Output

Set

#17

Apply Data Extraction Rules

LLM Chain

#18

Should Process Email?

If

#19

Split Out Labels

Split Out

#20

Get Labels Names

Gmail

#21

Combine Label Names

Aggregate

#22

Email with Label Names

Merge

#23

Sticky Note6

Sticky Note

#24

Sticky Note7

Sticky Note

#25

Sticky Note8

Sticky Note

#26

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