Generate & send spare parts price quotes with Gmail, Sheets and Gemini AI
## **Who's it for**
This workflow is perfect for **sales teams**, **customer service departments**, and **businesses** that frequently handle spare parts inquiries via email. It's especially valuable for companies managing **multiple products with complex pricing structures** who want to automate their quotation process while maintaining professional, multilingual communication.
---
## **What it does**
This workflow:
- **Monitors your Gmail inbox** for incoming spare parts requests
- **Automatically generates professional HTML price quotes** in the sender's language
- **Sends personalized replies**
- Uses **AI to detect the email language** (supports Turkish, English, German, and more)
- **Extracts project or part codes**
- **Fetches pricing data from Google Sheets**
- **Calculates totals accurately**
- **Formats everything** into a clean, professional quote that matches your brand
---
## **How it works**
1. **Schedule Trigger** runs every minutes to check for new emails
2. **Gmail node** fetches the latest unread email
3. **Keyword detection** filters for spare parts-related terms in multiple languages
4. **AI Agent** processes the request by:
- Detecting the email's language
- Extracting project/part codes
- Querying three Google Sheets: CRM, Bill of Materials, Pricing
- Calculating line totals and grand total
- Generating a professional HTML quote in the sender's language
5. **Gmail reply** sends the quote and marks the original email as read
---
## **Requirements**
- n8n self-hosted or cloud instance
- Gmail account with OAuth2 authentication
- Google Sheets with proper structure (3 sheets for CRM, BoM, and Pricing data)
- Google Gemini API key for AI processing
- Basic understanding of Google Cloud Console for OAuth setup
---
## **How to set up**
1. **Import** the workflow into your n8n instance
2. **Create three Google Sheets** with the following column structure:
- *CRM Sheet*: `Email`, `ProjectCode`, `CustomerName`
- *Bill of Materials*: `ProjectCode`, `PartCode`, `PartDescription`, `Quantity`
- *Pricing Sheet*: `PartCode`, `UnitPriceEUR`, `PartDescription`
3. **Configure credentials**:
- Set up **Gmail OAuth2** in Google Cloud Console
- Configure **Google Sheets OAuth2** (can use same project)
- Get your **Google Gemini API key** from Google AI Studio
4. **Update the workflow**:
- Replace placeholder **Sheet IDs** in the CRM, BoM, and Pricing nodes
- Adjust **company name** in the AI Agent’s system message
- Modify **keyword detection** if needed
5. **Test with a sample email** before activating
---
## **How to customize the workflow**
- **Add more languages**: Update the keyword detection node with additional terms
- **Modify the quote template**: Edit the HTML in the AI Agent's message to match your branding
- **Change data sources**: Replace Google Sheets with PostgreSQL or MySQL nodes
- **Add approval steps**: Insert a manual approval node for quotes above a certain value
- **Include attachments**: Add PDF or product spec file nodes
- **Enhance notifications**: Add Slack or Teams notifications after quote is sent
- **Implement follow-ups**: Create a separate workflow for reminder emails
---
This template provides a **solid foundation** for automating your quotation process, while staying flexible to fit your specific business needs.
*Feel free to contact me for further implementation guidelines:*
[LinkedIn: Berke](https://www.linkedin.com/in/berke-celik-a1466a136/)
