Automated email assistant for suppliers using OpenAI and Google Sheets

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Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

Automated Email Assistant for Busy Professionals This assistant is designed for people who don't have time to write and send emails to suppliers. With just one request, it drafts and sends clear, p...

Best for

Personal Productivity automation workflows
AI Chatbot automation workflows
intermediate n8n builders looking for reusable templates

Tools used

@n8n/n8n-nodes-langchain.mcptrigger, n8n-nodes-base.gmailtool, n8n-nodes-base.stickynote, @n8n/n8n-nodes-langchain.chattrigger, @n8n/n8n-nodes-langchain.agent, @n8n/n8n-nodes-langchain.lmchatopenai, @n8n/n8n-nodes-langchain.memorybufferwindow, @n8n/n8n-nodes-langchain.mcpclienttool

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Omar Hdez.

Original n8n.io source

1.1 Workflow description

Title: Automated email assistant for suppliers using OpenAI and Google Sheets
Workflow name: Automated email assistant for suppliers using OpenAI and Google Sheets

Automated Email Assistant for Busy Professionals

This assistant is designed for people who don't have time to write and send emails to suppliers. With just one request, it drafts and sends clear, professional messages automatically.

How It Works

The user makes a request (e.g., “Send an email to my fruit supplier asking for a quote on 1 crate of mangoes.”).

Workflow:

The AI agent searches for the supplier in a Google Sheets database.
It automatically drafts the email using OpenAI (with the tone and style you define).
It sends the email using your Gmail account connected through n8n.

This assistant uses:

Google Sheets to manage your suppliers (name and email).
OpenAI to generate clear, natural messages.
MCP (client-server logic) to handle request processing.
Gmail as the sending channel for automated emails.

Setup Instructions

Create a Google Sheets document with the supplier name and email, like this:

Supplier name	Email
Proveedor de frutas Alvarez	[email protected]

Connect your Google Sheets and Gmail accounts within n8n.
Add your OpenAI API key.

Test the automation by chatting with the integrated assistant. It will generate and send the email automatically to the indicated supplier.

Requirements

OpenAI API key to generate email content.
Gmail account connected via OAuth2.
Google Sheets document with your supplier database.
n8n instance (cloud or self-hosted).

Customization

Adjust the OpenAI prompt to make the email tone more formal, casual, or technical.

Add custom fields to your supplier sheet (location, notes, special conditions).

Replace Google Sheets with a real database like Supabase or PostgreSQL for greater scalability.

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - MCP Server Trigger

Type / Role: @n8n/n8n-nodes-langchain.mcpTrigger - mcpTrigger
Config choices: Version 1

Block 2 - Send message by Gmail

Type / Role: n8n-nodes-base.gmailTool - gmailTool
Config choices: Version 2.1

Block 3 - Sticky Note

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 4 - Sticky Note1

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 5 - Entry Point: Chat with the Agent

Type / Role: @n8n/n8n-nodes-langchain.chatTrigger - chatTrigger
Config choices: Version 1.1

Block 6 - Personal Email Assistant

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 1.9

Block 7 - AI Model Open AI

Type / Role: @n8n/n8n-nodes-langchain.lmChatOpenAi - lmChatOpenAi
Config choices: Version 1.2

Block 8 - Chat Memory

Type / Role: @n8n/n8n-nodes-langchain.memoryBufferWindow - memoryBufferWindow
Config choices: Version 1.3

Block 9 - Node that connects to the MCP server.

Type / Role: @n8n/n8n-nodes-langchain.mcpClientTool - mcpClientTool
Config choices: Version 1

Block 10 - Thinker, think before executing.

Type / Role: @n8n/n8n-nodes-langchain.toolThink - toolThink
Config choices: Version 1

Block 11 - Supplier database.

Type / Role: n8n-nodes-base.googleSheetsTool - googleSheetsTool
Config choices: Version 4.5

3. Summary Table

Workflow	Automated email assistant for suppliers using OpenAI and Google Sheets
Complexity	intermediate
Nodes	11
Categories	Personal Productivity, AI Chatbot
Author	Omar Hdez
Published	15 May 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/4067/4067.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source Personal Productivity workflows AI Chatbot workflows

Frequently asked questions

What does Automated email assistant for suppliers using OpenAI and Google Sheets do?

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your Personal Productivity, AI Chatbot use case.

Omar Hdez

1 workflow

Nodes

@n8n/n8n-nodes-langchain.mcptrigger n8n-nodes-base.gmailtool n8n-nodes-base.stickynote @n8n/n8n-nodes-langchain.chattrigger @n8n/n8n-nodes-langchain.agent @n8n/n8n-nodes-langchain.lmchatopenai @n8n/n8n-nodes-langchain.memorybufferwindow @n8n/n8n-nodes-langchain.mcpclienttool

Complexity

intermediate

Published 15 May 2025

Likes 0

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Install path: /data/workflows/4067/4067.json

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Automated email assistant for suppliers using OpenAI and Google Sheets

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

Automated Email Assistant for Busy Professionals

How It Works

Workflow:

This assistant uses:

Setup Instructions

Requirements

Customization

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - MCP Server Trigger

Block 2 - Send message by Gmail

Block 3 - Sticky Note

Block 4 - Sticky Note1

Block 5 - Entry Point: Chat with the Agent

Block 6 - Personal Email Assistant

Block 7 - AI Model Open AI

Block 8 - Chat Memory

Block 9 - Node that connects to the MCP server.

Block 10 - Thinker, think before executing.

Block 11 - Supplier database.

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions