Process refund requests from Gmail using Shopify and Google Sheets

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1. Workflow Overview

How it works This workflow monitors incoming Gmail messages for refund requests and uses AI to extract the order ID and reason. It then retrieves order details from Shopify to evaluate refund eligi...

Best for

Ticket Management automation workflows
AI Summarization automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.gmailtrigger, @n8n/n8n-nodes-langchain.lmchatgroq, n8n-nodes-base.if, n8n-nodes-base.code, n8n-nodes-base.gmail, n8n-nodes-base.googlesheets, n8n-nodes-base.shopify, n8n-nodes-base.stickynote

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Process refund requests from Gmail using Shopify and Google Sheets
Workflow name: Process refund requests from Gmail using Shopify and Google Sheets

How it works

This workflow monitors incoming Gmail messages for refund requests and uses AI to extract the order ID and reason. It then retrieves order details from Shopify to evaluate refund eligibility. Based on the order status, it automatically approves or routes the request for manual review. Customers and internal teams are notified accordingly, and all actions are logged in Google Sheets.

Step-by-step

Capture refund requests from email
Gmail Trigger – Detects unread emails with “Refund Request” in the subject.
AI Agent2 – Extracts order ID and reason using AI.
Groq Chat Model – Provides the language model used by the AI agent.
Code in JavaScript – Converts AI output into structured JSON.
Fetch order details from Shopify
Get an order – Retrieves order information using the extracted order ID.
Evaluate refund eligibility
If – Checks whether the order status is “Delivered” to allow auto-approval.
Handle responses and logging
Send a message to customer – Sends approval confirmation if eligible.
Send a message to the team – Notifies team for manual review cases.
Send a message to customer for "Pending" Status – Updates customer about manual review.
Logs to Sheet – Records all refund actions and details in Google Sheets.

Why use this?

Automates repetitive refund handling tasks and reduces workload
Improves customer experience with faster response times
Ensures consistent decision-making based on order status
Keeps a centralized log for auditing and reporting
Easily extendable with additional validation rules or integrations

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 - Gmail Trigger

Type / Role: n8n-nodes-base.gmailTrigger - gmailTrigger
Config choices: Version 1.3

Block 2 - Groq Chat Model

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

Block 3 - If

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2.3

Block 4 - Code in JavaScript

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 5 - Send a message to customer

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.2

Block 6 - Send a message to the team

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.2

Block 7 - Send a message to customer for "Pending" Status

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.2

Block 8 - Logs to Sheet

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.7

Block 9 - Get an order

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

Block 10 - Sticky Note

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

Block 11 - Sticky Note1

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

Block 12 - Sticky Note2

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

Block 13 - Sticky Note3

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

Block 14 - Sticky Note4

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

Block 15 - AI Agent2

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 3

3. Summary Table

Workflow	Process refund requests from Gmail using Shopify and Google Sheets
Complexity	advanced
Nodes	15
Categories	Ticket Management, AI Summarization
Author	Avkash Kakdiya
Published	31 Mar 2026

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/14524/14524.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 Ticket Management workflows AI Summarization workflows

Frequently asked questions

What does Process refund requests from Gmail using Shopify 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 Ticket Management, AI Summarization use case.

Avkash Kakdiya

115 workflows

Nodes

n8n-nodes-base.gmailtrigger @n8n/n8n-nodes-langchain.lmchatgroq n8n-nodes-base.if n8n-nodes-base.code n8n-nodes-base.gmail n8n-nodes-base.googlesheets n8n-nodes-base.shopify n8n-nodes-base.stickynote

Complexity

advanced

Published 31 Mar 2026

Likes 0

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Install path: /data/workflows/14524/14524.json

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Process refund requests from Gmail using Shopify and Google Sheets

Workflow preview

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

How it works

Step-by-step

Why use this?

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Gmail Trigger

Block 2 - Groq Chat Model

Block 3 - If

Block 4 - Code in JavaScript

Block 5 - Send a message to customer

Block 6 - Send a message to the team

Block 7 - Send a message to customer for "Pending" Status

Block 8 - Logs to Sheet

Block 9 - Get an order

Block 10 - Sticky Note

Block 11 - Sticky Note1

Block 12 - Sticky Note2

Block 13 - Sticky Note3

Block 14 - Sticky Note4

Block 15 - AI Agent2

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