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Gmail email categorization & auto reply with GPT-4o and Google Sheets

Haruki KuwaiHaruki Kuwai
1178 views
2/3/2026
Lead ManagementSalesforceCSVData ImportCRM
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🧭 Description

This section automates Gmail message handling through AI-powered classification and response. Using the LangChain Text Classifier, incoming emails are analyzed and sorted into four categories — High Priority, Advertisement, Inquiry, and Finance/Billing — each triggering a dedicated action flow.

High Priority: AI generates a professional draft reply and saves it to Gmail.

Advertisement: AI summarizes content and logs it to Google Sheets.

Inquiry: AI composes a customer-friendly response automatically.

Finance/Billing: AI creates a brief summary and forwards it to the accounting email.

This system reduces manual sorting, ensures consistent communication quality, and speeds up email management with full automation.

💡 Use Cases

Automatically categorize incoming Gmail messages by topic or intent.

Generate AI-written reply drafts for urgent business messages.

Summarize marketing or promotional emails into Google Sheets for tracking.

Provide automated responses to customer inquiries.

Forward billing or invoice messages directly to accounting teams.

Gmail Email Categorization and Auto-Reply with GPT-4o and Google Sheets

This n8n workflow automates the process of categorizing incoming Gmail emails, generating intelligent auto-replies using GPT-4o, and logging the email details and actions to a Google Sheet. It streamlines email management, ensuring timely and relevant responses while maintaining a comprehensive record.

What it does

  1. Monitors Gmail: Continuously checks for new, unread emails in a specified Gmail account.
  2. Extracts Email Content: For each new email, it extracts the sender, subject, and body content.
  3. Categorizes Email with AI: Uses an OpenAI Chat Model (GPT-4o) and a Text Classifier to analyze the email content and determine its category (e.g., "Support Inquiry", "Sales Lead", "General Feedback").
  4. Generates Auto-Reply with AI: Based on the email's category, it crafts a personalized and contextually appropriate auto-reply using the OpenAI Chat Model (GPT-4o).
  5. Sends Auto-Reply: Sends the AI-generated response back to the original sender via Gmail.
  6. Logs to Google Sheets: Records the original email's details (sender, subject, body), the assigned category, and the generated auto-reply into a Google Sheet for tracking and analysis.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance (cloud or self-hosted).
  • Gmail Account: A Gmail account configured as an n8n credential to send and receive emails.
  • OpenAI API Key: An API key for OpenAI (specifically for GPT-4o) configured as an n8n credential.
  • Google Sheets Account: A Google Sheets account with a designated spreadsheet configured as an n8n credential for logging.

Setup/Usage

  1. Import the workflow: Download the workflow JSON and import it into your n8n instance.
  2. Configure Credentials:
    • Set up your Gmail OAuth2 credential for the "Gmail Trigger" and "Gmail" nodes. Ensure it has the necessary permissions to read and send emails.
    • Set up your OpenAI API Key credential for the "OpenAI Chat Model" and "Text Classifier" nodes.
    • Set up your Google Sheets OAuth2 credential for the "Google Sheets" node. Ensure it has write access to your desired spreadsheet.
  3. Specify Google Sheet: In the "Google Sheets" node, configure the Spreadsheet ID and Sheet Name where you want to log the email data. Ensure the sheet has appropriate headers (e.g., "Timestamp", "Sender", "Subject", "Body", "Category", "Auto-Reply").
  4. Customize AI Prompts (Optional): Review and adjust the prompts in the "OpenAI Chat Model" and "Text Classifier" nodes to fine-tune categorization and auto-reply generation according to your specific needs and desired email categories.
  5. Activate the workflow: Once all credentials and configurations are set, activate the workflow. It will start monitoring your Gmail for new emails.

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