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AI-powered outreach & follow-up automation (GPT-4o + Gmail + Google Sheets)

Rahul JoshiRahul Joshi
128 views
2/3/2026
NotificationExchange RateSlackFinanceAPI
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Description

Automate your AI-powered outreach and follow-up pipeline end-to-end with GPT-4o, Gmail, and Google Sheets. 🤖📬 This workflow personalizes emails for each lead, manages follow-ups automatically, tracks client replies, and updates CRM records in real time — all from a single Google Sheet. Ideal for sales and growth teams looking to convert leads faster without manual effort. ⚙️🚀

What This Template Does

1️⃣ Starts manually when you click “Execute workflow.” 🕹️ 2️⃣ Fetches all leads from the Google Sheet (sample_leads_50). 📊 3️⃣ Validates email format and filters only active (unbooked) leads. 🔍 4️⃣ Uses Azure OpenAI GPT-4o to generate short, personalized outreach emails in HTML. ✉️ 5️⃣ Cleans and parses the AI output (subject + HTML body). 🧠 6️⃣ Sends the first outreach email via Gmail and stores its thread ID. 📤 7️⃣ Waits 24 hours, then checks for a client reply in the Gmail thread. ⏱️ 8️⃣ If a positive reply is found → marks lead as BOOKED and updates in Sheets. ✅ 9️⃣ If no reply → triggers a polite follow-up email, waits again 24 hours, and checks the thread a second time. 🔁 🔟 If a second reply is found → marks BOOKED and logs the client message.

1️⃣1️⃣ If still no response → updates status to Declined in Google Sheets. ❌

1️⃣2️⃣ Logs invalid or incomplete leads to a separate sheet for data cleanup. 🧾

Key Benefits

✅ Eliminates manual outreach and follow-up effort. ✅ Produces personalized, context-aware AI emails for every lead. ✅ Auto-tracks replies and updates CRM status with zero input. ✅ Prevents duplicate or repeated contact with booked clients. ✅ Keeps lead database synchronized and audit-ready.

Features

  • Google Sheets integration for dynamic lead retrieval and updates.
  • Regex-based email validation for clean data pipelines.
  • Azure OpenAI GPT-4o for contextual email writing.
  • Two-stage Gmail automation (initial + follow-up).
  • JavaScript parsing for AI output and Gmail thread analysis.
  • Automated 24-hour wait and recheck logic.
  • Conditional branches for Booked / Declined / Invalid outcomes.
  • End-to-end CRM synchronization without manual review.

Requirements

  • Google Sheets OAuth2 credentials with read/write access.
  • Azure OpenAI API key for GPT-4o model access.
  • Gmail OAuth2 credentials with send, read, modify permissions.

Environment Variables

  • GOOGLE_SHEET_LEADS_ID
  • GOOGLE_SHEET_OUTREACH_TAB_ID
  • AZURE_OPENAI_API_KEY
  • GMAIL_OAUTH_CLIENT_ID
  • GMAIL_OAUTH_SECRET

Target Audience

💼 Sales and Business Development teams automating outreach. 📈 Marketing and Growth teams running re-engagement campaigns. 🤖 Automation and RevOps teams integrating AI lead workflows. 💬 Freelancers and agencies managing large prospect lists. 📊 Operations teams maintaining CRM cleanliness and tracking.

Step-by-Step Setup Instructions

1️⃣ Connect your Google Sheets, Azure OpenAI, and Gmail credentials. 2️⃣ Set your Google Sheet ID and tab name (outreach automation). 3️⃣ Update the GPT-4o system prompt to match your tone and signature. 4️⃣ Verify column headers (Company Name, Email, Booking Status, etc.). 5️⃣ Test the email validation branch with sample data. 6️⃣ Run once manually to confirm Gmail thread creation and reply detection. 7️⃣ Confirm successful CRM updates in Google Sheets. 8️⃣ Activate for continuous lead outreach and follow-up automation. ✅

AI-Powered Outreach & Follow-up Automation with GPT-4o, Gmail, and Google Sheets

This n8n workflow automates personalized outreach and follow-up emails, leveraging AI to generate tailored content based on prospect data stored in Google Sheets. It streamlines communication, ensures timely follow-ups, and helps manage your outreach pipeline efficiently.

What it does

This workflow performs the following key steps:

  1. Triggers Manually: The workflow is initiated manually, allowing you to control when the outreach process begins.
  2. Reads Prospect Data from Google Sheets: It fetches a list of prospects from a specified Google Sheet, including their names, email addresses, and any other relevant information required for personalized outreach.
  3. Prepares Data for AI: It transforms the raw data from Google Sheets into a structured format suitable for the AI agent, ensuring all necessary fields are present.
  4. Generates Personalized Outreach Email with AI: An AI Agent (likely using a large language model like GPT-4o, although the specific model is configured within the Azure OpenAI Chat Model node) generates a highly personalized initial outreach email for each prospect.
  5. Sends Initial Outreach Email via Gmail: The generated email is then sent to the prospect using Gmail.
  6. Waits for a Defined Period: The workflow pauses for a specified duration (e.g., a few days) to allow time for the prospect to respond.
  7. Checks for Follow-up Condition: After the wait period, it checks if a follow-up is required based on a condition (e.g., if no response was received, or a specific status in the Google Sheet).
  8. Generates Personalized Follow-up Email with AI: If a follow-up is needed, the AI Agent generates a personalized follow-up email.
  9. Sends Follow-up Email via Gmail: The follow-up email is sent to the prospect using Gmail.
  10. Updates Google Sheets (Implicit): Although not explicitly shown in the provided JSON, a typical AI outreach workflow would include steps to update the Google Sheet with outreach status (e.g., "Email Sent", "Follow-up Sent", "Responded") to maintain an accurate record of interactions.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • Google Account: A Google account with access to Google Sheets and Gmail.
  • Google Sheets Credential: An n8n credential for Google Sheets (OAuth 2.0).
  • Gmail Credential: An n8n credential for Gmail (OAuth 2.0).
  • Azure OpenAI Service: Access to an Azure OpenAI service with a deployed chat model (e.g., GPT-4o) and corresponding n8n credentials for the Azure OpenAI Chat Model node.

Setup/Usage

  1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
  2. Configure Credentials:
    • Set up your Google Sheets credential.
    • Set up your Gmail credential.
    • Configure the Azure OpenAI Chat Model node with your Azure OpenAI service credentials, deployment name, and API version.
  3. Prepare Google Sheet: Create a Google Sheet with your prospect data. Ensure it includes columns for at least Name and Email, and any other data points you want to use for personalization (e.g., Company, Role, Pain Point).
  4. Configure Nodes:
    • Google Sheets Node: Configure this node to read from your specific Google Sheet and tab.
    • Edit Fields (Set) Node: Adjust this node to map your Google Sheet columns to the variables expected by the AI Agent.
    • AI Agent Node: Customize the prompt and instructions for the AI to generate the desired outreach and follow-up content.
    • Gmail Nodes: Configure the "Send Email" operations with dynamic data from previous nodes for recipient, subject, and body.
    • Wait Node: Set the desired delay for the follow-up.
    • If Node: Define the conditions under which a follow-up email should be sent.
  5. Activate the Workflow: Once configured, activate the workflow.
  6. Execute Manually: Click "Execute Workflow" on the Manual Trigger node to start the outreach process.

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