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Automate real estate client folder creation with Google Sheets and Drive

Milan Vasarhelyi - SmoothWorkMilan Vasarhelyi - SmoothWork
194 views
2/3/2026
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What this workflow does

This workflow automates backend setup tasks for real estate client portals. When a new property transaction is added to your Google Sheets database with a buyer email but no document folder assigned, the workflow automatically creates a dedicated Google Drive folder, updates the spreadsheet with the folder URL, and adds an initial task prompting the client to upload documents.

This automation eliminates manual folder creation and task assignment, ensuring every new transaction has its documentation infrastructure ready from day one. Your clients can access their dedicated folder directly from the portal, keeping all property-related documents organized and accessible in one place.

Key benefits

  • Eliminate manual setup: No more creating folders and tasks individually for each transaction
  • Consistent client experience: Every buyer gets the same professional onboarding process
  • Organized documentation: Each transaction has its own Google Drive folder automatically shared with the client
  • Time savings: Focus on closing deals instead of administrative setup

Setup requirements

Important: You must make a copy of the reference Google Sheets spreadsheet to your own Google account before using this workflow.

Your spreadsheet needs at minimum two tabs:

  • Transactions tab: Columns for ID, Buyer Email, Documents URL, Property Address, and Status
  • Tasks tab: Columns for Transaction ID, Task Name, Task Description, and Status

Configuration steps

  1. Authenticate your Google Sheets and Google Drive accounts in n8n
  2. Update the Google Sheets trigger node to point to your copied spreadsheet
  3. Set the parent folder ID in the "Create Client Documents Folder" node (where transaction folders should be created)
  4. Customize the initial task name and description in the "Add Initial Upload Task" node
  5. Verify all sheet names match your spreadsheet tabs

The workflow triggers every minute checking for new transactions that meet the criteria (has buyer email, missing documents URL).

Automate Real Estate Client Folder Creation with Google Sheets and Drive

This n8n workflow streamlines the process of creating client folders in Google Drive based on new entries in a Google Sheet. It's designed to automate a common administrative task for real estate professionals, ensuring consistency and saving time.

What it does

This workflow automates the following steps:

  1. Monitors Google Sheet: It listens for new rows added to a specified Google Sheet.
  2. Filters New Clients: It checks if the "Client Folder Created" column for the new row is empty. This ensures that a folder is only created for new clients and prevents duplicate folder creation.
  3. Creates Google Drive Folder: If the "Client Folder Created" column is empty, it creates a new folder in Google Drive using a client's name from the sheet.
  4. Updates Google Sheet: After successfully creating the folder, it updates the "Client Folder Created" column in the Google Sheet, marking that the folder has been made.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Account: An active n8n instance (cloud or self-hosted).
  • Google Account: A Google account with access to Google Sheets and Google Drive.
  • Google Sheets Credential: An n8n credential configured for Google Sheets.
  • Google Drive Credential: An n8n credential configured for Google Drive.
  • A Google Sheet: A Google Sheet with client information, including a column to indicate if the client folder has been created (e.g., "Client Folder Created").

Setup/Usage

  1. Import the workflow: Import the provided JSON into your n8n instance.
  2. Configure Google Sheets Trigger:
    • Select your Google Sheets credential.
    • Specify the Spreadsheet ID and Sheet Name you want to monitor for new client entries.
    • Set the "Watch new rows" option.
  3. Configure Google Drive Node:
    • Select your Google Drive credential.
    • Specify the Parent Folder ID where the new client folders should be created.
    • Map the client's name from the Google Sheet to the folder name in Google Drive.
  4. Configure Google Sheets Node (Update):
    • Select your Google Sheets credential.
    • Specify the same Spreadsheet ID and Sheet Name as the trigger.
    • Configure it to update the "Client Folder Created" column for the row that triggered the workflow (e.g., set its value to "Yes" or a timestamp).
  5. Activate the workflow: Once configured, activate the workflow to start monitoring for new client entries.

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