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Coordinate move-out cleaning and repair tasks with Google Sheets, Slack, email and Claude

Hyrum HurstHyrum Hurst
34 views
2/3/2026
Lead GenerationAPIData EnrichmentEmail ExtractionLinkedIn
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Who this is for

Property management companies managing frequent tenant move-outs across multiple units.

What this workflow does

Automatically schedules and coordinates move-out cleaning and repair tasks, sends vendor instructions, notifies internal teams, tracks completions, and logs everything for reporting.

How it works

  1. Cron triggers workflow before lease end.
  2. AI generates personalized move-out instructions and checklists.
  3. Vendors and property management teams are notified.
  4. Completion updates logged in Google Sheets.
  5. Optional AI suggests follow-up actions for delays.

How to set up

Connect tenant data, configure Cron, Slack, Email, and Task Manager credentials. Customize AI prompts and verify notification flows.

Requirements

  • Google Sheets
  • Email & Slack credentials
  • AI Node access
  • Task Manager (Trello/Asana/etc.)

Built by QuarterSmart. Created by Hyrum Hurst.

n8n Workflow: Property Task Coordination with Google Sheets, Slack, Email, and AI

This n8n workflow automates the process of coordinating move-out cleaning and repair tasks for properties. It leverages Google Sheets as a data source, uses an AI agent to process task details, and then dispatches notifications via Slack and email based on the AI's output.

What it does

This workflow streamlines property management tasks by:

  1. Triggering on Schedule: Periodically checks for new or updated tasks.
  2. Reading Google Sheet Data: Fetches property move-out tasks from a specified Google Sheet.
  3. Processing with AI: Uses an Anthropic Chat Model (Claude) via an AI Agent to analyze task details and determine the appropriate action (e.g., "Cleaning", "Repair", "Inspection").
  4. Conditional Routing: Filters tasks based on the AI's classification.
  5. Notifying Teams via Slack: Posts relevant task information to a Slack channel for immediate team awareness.
  6. Sending Email Notifications: Dispatches detailed email notifications to responsible parties for specific tasks.
  7. Updating Google Sheet: (Implied, though not explicitly connected in the provided JSON, a common next step for such a workflow would be to update the Google Sheet with processed status or AI output.)

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running instance of n8n.
  • Google Sheets Account: With a spreadsheet containing your property move-out tasks.
  • Slack Account: To receive notifications.
  • Gmail Account: To send email notifications.
  • Anthropic API Key: For the Anthropic Chat Model (Claude) used by the AI Agent.
  • n8n Credentials: Configured for Google Sheets, Slack, Gmail, and Anthropic.

Setup/Usage

  1. Import the Workflow: Import the provided JSON into your n8n instance.
  2. Configure Credentials:
    • Set up Google Sheets credentials (OAuth2 recommended) for the "Google Sheets" node.
    • Set up Slack credentials (OAuth2 recommended) for the "Slack" node.
    • Set up Gmail credentials (OAuth2 recommended) for the "Gmail" node.
    • Set up Anthropic API Key credentials for the "Anthropic Chat Model" node.
  3. Configure Google Sheets Node (ID: 18):
    • Specify the Spreadsheet ID and Sheet Name where your property tasks are located.
    • Ensure the operation is set to "Read Data" or "Get All" to retrieve tasks.
  4. Configure AI Agent Node (ID: 1119):
    • Ensure the "Anthropic Chat Model" (ID: 1145) is correctly linked and configured with your API key.
    • Adjust the AI Agent's prompt and tools as needed to accurately classify and process your property tasks.
  5. Configure If Node (ID: 20):
    • Define the conditions based on the output of the AI Agent to route tasks to different branches (e.g., if AI output indicates "Cleaning", route to Slack; if "Repair", route to Gmail).
  6. Configure Slack Node (ID: 40):
    • Specify the Channel ID or Channel Name where notifications should be posted.
    • Customize the message content to include relevant task details from the Google Sheet and AI output.
  7. Configure Gmail Node (ID: 356):
    • Specify the Recipient Email Address(es).
    • Customize the Subject and Body of the email to provide comprehensive task details.
  8. Configure Schedule Trigger Node (ID: 839):
    • Set the desired interval for the workflow to run (e.g., every hour, daily).
  9. Activate the Workflow: Once configured, activate the workflow to start automating your property task coordination.
  10. Edit Fields Node (ID: 38): This node is currently not connected but can be used to transform or add data fields before sending notifications, if needed.
  11. Webhook Node (ID: 47): This node is currently not connected but could be used to trigger the workflow via an external system or API call instead of the schedule trigger.

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