Automate property inspections and reporting with OpenAI, Google Sheets and Slack

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2/3/2026

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Who’s it for

Property management companies, building managers, and inspection teams who want to automate recurring property inspections, improve issue tracking, and streamline reporting.

How it works / What it does

This n8n workflow schedules periodic property inspections using a Cron trigger. AI generates customized inspection checklists for each property, which are sent to assigned inspectors. Inspectors submit photos and notes via a connected form or mobile app. AI analyzes these submissions to flag issues based on priority (high, medium, low). High-priority issues are routed to managers via Slack/email, while routine notes are logged for reporting. The workflow also generates weekly or monthly summary reports and can optionally notify tenants of resolved issues.

How to set up

Configure the Cron trigger with your desired inspection frequency.
Connect Google Sheets or your CRM to fetch property and tenant data.
Set up OpenAI node with your API key and checklist generation prompts.
Configure email/SMS notifications for inspectors.
Connect a form or mobile app via Webhook to collect inspection data.
Set up Slack/email notifications for managers.
Log all inspection results, photos, and flagged issues into Google Sheets.
Configure summary report email recipients.

Requirements

n8n account with Google Sheets, Email, Slack, Webhook, and OpenAI nodes.
Property and tenant data stored in Google Sheets or CRM.
OpenAI API credentials for AI checklist generation and note analysis.

How to customize the workflow

Adjust Cron frequency to match inspection schedule.
Customize AI prompts for property-specific checklist items.
Add or remove branches for issue severity (high/medium/low).
Include additional notification channels if needed (Teams, SMS, etc.).

Workflow Use Case

Automates property inspections for property management teams, ensuring no inspections are missed, AI-generated checklists standardize the process, and potential issues are flagged and routed efficiently. Saves time, improves compliance, and increases tenant satisfaction.

Created by QuarterSmart | Hyrum Hurst

Automate Property Inspections and Reporting with OpenAI, Google Sheets, and Slack

This n8n workflow automates the process of generating property inspection reports, summarizing them with AI, and distributing them via Slack and email. It simplifies the reporting process for property managers or inspectors by leveraging Google Sheets for data input, OpenAI for intelligent summarization, and Slack/Gmail for communication.

What it does

This workflow performs the following key steps:

Triggers on Form Submission: The workflow is initiated when a new property inspection report is submitted via an n8n form.
Retrieves Data from Google Sheets: It fetches additional property details or configuration from a Google Sheet, likely based on the submitted form data.
Processes and Edits Fields: The data from the form and Google Sheet is combined and transformed to prepare it for AI processing and reporting.
Generates AI Summary with OpenAI: The workflow sends the inspection details to OpenAI to generate a concise summary of the property inspection.
Aggregates Data: The original form data, Google Sheet data, and the OpenAI summary are combined into a single, structured output.
Conditional Reporting:
- If a "Critical" issue is detected:
  - An urgent message is posted to a designated Slack channel, including the OpenAI summary and a link to the full report.
  - An urgent email is sent via Gmail to relevant stakeholders with the critical report summary.
- Otherwise (no critical issue):
  - A standard message is posted to a Slack channel with the OpenAI summary and a link to the full report.
  - A standard email is sent via Gmail to relevant stakeholders with the report summary.

Prerequisites/Requirements

To use this workflow, you will need:

n8n Instance: A running n8n instance to import and execute the workflow.
Google Sheets Account: Configured with the necessary property data. You will need to set up Google Sheets credentials in n8n.
OpenAI API Key: For generating AI summaries. You will need to set up OpenAI credentials in n8n.
Slack Account: With a channel for posting inspection reports. You will need to set up Slack credentials in n8n.
Gmail Account: For sending email notifications. You will need to set up Gmail credentials in n8n.
n8n Form: The workflow is triggered by an n8n Form. You will need to configure this form with the necessary input fields for property inspection data.

Setup/Usage

Import the Workflow: Download the provided JSON and import it into your n8n instance.
Configure Credentials:
- Set up your Google Sheets OAuth2 or API Key credentials.
- Set up your OpenAI API Key credentials.
- Set up your Slack OAuth2 or API Key credentials.
- Set up your Gmail OAuth2 credentials.
Configure Nodes:
- On form submission (Form Trigger): Configure the form fields to match your inspection data.
- Google Sheets: Update the Spreadsheet ID and range to point to your property data.
- Edit Fields (Set): Adjust any data transformation logic as needed.
- OpenAI: Configure the prompt to guide the AI in generating relevant summaries based on your inspection data.
- Switch: Review the condition used to determine "critical" issues and adjust it to your specific criteria.
- Slack: Update the channel ID and message content for both critical and standard reports.
- Gmail: Update recipient email addresses, subject lines, and email body content for both critical and standard reports.
Activate the Workflow: Once configured, activate the workflow in n8n.
Submit a Form: Test the workflow by submitting data through the n8n form you configured.

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