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Automated email assistant for suppliers using OpenAI and Google Sheets

Omar HdezOmar Hdez
1444 views
2/3/2026
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Automated Email Assistant for Busy Professionals

This assistant is designed for people who don't have time to write and send emails to suppliers. With just one request, it drafts and sends clear, professional messages automatically.

How It Works

The user makes a request (e.g., “Send an email to my fruit supplier asking for a quote on 1 crate of mangoes.”).

Workflow:

  1. The AI agent searches for the supplier in a Google Sheets database.

  2. It automatically drafts the email using OpenAI (with the tone and style you define).

  3. It sends the email using your Gmail account connected through n8n.

This assistant uses:

  • Google Sheets to manage your suppliers (name and email).

  • OpenAI to generate clear, natural messages.

  • MCP (client-server logic) to handle request processing.

  • Gmail as the sending channel for automated emails.

Setup Instructions

  1. Create a Google Sheets document with the supplier name and email, like this:

|Supplier name|Email| |-|-| |Proveedor de frutas Alvarez|fruteriaalvarez@alvarez.com|

  1. Connect your Google Sheets and Gmail accounts within n8n.

  2. Add your OpenAI API key.

Test the automation by chatting with the integrated assistant. It will generate and send the email automatically to the indicated supplier.

Requirements

  • OpenAI API key to generate email content.
  • Gmail account connected via OAuth2.
  • Google Sheets document with your supplier database.
  • n8n instance (cloud or self-hosted).

Customization

Adjust the OpenAI prompt to make the email tone more formal, casual, or technical.

Add custom fields to your supplier sheet (location, notes, special conditions).

Replace Google Sheets with a real database like Supabase or PostgreSQL for greater scalability.

n8n AI Agent with OpenAI Chat Model and MCP Tools

This n8n workflow demonstrates a basic AI agent setup using OpenAI's Chat Model, a simple memory, and Model Context Protocol (MCP) tools. It acts as a foundational example for building more complex AI-powered conversational agents within n8n.

What it does

This workflow sets up an AI agent that can process chat messages and potentially interact with other services via MCP tools.

  1. Listens for Chat Messages: The workflow is triggered by an incoming chat message.
  2. Initializes Memory: A simple memory buffer is used to maintain context during the conversation.
  3. Configures AI Agent: An OpenAI Chat Model is configured as the language model for the AI agent.
  4. Defines Tools: The agent is provided with two tools:
    • Think Tool: A general-purpose tool for the agent to "think" or process information internally.
    • MCP Client Tool: A tool to interact with other Model Context Protocol (MCP) servers, allowing the agent to call external services or other n8n workflows.
  5. Processes Input: The AI Agent receives the chat message, utilizes its configured language model and tools to formulate a response or take action.

Prerequisites/Requirements

  • n8n Instance: A running n8n instance.
  • OpenAI API Key: An API key for OpenAI to use the OpenAI Chat Model. This needs to be configured as an n8n credential.
  • LangChain Nodes: Ensure the @n8n/n8n-nodes-langchain package is installed and enabled in your n8n instance.

Setup/Usage

  1. Import the Workflow:
    • Download the provided JSON file.
    • In your n8n instance, go to "Workflows" and click "New".
    • Click the "Import from JSON" button and paste the workflow JSON or upload the file.
  2. Configure Credentials:
    • Locate the "OpenAI Chat Model" node.
    • Click on the "Credentials" field and select or create an OpenAI API Key credential.
  3. Activate the Workflow:
    • Once the credentials are set, activate the workflow by toggling the "Active" switch in the top right corner.
  4. Interact with the Agent:
    • The "When chat message received" trigger will listen for incoming chat messages. You can test this by sending a message to the configured chat platform that triggers this node (e.g., if you've connected it to a chat service like Slack, Telegram, etc., via the n8n Chat Trigger setup).
    • The AI agent will process your message and respond accordingly, potentially using the MCP Client Tool to interact with other services if its internal logic dictates.

This workflow provides a flexible foundation for building conversational AI assistants that can leverage external tools and maintain context.

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