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Automated birthday emails with Google Sheets, OpenRouter GPT-4o & Gmail

Parth PansuriyaParth Pansuriya
1522 views
2/3/2026
Task ManagementGoogle KeepAutomationTodoistProductivity
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This workflow contains community nodes that are only compatible with the self-hosted version of n8n.

Send Automated Personalized Birthday Emails Using Google Sheets, OpenRouter AI, and Gmail

🧠 What This Workflow Does

This workflow sends personalized birthday greetings via email every morning using data from Google Sheets and messages generated with AI. It’s great for communities, schools, small businesses, or anyone who wants to automate meaningful connections.

⚙️ Features

🗓 Daily Birthday Check — Runs every day at 9 AM 📋 Google Sheets Integration — Reads user data: Name, Email, DOB 🔍 Smart Date Matching — Extracts day & month from DOB to match today’s date 🤖 OpenRouter AI Integration — Generates a custom subject + email message 🛠 Function Node Cleanup — Separates AI response into subject & body 📬 Gmail Node — Sends personalized birthday wishes instantly

🔧 Tech Stack

  1. Google Sheets
  2. OpenRouter (or OpenAI-compatible model)
  3. Gmail

💡 Use Cases

  1. Educators sending birthday emails to students
  2. Team leads acknowledging team members’ birthdays
  3. Freelancers staying in touch with clients
  4. 1Coaches or mentors maintaining personal rapport

📝 Requirements

  1. Google Sheet with columns: Name, DOB (DD/MM/YYYY), and Email
  2. Gmail account with OAuth2 connected
  3. OpenRouter (or OpenAI) API key
  4. Basic understanding of n8n nodes

Automated Birthday Emails with Google Sheets, OpenRouter, GPT-4o, and Gmail

This n8n workflow automates the process of sending personalized birthday emails to contacts listed in a Google Sheet. It leverages AI (via OpenRouter and GPT-4o) to generate unique birthday messages, ensuring each recipient receives a thoughtful and customized greeting.

What it does

  1. Schedules Daily Check: The workflow runs once every day to check for birthdays.
  2. Reads Google Sheet: It connects to a specified Google Sheet to retrieve a list of contacts, including their names, email addresses, and birth dates.
  3. Filters for Today's Birthdays: It filters the list to identify contacts whose birthday is today.
  4. Generates Personalized Message (AI): For each contact with a birthday today, it uses an AI agent (powered by OpenRouter and GPT-4o) to generate a unique, personalized birthday message.
  5. Parses AI Output: The generated AI message is then parsed to extract the subject and body of the email in a structured format.
  6. Sends Birthday Email: Finally, it sends a personalized birthday email to each identified contact using Gmail.

Prerequisites/Requirements

  • n8n Instance: A running n8n instance.
  • Google Sheets Account: A Google account with access to the Google Sheet containing your contact list.
    • Google Sheets Credential: An n8n credential configured for Google Sheets (OAuth2 recommended).
  • Gmail Account: A Google account for sending emails.
    • Gmail Credential: An n8n credential configured for Gmail (OAuth2 recommended).
  • OpenRouter API Key: An API key for OpenRouter to access AI models like GPT-4o.
    • OpenRouter Credential: An n8n credential configured for OpenRouter.
  • Google Sheet Structure: Your Google Sheet should have columns for at least:
    • Name (or similar for the recipient's name)
    • Email (or similar for the recipient's email address)
    • Birthday (or similar for the birth date, in a format that can be easily compared to the current date, e.g., MM-DD).

Setup/Usage

  1. Import the Workflow:
    • Download the provided JSON file for this workflow.
    • 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 "Google Sheets" node, "Gmail" node, and "OpenRouter Chat Model" node.
    • For each, click on the node and then select or create the necessary credentials (Google Sheets OAuth2, Gmail OAuth2, OpenRouter API Key).
  3. Configure Google Sheets Node:
    • In the "Google Sheets" node, specify the Spreadsheet ID and Sheet Name where your contact data is located.
    • Ensure the "Operation" is set to "Read" and "Resource" to "Rows".
  4. Configure Filter Node:
    • The "Filter" node is pre-configured to check for today's birthdays. You might need to adjust the expression if your "Birthday" column format is different from MM-DD. The current expression likely compares {{ $node["Schedule Trigger"].json["now"].split('T')[0].slice(5) }} (current month-day) with a similar extraction from your sheet's birthday column.
  5. Configure AI Agent Node:
    • The "AI Agent" node uses the "OpenRouter Chat Model". Ensure the model is set to gpt-4o or a similar capable model.
    • Review the prompt to ensure it generates the desired personalized message.
  6. Configure Structured Output Parser Node:
    • This node is set up to parse the AI agent's output into subject and body fields. Ensure the AI agent's output format matches the schema defined in this node.
  7. Configure Gmail Node:
    • In the "Gmail" node, ensure the "Operation" is set to "Send an Email".
    • Set the To field to {{ $json.Email }} (assuming your Google Sheet has an 'Email' column).
    • Set the Subject to {{ $json.subject }} and Body to {{ $json.body }} (these values come from the Structured Output Parser).
  8. Activate the Workflow:
    • Once all configurations are complete, save the workflow and activate it by toggling the "Active" switch in the top right corner.

The workflow will now run daily, automatically sending personalized birthday emails to your contacts!

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