Gmail and NocoDB integration

📬 SPAM MANAGER FOR LEAD GENERATION Automatically identifies and manages spam replies from your outreach inbox; such as “Delivery failed” or “There was a problem with your delivery” which comes from "[email protected]" for Gmail. This is to remove these messages to keep your email lists clean and improve domain reputation. 🎯 Who it’s for This workflow is designed for lead generation managers, outreach specialists, and freelancers who send cold or automated emails at scale. It helps you automatically filter and manage bounce or spam responses without manually combing through your inbox, ensuring your sender domain stays healthy and your lead lists remain accurate. ⚙️ How it works Trigger: Watches your Gmail inbox for replies from system senders like [email protected]. Extract Email: Pulls out the email address from each bounce or spam message. Merge: Compares the extracted address with your main lead sheet. Update Sheet: If the email exists in your main sheet, it updates that record’s SPAM field to "YES". Otherwise, it adds the address to a dedicated Unsubscribe or Bad Emails table. Mark as Read: Tags and marks the email as processed in Gmail for better visibility. 🧩 Requirements To run this workflow, you’ll need: Gmail Credentials** → For reading and tagging emails. NocoDB API Token** → For reading and updating your lead list and spam records.(You can use Sheets, Airtable or any other DB you use). Both can be securely added through the n8n Credentials Manager. 🧠 How to Customize Sender Filter:** Change the Gmail Trigger to include other mailer domains or error messages. Data Storage:** Replace NocoDB with Google Sheets or Airtable. Tagging:** Adjust or remove the Gmail label used for spam-marked messages. Message Matching:** Edit the MERGE code node to fit your column names (e.g., Email, Address, etc.). 💡 Why this workflow matters By automating spam and bounce handling, you: Keep your lead database clean and current Reduce bounce rates and spam flags Improve your email deliverability and sender score Save time spent manually checking failed emails 🪄 Quick Setup Tips Add your Gmail and DB credentials under the Credentials tab. Update the DB project and table IDs in relevant nodes. Test with a few known bounce messages to verify connection and matching. Optional: Add a “SPAM” tag in Gmail for quick inbox filtering. "UNSUBSCRIBE" is used in this workflow. 🧾 Workflow Info Workflow Name: SPAM MANAGER FOR LEAD GENERATION Category: Email & Data Hygiene Version: 1.0 Created for: Outreach and CRM Automation Author: Itunu Portfolio: Itunu’s Automation Portfolio

Personal Portfolio CV Rag Chatbot - with Conversation Store and Email Summary Target Audience This template is perfect for: Individuals looking to create a working professional and interactive personal portfolio chatbot. Developers interested in integrating RAG Chatbot functionality with conversation storage. Description Create a stunning Personal Portfolio CV with integrated RAG Chatbot capabilities, including conversation storage and daily email summaries. 2.Features: Training: Setup Ingestion stage Upload your CV to Google Drive and let the Drive trigger updates to read your resume cv and convert it into your vector database (RAG purpose). Modify any parts as needed. Chat & Track: Use any frontend/backend interface to call the chat API and chat history API. Reporting Daily Chat Conversations: Receive daily automatic summaries of chat conversations. Data stored via NocoDB. 3.Setup Guide: Step-by-Step Instructions: Ensure all credentials are ready. Follow the notes provided. Ingestion: Upload your CV to Google Drive. The Drive triggers RAG update in your vector database. You can change the folder name, files and indexname of the vector database accordingly. Chat: Use any frontend/backend interface to call the chat API (refer to the notes for details) . [optional] Use any frontend/backend interface to call the update chat history API (refer to the notes for details). 3.Tracking Chat: Get daily automatic summaries of chat conversations.Format email conversations report as you like. You are ready to go!

🤖 AI Sales Agent — Fully Automated Email Handling & Lead Scoring System Automate lead outreach, analyze replies with AI, and keep your CRM always in sync — hands-free. This workflow acts as a 24/7 intelligent sales assistant that not only sends personalized cold emails but also reads and interprets replies, updates your CRM, and even writes contextual responses — just like a real sales rep would. Ideal for founders, growth teams, and agencies who want to automate outreach and follow-ups without losing the human touch. 🧩 What This Workflow Does 🔹 1. Smart AI Email Analysis Every incoming email is parsed and sent to GPT-4o for structured classification: Detects unsubscribe requests, automated replies, or manual responses Extracts intent, sentiment, urgency, and key points Determines the next best action — follow-up, escalate, or close 🔹 2. Personalized AI Replies When appropriate, the workflow automatically drafts replies that: Match the sender’s tone and intent Address objections using feel-felt-found logic Suggest the most relevant product or resource Sign off naturally (e.g. “Sofia from Tech Powered Growth”) 🔹 3. Lead Scoring & CRM Sync (NocoDB) Leads are continuously enriched and scored based on activity: +5 points for interested replies, +2 for clicks, –10 for unsubscribes Status automatically transitions between cold → warm → hot Daily maintenance updates decay inactive leads and schedule re-engagement 🔹 4. Engagement Tracking & Insights The workflow tracks opens, clicks, bounces, spam, and unsubscribes from Brevo (Sendinblue), updating CRM records instantly. Each day, it generates a performance report with lead distribution, score changes, and actionable recommendations. ⚙️ Integrations Used OpenAI GPT-4o-mini** — intent classification & reply generation Brevo (Sendinblue)** — email sending & webhook event tracking Gmail** — real-time incoming replies & outbound responses NocoDB** — lead management, scoring, and analytics n8n Code Nodes** — smart logic for scoring, decay, and decision flow 🚀 Key Benefits ✅ Save hours of manual email triage and follow-ups 💬 Maintain human-sounding conversations with prospects 📊 Keep lead data accurate and always up-to-date ⚡ Automatically nurture, score, and re-engage leads 📈 Get daily actionable analytics for your sales pipeline 🛠️ Setup Instructions Connect your NocoDB, Brevo, Gmail, and OpenAI credentials Adjust your NocoDB table structure or use the sample schema provided Set your sender details in the “Send Initial Outreach Email” node Customize the AI response prompt with your brand tone or offer Turn on the triggers — and watch your AI sales assistant go to work 💡 Ideal For Solo founders automating outreach B2B agencies handling multiple clients Growth engineers and sales ops teams SaaS companies with inbound or outbound funnels 🧠 Pro Tip Pair this workflow with your lead scraping or enrichment flow to create a fully autonomous sales system — from discovery to closed deal.

What Is This? This workflow is an automated invoice payment tracking and vindication system that monitors unpaid and overdue invoices stored in NocoDB, then sends escalating reminders to clients based on configurable time thresholds. The system handles three escalation levels: friendly payment reminders before/at due date, formal warning notices for overdue invoices, and legal action notifications for severely overdue accounts. It works with any accounting system that can populate a NocoDB database, making it ideal for businesses using custom invoicing systems, international accounting software, or multiple invoice sources. Who Is It For? Designed for small to medium-sized businesses, IT service providers, consulting agencies, and accounting departments that need professional payment enforcement without expensive debt collection services. This workflow is particularly valuable for companies experiencing cash flow challenges due to late-paying clients. B2B service providers, software development agencies, consultancies, and freelancers managing multiple client invoices will benefit from automated, multi-channel payment reminders that maintain professional relationships while firmly enforcing payment terms. Whether you're tracking 5 high-value contracts or managing 200+ monthly invoices, this automation ensures no payment deadline slips through the cracks. It's especially useful for businesses operating internationally or using accounting systems without built-in reminder features. How Does It Work? This comprehensive invoice vindication automation consists of four main stages: Configuration & Company Details Setup Defines critical parameters including escalation timeframes (Days before Due Date for reminder, Days after Due Date for warning, Days after Due Date for Legal action), and toggles for notification channels (Send Email, Send Physical Letter). The workflow also captures complete company information for professional correspondence including banking details, tax identification numbers, and contact information. Invoice & Client Data Retrieval Connects to NocoDB to fetch all invoices with their associated client information. The workflow uses a Split in Batches node to process each invoice individually, retrieving complete client details (name, email, full address) from the linked Clients table. This two-step fetch ensures all necessary data is available for personalized communications. Intelligent Filtering & Categorization Invoices are filtered to remove already-paid invoices (checking both Invoice Status ≠ "Paid" and Payment Date = empty), then categorized into three escalation groups: Today/Upcoming Invoices**: Due date is today OR X days away → Sends friendly payment reminder Overdue for Warning**: Exactly Y days past due date → Sends formal warning about potential legal action Overdue for Legal Notice**: Exactly Z days past due date → Sends notice of commenced legal proceedings Multi-Channel Notification Dispatch For each escalation level, the workflow generates professionally formatted HTML content with complete invoice details, payment instructions, and appropriate urgency levels. Notifications are dispatched via: Email** (Gmail): Professional HTML emails with company branding Physical Mail** (PostGrid): Printed letters delivered via postal service for serious escalations Slack**: Internal team notifications for tracking sent reminders Each notification includes invoice number, amounts, due dates, payment details (bank account, SWIFT code), and clear call-to-action based on escalation level. How To Set It Up? Prerequisites: An active N8N account or self-hosted instance A NocoDB instance (hosted at your domain or using NocoDB Cloud) A Slack workspace with bot permissions (Optional) Gmail account configured for sending emails (Optional) PostGrid account for physical mail delivery Step 1: Create NocoDB Tables Execute the "Create Tables" manual trigger to automatically create two tables in your NocoDB base: Invoices Table with fields: Invoice Id (SingleLineText) Amount (Currency, PLN) Issue Date (Date) Due Date (Date) Invoice Status (SingleSelect: Unpaid, Partial, Paid, Overdue) Vindication Status (SingleSelect: None, Reminder Sent, Warning Sent, Legal Notice Sent) Reminder Sent Date, Warning Sent Date, Legal Notice Sent Date (Date fields) Payment Date (Date) Clients Table with fields: Name (SingleLineText) Email (Email) Country Code, Province, City, Postal Code, Address (SingleLineText) The workflow automatically creates a one-to-many relationship between Clients and Invoices. Step 2: Configure NocoDB Connection In the "NocoDB Config" node: Base ID**: Your NocoDB base identifier (e.g., pksfpoc943gwhvy) NocoDB Url**: Your NocoDB instance URL (e.g., https://noco.sbyte.eu/) Update all NocoDB credentials to point to your instance using the "NocoDB Token" authentication. Step 3: Set Escalation Timing In the "Config" node, configure: Days before Due Date for reminder**: How early to send friendly reminders (default: 7 days before) Days after Due Date for warning**: When to escalate to formal warning (default: 7 days overdue) Days after Due Date for Legal action**: When to send legal notices (default: 10 days overdue) Critical: Ensure "Days after Due Date for Legal action" > "Days after Due Date for warning" to maintain proper escalation sequence. Setting legal action earlier than warning will confuse clients. Step 4: Configure Notification Channels In the "Config" node: Send Email**: Toggle to enable/disable Gmail notifications Send Physical Letter**: Toggle to enable/disable PostGrid physical mail Step 5: Add Your Company Details In the "Your Company Details" node, provide: Company Name, Email, Phone Full address (Country Code, City, Street, Postal Code) Banking information (Bank Name, Bank Account Number, SWIFT Code) Tax Identification Number (TIN) This information appears in all correspondence and legal notices. Step 6: Configure Credentials Set up the following credentials: NocoDB API Token**: From your NocoDB account settings Gmail OAuth2**: For email delivery (if Send Email = true) PostGrid API**: For physical letter delivery (if Send Physical Letter = true) Slack OAuth2**: For internal team notifications Step 7: Customize Slack Channel In the "Send a message" node, update the Slack channel ID to your desired notification channel. Step 8: Schedule Execution The workflow runs automatically daily at 7:00 AM via the "Run daily" trigger node. Adjust timing in the Schedule Trigger node as needed. For testing, execute manually using the "Execute workflow" button. What's More? Professional HTML Email Templates: Three distinct HTML email templates provide escalating urgency levels while maintaining professional communication standards. Each template includes: Company branding and letterhead Clear invoice details with formatting Payment instructions with bank details Appropriate tone for escalation level (friendly → formal → legal) Contact information for questions Smart Date Calculations: The workflow uses N8N's DateTime functions to calculate: Days until due date for upcoming invoices Days overdue for late payments Exact matching for escalation thresholds (uses equals operator, not ranges) This ensures invoices are processed exactly once at each escalation stage, preventing duplicate notifications. Flexible Data Model: The NocoDB schema supports tracking: Multiple vindication stages with dedicated date fields Invoice status progression (Unpaid → Partial → Overdue → Paid) Vindication status history (None → Reminder Sent → Warning Sent → Legal Notice Sent) Payment reconciliation via Payment Date field Multi-Format Address Handling: The workflow correctly formats addresses for: Email recipients (standard format) PostGrid API (structured JSON with country codes, provinces, postal codes) HTML templates (human-readable format) Batch Processing with Error Isolation: The Split in Batches node processes invoices individually, ensuring one failed notification (e.g., invalid email address) doesn't block processing of remaining invoices. Each invoice proceeds through the workflow independently. Conditional Notification Routing: IF nodes check configuration flags before sending notifications, allowing granular control: Send only emails for low-cost operations Send only physical letters for serious escalations Send both for maximum impact Disable specific channels temporarily without modifying workflow Slack Notification Intelligence: Slack messages include structured blocks showing: Email subject (escalation type) Invoice number and amount Contractor name Days overdue calculation Payment deadline and issue date This provides at-a-glance visibility into which invoices triggered notifications and why. Table Creation Automation: Rather than requiring manual NocoDB table setup, the workflow includes HTTP Request nodes that programmatically create tables with exact field types, validation rules, and relationships using NocoDB's Meta API. This ensures consistent schema across deployments and eliminates manual configuration errors. Currency Support: While defaulting to PLN (Polish Złoty), the Amount field uses NocoDB's Currency type, which can be easily changed to EUR, USD, GBP, or 150+ other currencies via the table schema without modifying workflow logic. Thank You, Perfect! Visit my profile for other free business automations. And if you're looking for dedicated software development or custom n8n workflow solutions, don't hesitate to reach out at [email protected] or on sailingbyte.com!

This workflow provides a mechanism for using AI transcribed voice notes using Voicenotes AI and then running them into an AI agent as prompts. On the "collection" end of the workflow, we gather the output (with the recorded prompt) and do two things: 1) It is saved into NocoDB as a new row on a database table recording AI outputs and prompts. 2) The prompt gets sent to an AI agent and the output gets returned to the user's email Who Is It For? If you like using voice AI tools to write detailed prompts for AI, then this workflow helps to remove the points of friction in getting from A to B! How Does It Work? Simply tag your voice note in Voicenotes with your preferred tag (I'm using 'prompt'). Then, provide the N8N webhook as the URL for a webhook that will trigger whenever a new note is created with this tag (and this tag only). Now, whenever you wish to use a voice note as a prompt, just add the 'tag.' This will trigger the webhook which, in turn, will trigger this workflow - sending the prompt to an AI agent of your choosing (configure within the workflow) and then saving the output into a database and returning it by email. Note: The AI agent system prompt is written to define a structured output to provide Gmail-safe HTML. This is thin injected into a template. You can use a Google Group to gather together the output runs or just receive them at your main address (if you don't use Gmail, just swap out for any other email node or your preferred delivery channel). How To Set It Up You'll need a Voicenotes account in order to use the service! Once you have one, you'll next want to create the tag and the webhook. In N8N, create your webhook node and then provide that to Voicenotes: Create a note. Then assign it a new tag: "Prompts" (or as you prefer). The webhook is matched to the tag. Requirements Voicenotes AI account Customisation The delivery mechanism can be customized to your preferences. If you're not a Google user, substitute the template and sending mechanism for your preferred delivery provider You could for example collect the outputs to a Slack channel or Telegram bot. You may omit the collector in NocoDB or substitute it for another wiki or knowledge management platform such as Notion or Nuclino.