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Send multi-stage customer project emails from Google Sheets with Zoho ZeptoMail

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Created by: Panth1823 || panth1823
Panth1823

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Last update a day ago

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Keep your clients informed at every stage of their project without lifting a finger. This workflow runs daily from Google Sheets and automatically sends four timed emails a Day 3 progress update, a Day 5 near-completion nudge, a feedback request on project completion, and a post-delivery upsell all via Zoho ZeptoMail. Each email is logged back to the sheet so no message ever sends twice.

Who it's for

Service businesses (resume writing, LinkedIn optimization, design, freelance agencies) that manage client orders in a Google Sheet and want structured follow-up without a CRM.

How it works

  1. A Schedule Trigger fires daily at 9 AM and reads all rows from your Google Sheet
  2. Blank rows are filtered out; date variables are calculated dynamically
  3. Four parallel branches check independently whether each email type is due:
    • T+3 — progress update sent 3 days after the order date
    • T+5 — near-completion update sent at day 5 (only after T+3 is confirmed sent)
    • Feedback — sent once the project status is marked Completed
    • Upsell — sent ~3 days after feedback, offering premium add-ons
  4. Each qualifying row is looped one at a time, the email is sent via ZeptoMail, and the sheet is updated to prevent re-sends
  5. After the upsell sends, the row status is set to All Done — permanently stopping all further checks for that customer

Setup

  1. Connect your Google Sheets and Zoho ZeptoMail credentials in n8n
  2. Replace all YOUR_RESOURCE_ID_HERE placeholders in the Google Sheets nodes with your actual spreadsheet and sheet IDs
  3. Set your sender address in all four email nodes (YOUR_EMAIL_HERE)
  4. Update the feedback form link and booking link in the Feedback and Upsell email templates
  5. Ensure your sheet has these columns: Customer Name, Email, Project Type, Date Added, Status, T3_Email_Sent, T5_Email_Sent, Feedback_Email_Sent, Feedback_Email_Date, Upsell_Email_Sent, original_subject

Requirements

  • Self-hosted n8n instance (community node required)
  • Community node: n8n-nodes-zohozeptomail
  • Active Zoho ZeptoMail account with a configured mail agent