Send scheduled quote follow-up emails with Gmail and Google Sheets

Quick Overview

This workflow runs daily to read open quotes from Google Sheets, calculates how many days have passed since each quote was sent, and sends the appropriate 3-, 7-, or 14-day follow-up email via Gmail, then writes a sent date back to the sheet to prevent duplicates.

How it works

1. Runs every day at 9am on a schedule trigger.
2. Loads your business details, follow-up day offsets, and email subject/body templates from a preset configuration.
3. Reads all quote rows from a Google Sheets spreadsheet.
4. Keeps only quotes with status set to open, calculates days since sent_date, and selects the next due follow-up (day 3, 7, or 14) that has not been sent yet.
5. Sends a plain-text follow-up email through Gmail to each due quote’s customer using the filled template.
6. Updates the matching Google Sheets row (by quote_id) to stamp the corresponding followup_1, followup_2, or followup_3 column with today’s date.

Setup

1. Add Google Sheets credentials, select the target spreadsheet and sheet in both Google Sheets steps (read and update).
2. Add Gmail credentials for the mailbox you want to send follow-ups from.
3. Create a quotes sheet with headers quote_id, customer_name, customer_email, quote_amount, sent_date, status, followup_1, followup_2, followup_3, using sent_date in YYYY-MM-DD format and status set to open/won/lost.
4. Update the business details, day offsets (3/7/14), and email templates in the settings step to match your process and wording.