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Send cleaning job confirmations and follow-ups with Google Sheets, Gmail, Telegram, and GPT-4o-mini

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Created by: Khaisa Studio || khaisastudio
Khaisa Studio

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Last update a day ago

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Cleaning jobs that confirm themselves. A booking lands on a webhook, the workflow logs it to Google Sheets, writes a warm confirmation with the date, time, service and assigned cleaner, emails the client, and tells the owner on Telegram whether the booking looks like a one-time clean worth a recurring offer. Missing details go to an error path instead of turning into junk email.

Last updated: November 2026.

Quick Overview

Bookings arrive on a webhook, get a job id and a scheduled status, and are appended to a CleanJobs tab in Google Sheets once the client email and cleaning date check out. An AI agent on GPT-6.1-sol writes a short confirmation naming the date, time, service and cleaner, and flags one-time cleans that could become recurring. Gmail sends it, every send is logged to a CleanLog tab, and a Telegram message tells the owner about the job and the upsell flag. Two more webhooks run the morning reminders and the evening feedback requests, logging each send and reporting back to the owner.

How it works

  1. Receives a booking on a POST webhook (clean/job) with client name, email, cleaning date, start time, service type, cleaner and address.
  2. Builds a job id and a scheduled status with received_at and last_updated timestamps.
  3. Checks the booking: the client email and cleaning date must be present. Anything missing is not logged, and the owner gets a Telegram alert plus a Gmail notice with the values that arrived.
  4. Appends the valid job to the CleanJobs tab.
  5. Asks an AI agent for one confirmation under 55 words naming the date, time, service and cleaner, and sets an upsell flag for one-time cleans such as deep, move out or post event work.
  6. Parses the reply with a plain fallback, emails the client through Gmail and appends a log row with the channel, subject and send time.
  7. Posts a Telegram alert to the owner when the upsell flag is true.
  8. The morning webhook (clean/test-morning) emails a reminder to every job dated today that is not done and logs each send. The evening webhook (clean/test-evening) sends a 1-5 rating request to the jobs marked done today. Both report the count to the owner, or say there was nothing to send.

Setup

  1. Connect Google Sheets and point the four sheet nodes at one spreadsheet with a CleanJobs tab and a CleanLog tab.
  2. Create the CleanJobs columns the read nodes expect: job id, client name and email, cleaning date, start time, service type, cleaner, address, notes, status and timestamps.
  3. Connect Gmail for the confirmation, reminder and feedback emails.
  4. Connect Telegram and replace the placeholder chat id in the owner alert nodes with your own chat.
  5. Add an OpenAI credential on the Clean Model node, which ships with a low temperature for steadier wording.
  6. Call clean/test-morning and clean/test-evening from your scheduler, or put a Schedule Trigger in front of each branch.
  7. Keep the status column current (scheduled, done), because the evening run only picks rows marked done today.

Quick Answers

What happens when a booking arrives without the client email or the cleaning date?
It is not written to the sheet. The owner gets a Telegram alert naming the problem and a Gmail notice with the posted values, so the intake form or payload can be fixed.

How does the owner learn that a one-time clean could become recurring?
The agent returns an upsell flag for one-time services, and the Telegram alert for the new job carries that flag next to the client, date, time and cleaner.

Who gets the morning reminder?
Every job dated today that is not marked done. Each client gets an email with the time, service and cleaner, every send is logged, and the owner receives the count or an all clear.

What triggers the evening feedback request?
The evening webhook reads the jobs dated today with status done, emails each client a 1-5 rating request with room for notes, and logs each request before the owner gets the total.

Additional info

Built with n8n. Need an assessment on your business? Feel free to reach out at https://khmuhtadin.com/consultation/