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Run pest control jobs with guaranteed callbacks using Google Sheets, Gmail, Telegram, and DeepSeek

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Created by: Khaisa Studio || khaisastudio
Khaisa Studio

Last update

Last update 2 days ago

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A pest control request usually arrives as a half filled form, and the quote, the guarantee check and the follow up visit get rebuilt by hand every time. This workflow spots free re-treatments inside the guarantee window, prices new jobs from your own catalog, has DeepSeek write a checked plan email, enrolls recurring customers in your Plans tab, and chases due visits until someone books or the office calls.

Last updated: November 2026.

Quick Overview

A hosted form collects the customer, site, pest, service type and property size. Incomplete requests go to the office. Repeat requests for the same pest inside the catalog guarantee window become a logged callback with a no-charge confirmation, not a new quote. New jobs are priced in code from the Catalog tab, DeepSeek drafts the email, and a Code check holds weak drafts or any email quoting a different price for the office. Sent confirmations are tracked with the Gmail message id, failed sends alert the office, high urgency pests go to Telegram, and quarterly or monthly plans are added to Plans with a next due date. A daily sweep reminds due customers every three days and asks the office to call when emails stop working.

How it works

  1. The form captures name, email, phone, site address, pest type, service type, property size and notes. Normalize Request adds a request id and defaults.
  2. Missing name, email or pest type emails the office and raises a Telegram alert.
  3. Check Guarantee Window reads Requests and looks for the same email and pest within that job's guarantee_days. A match is logged to Callbacks, the customer is told the visit is covered, and the office gets a Telegram note.
  4. New jobs are matched to the Catalog tab and priced by property size and plan factor. Unknown pests go to the office as a manual review.
  5. DeepSeek writes the subject, body and an internal plan note. Check Plan Email Quality checks length, the plan note and that any price in the email equals the quoted total.
  6. Failing drafts are logged to Requests as held for review and emailed to the office. Nothing goes to the customer.
  7. Passing drafts are logged and emailed with retries. Mark Confirmation Sent upserts the Requests row with status and message id. A failed send alerts the office on Telegram.
  8. High urgency pests trigger a Telegram alert. Quarterly and monthly plans are upserted into Plans with a next due date 90 or 30 days out.
  9. Every morning at 07:00 active plans that are due are routed by stage. Customers get an email at most every three days. After two emails and 14 days late, the office gets a call request instead. Each touch updates reminder_count and last_reminded_at.
  10. Every Monday a DeepSeek digest summarizes requests, urgent jobs, quoted value and top pest for the owner.

Setup

  1. Connect Google Sheets with Catalog, Requests, Plans and Callbacks tabs. Add status, confirmation_message_id and confirmed_at to Requests, and reminder_count, last_reminded_at and last_reminder_stage to Plans.
  2. Fill Catalog with pest_type, category, base_price, prep_instructions, retreat_days and urgency. retreat_days also sets the guarantee window.
  3. Connect Gmail and a Telegram bot, and replace [email protected] and chat id 123456789.
  4. Add an OpenAI-compatible credential for DeepSeek on both model nodes.
  5. When a visit is done, set next_due_date in Plans so reminders reset.

Quick Answers

What happens when a customer reports the same pest again?
If the last request for that pest is inside its guarantee_days, the workflow logs a callback, tells the customer the visit is covered and alerts the office. No new quote is created.

Can the AI change the price?
No. Price is computed in code from Catalog. The quality check holds any email that mentions a price other than the quoted total.

How often are customers reminded?
At most once every three days while a plan is due. After two emails and more than 14 days late, the office gets a Telegram call request instead.

How do recurring customers get into Plans?
Quarterly and monthly requests are upserted into Plans by email with status active and a next due date 90 or 30 days out.

Additional info

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