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Follow up AutoCount quotations and create invoices with Gmail and GPT-4o

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Created by: John Yang || johnyang
John Yang

Last update

Last update 21 hours ago

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Quick overview

This workflow follows up every new AutoCount quotation with AI-written Gmail emails, reads the customer's reply with OpenAI, and acts on it: accepted quotes are marked won and turned into sales invoices, declined quotes are marked lost, and questions go to sales on Slack.

How it works

  1. Every hour the AutoCount trigger picks up new quotations and starts tracking each one in an n8n Data Table, with the customer's email and the first follow-up date.
  2. Every weekday at 10am the workflow gets the quotes due a follow-up and re-checks each one in AutoCount. Quotes that are no longer pending or have been cancelled stop being tracked.
  3. For quotes still pending, OpenAI writes a short, personal follow-up that mentions the quoted items, and Gmail sends it with the quotation number in the subject. The next follow-up date is saved, and tracking stops after the maximum number of follow-ups (three by default).
  4. When a new email arrives, its subject is matched to a tracked quotation. It is only acted on if it comes from the customer's email address on file in AutoCount; replies from anyone else are flagged to sales on Slack and nothing is changed.
  5. OpenAI reads the reply and labels it accepted, declined or question, with a short summary. Only labels with high confidence trigger an automatic action, and the reply is passed to the AI as data, so instructions written in an email are ignored.
  6. Accepted: the quotation is marked Success in AutoCount, a sales invoice is created from the quotation lines (prices always come from AutoCount, never from the email), the customer gets a thank-you reply and sales is told on Slack. Declined: the quotation is marked Lost with the reason and sales is told on Slack.
  7. Questions or unclear replies go to sales on Slack with the AI summary, and follow-ups for that quote are paused. Each customer reply is logged in the Data Table and the email is marked as read in Gmail.

Setup

  1. Add the AutoCount node. On n8n Cloud it is a verified community node: search "AutoCount" in the nodes panel (an admin may need to turn on Verified community nodes). On self-hosted n8n, go to Settings → Community Nodes → Install and enter n8n-nodes-autocount.
  2. In AutoCount Cloud Accounting, open your company and note the Account Book ID (the number after the domain in the address bar). Then click the gear icon → Find Your Key ID & API Key → Create API Key. Create an "AutoCount Cloud Accounting API" credential in n8n with these three values and select it on every AutoCount node.
  3. Create an n8n Data Table named "AutoCount quote follow-ups" with the columns quoteNo, customerCode, customerName, email, status, lastAction (text), total, stage (number) and nextFollowUp (date), and select it in the Data Table nodes.
  4. Add an OpenAI credential on Writing model and Reading model.
  5. Connect Gmail on Customer replied, Send follow-up, Thank the customer and Mark email as read. Connect Slack on the four Slack nodes and choose your sales channel.
  6. Fill in Settings: company name, sender name, the sales account for invoice lines, days before the first follow-up, days between follow-ups, maximum follow-ups and whether to create invoices automatically.
  7. Make sure each customer in AutoCount has an email address, create a test quotation addressed to your own email, reply to the follow-up, and check the result before activating.

Requirements

  • AutoCount Cloud Accounting account with API access (Account Book ID, Key ID and API Key)
  • The verified AutoCount community node (n8n-nodes-autocount)
  • OpenAI API key
  • Gmail account for sending follow-ups and reading replies
  • Slack workspace for sales alerts
  • n8n Data Tables (available on n8n Cloud and recent self-hosted versions)

Customization

  • Change the tone or language of the follow-ups in Draft follow-up, for example Malay or Chinese for certain customers.
  • Change how soon and how often follow-ups go out, and how many, in Settings.
  • Set autoInvoice to false so sales raises the invoice themselves after a won quote.
  • Create a deposit invoice for a percentage of the quote instead of the full amount.
  • Also update the deal in HubSpot, Pipedrive or Google Sheets when a quote is won or lost.

Additional info

The workflow only reads replies whose subject contains the quotation number, so keep the subject when replying.

Need help or want to customize this? Contact us via [email protected] or visit our site at framworq.com.