Send high-value quote emails with Orvanta approvals and Gmail

Quick overview

This workflow collects quote requests via an n8n Form, checks the quote amount against Orvanta guardrails for approval, and then sends an approved quote email to the customer using Gmail.

How it works

1. Receives a new quote request from an n8n Form submission with customer details, project, and amount.
2. Normalizes the form fields into a structured quote payload (customer, email, project, amount).
3. Sends the quote details to Orvanta to decide whether the email can be sent automatically or requires human approval.
4. If Orvanta allows it, proceeds immediately to sending the quote email via Gmail.
5. If Orvanta requires approval, waits for an Orvanta callback (up to 24 hours) and then checks whether the request was approved.
6. If approved, sends the quote email via Gmail; if declined or timed out, stops without sending.

Setup

1. Create an Orvanta account, configure guardrails/approval rules (including a threshold amount), and generate an agent/API key.
2. Add an HTTP Header Auth credential for the Orvanta request (Authorization: Bearer <your_key>) and attach it to the Orvanta HTTP request step.
3. Connect your Gmail credentials and confirm the email subject/body and recipient mapping match your desired quote email format.
4. If you want to use a different intake source than the n8n Form, replace the form trigger and ensure it supplies customer name, email, project, and amount.

Requirements

• A free Orvanta account (orvantahq.io)
• A Gmail account (or any email node)

Customization

• Swap Gmail for Outlook, Slack or your CRM to protect any other step
• Change the approval limit in Orvanta (e.g. "Over $5,000, I approve")
• Change the maximum wait time in the Wait node (default 24 hours)

Additional info

Works for any risky step, not only quotes: refunds, payments, customer replies, CRM updates. 30-second demo: https://orvantahq.io/demo