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Automate Gmail Tasks with Gemini AI Assistant and Contact Management

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Created by: Rakin Jakaria || rakinjakaria

Rakin Jakaria

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Last update 6 days ago

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Use cases are many: Automate Gmail tasks such as sending, replying, labeling, deleting, and fetching emails — all with AI assistance. Perfect for YouTubers managing viewer emails, sales teams handling inquiries, freelancers responding to client requests, or professionals keeping their inbox organized.

Good to know

At time of writing, each Gemini request is billed per token. See Gemini Pricing for updated details.
The workflow uses Gmail labels (e.g., youtube-viewers, sales-inquiry, meeting-request, potential-clients, collaboration-requests) for classification — make sure these exist in your Gmail account.

How it works

  • Chat Trigger: You interact with the agent via a chat interface (webhook).
  • AI Agent: Gemini-powered assistant interprets your instructions (send, reply, label, delete, fetch emails).
  • Email Actions: Based on your request, the assistant uses Gmail tools to act on emails (Send, Reply, Label, Delete, Get Many).
  • Contact Lookup: If only a name is provided, the agent checks Google Sheets for the matching email address. If not found, it prompts you to add it.
  • Memory: A buffer memory stores chat context so the assistant can maintain continuity across multiple interactions.
  • Labeling: Emails can be auto-labeled for better organization (e.g., client inquiries, meeting requests).

How to use

  • Send commands like:
    “Reply to John’s email with a follow-up about the project.”
    “Label Sarah’s email as potential-client.”
    “Delete the latest spam email.”
  • The Gmail Agent will handle the request instantly and keep everything logged properly.

Requirements

  • Gmail account connected with OAuth2 credentials
  • Google Gemini API key for AI processing
  • Google Sheets for contact management
  • Pre-created Gmail labels for organization

Customising this workflow

  • Add new Gmail labels for your workflow (e.g., Invoices, Support Tickets).
  • Connect to a CRM (e.g., HubSpot, Notion, or Airtable) for syncing email data.
  • Enhance AI replies with dynamic templates stored in Google Sheets.
  • Extend chat commands to include batch actions (e.g., “Archive all emails older than 30 days”).