# Triage RFQ emails and draft quote replies with Gmail: n8n workflow

> Started by an arriving email, and works across Gmail. It hands the judgement calls to OpenAI. 12 steps, 2 branches: a working afternoon to understand properly.

Source: https://millionrounds.com/workflow/triage-rfq-emails-and-draft-quote-replies-with-gmail (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Money admin](https://millionrounds.com/workflows?category=Money+admin#library)

# Triage RFQ emails and draft quote replies with Gmail

Started by an arriving email, and works across Gmail. It hands the judgement calls to OpenAI. 12 steps, 2 branches: a working afternoon to understand properly.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Ftriage-rfq-emails-and-draft-quote-replies-with-gmail)

**12 steps** Medium: a working afternoon

**2** Branches: places the flow splits

**0** Loops or waits

**1** Service it connects to

## The flow

Starts it 1 Model 2 Logic 6 Service 3

The steps in the order they run, from what starts it.

- 1 **New RFQ Email** Gmail trigger *Starts it*
- 2 **OpenAI Model** Lm Chat Open Ai *Model*
- 3 **Normalize Email** Set *Logic*
- 4 **Extract RFQ Fields** Information Extractor *Model*
- 5 **Has PDF Attachment?** If *Logic*
- 6 **Completeness Gate** Code *Logic*
- 7 **Extract PDF Text** Extract From File *Service*
- 8 **Use Email Text Only** Set *Logic*
- 9 **All Info Present?** If *Logic*
- 10 **Combine Email + PDF Text** Set *Logic*
- 11 **Draft Quote Skeleton** Gmail *Service*
- 12 **Draft Missing-Info Request** Gmail *Service*

## How it's built

- **Starts on:** An arriving email
- **Steps:** 12, with 2 branches
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Gmail account, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on an arriving email.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 12 steps is enough that you should read each one before running it.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 12 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Ftriage-rfq-emails-and-draft-quote-replies-with-gmail)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Gmail](https://millionrounds.com/workflows?service=Gmail#library)

## Workflows like it

Also money admin, with the same services where possible, closest in size first.

- [**AI auto-save Gmail receipts to Google Sheets + Google Drive** 12 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/ai-auto-save-gmail-receipts-to-google-sheets-google-drive)
- [**Automate employee trip expense processing with Jotform** 12 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/automate-employee-trip-expense-processing-with-jotform)
- [**Automate invoice processing & stock management with Gmail** 12 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/automate-invoice-processing-and-stock-management-with-gmail)
- [**Automated Invoice Flow Manager with OpenAI and Gmail** 12 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/automated-invoice-flow-manager-with-openai-and-gmail)
- [**Capture, classify, and log Gmail PDF invoices with Gemini** 12 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/capture-classify-and-log-gmail-pdf-invoices-with-gemini)
- [**Create invoices from Gmail labels with OpenAI and QuickBooks** 12 steps · calls a model · Gmail](https://millionrounds.com/workflow/create-invoices-from-gmail-labels-with-openai-and-quickbooks)