Generate overdue lead follow-up Gmail drafts with Google Sheets and Gemini

Automatically identifies overdue sales leads and generates personalized follow-up emails using AI.

How it works

Runs every weekday Reads leads from Google Sheets Filters leads with no contact for 5+ days Downloads last meeting transcript from Google Drive Uses Google Gemini to write a personalized email Saves the email as a Gmail Draft for review Updates lead status in the Sheet

Setup

Google Sheets with columns: Current Status, Last Contact, Name, Company, Email, Meeting Transcript, Sales Rep Google Drive access for transcript files Google Gemini API key (free from Google AI Studio) Gmail account Slack workspace

Supported file types

PDF TXT

Notes

Emails are saved as drafts only — not sent automatically Supported lead statuses: New Skips leads with status: Draft Created, Sent, Closed

Inspiration

This workflow was built to solve a real problem at an educational institute. The sales team needed someone to remind them about follow-ups and draft personalized emails — but hiring a personal assistant wasn't financially feasible.

Based on that, this system acts as that assistant: it tracks overdue leads, reads meeting transcripts, and writes personalized follow-up emails automatically.

I kept this stack free where possible — using Google Gemini's free tier for AI. For small sales teams, I believe the daily token limits are more than sufficient, making this a zero-cost automation.