Generate & Send Spare Parts Price Quotes with Gmail, Sheets and Gemini AI

Who's it for

This workflow is perfect for sales teams, customer service departments, and businesses that frequently handle spare parts inquiries via email. It's especially valuable for companies managing multiple products with complex pricing structures who want to automate their quotation process while maintaining professional, multilingual communication.

What it does

This workflow:

Monitors your Gmail inbox** for incoming spare parts requests
Automatically generates professional HTML price quotes** in the sender's language
Sends personalized replies**
Uses AI to detect the email language (supports Turkish, English, German, and more)
Extracts project or part codes**
Fetches pricing data from Google Sheets**
Calculates totals accurately**
Formats everything** into a clean, professional quote that matches your brand

How it works

Schedule Trigger runs every minutes to check for new emails
Gmail node fetches the latest unread email
Keyword detection filters for spare parts-related terms in multiple languages
AI Agent processes the request by:
Detecting the email's language
Extracting project/part codes
Querying three Google Sheets: CRM, Bill of Materials, Pricing
Calculating line totals and grand total
Generating a professional HTML quote in the sender's language
Gmail reply sends the quote and marks the original email as read

Requirements

n8n self-hosted or cloud instance
Gmail account with OAuth2 authentication
Google Sheets with proper structure (3 sheets for CRM, BoM, and Pricing data)
Google Gemini API key for AI processing
Basic understanding of Google Cloud Console for OAuth setup

How to set up

Import the workflow into your n8n instance
Create three Google Sheets with the following column structure:

CRM Sheet: Email, ProjectCode, CustomerName
Bill of Materials: ProjectCode, PartCode, PartDescription, Quantity
Pricing Sheet: PartCode, UnitPriceEUR, PartDescription

Configure credentials: Set up Gmail OAuth2 in Google Cloud Console
Configure Google Sheets OAuth2 (can use same project)
Get your Google Gemini API key from Google AI Studio

Update the workflow: Replace placeholder Sheet IDs in the CRM, BoM, and Pricing nodes
Adjust company name in the AI Agent’s system message
Modify keyword detection if needed

Test with a sample email before activating

How to customize the workflow

Add more languages**: Update the keyword detection node with additional terms
Modify the quote template**: Edit the HTML in the AI Agent's message to match your branding
Change data sources**: Replace Google Sheets with PostgreSQL or MySQL nodes
Add approval steps**: Insert a manual approval node for quotes above a certain value
Include attachments**: Add PDF or product spec file nodes
Enhance notifications**: Add Slack or Teams notifications after quote is sent
Implement follow-ups**: Create a separate workflow for reminder emails

This template provides a solid foundation for automating your quotation process, while staying flexible to fit your specific business needs.

Feel free to contact me for further implementation guidelines: LinkedIn: Berke