Business ops

Client Video Briefs Turned Into Priced Quotes, With Two Approvals Before Anything Goes Out: An n8n Workflow Where the AI Only Reads and Code Sets the Price

  • Level Intermediate
  • Setup1–3 hrs (estimated)
  • Evidence Some evidence
  • CostNot stated in source
  • No-codeNo
n8nSource-linked

What they did

An AI video business owner kept getting briefs with no deadline, length or budget, so quotes stalled. His n8n workflow reads each brief email, its PDF and up to three reference images, and an AI agent pulls out the number of videos, lengths, deadline, budget and extras. A code step, not the model, checks what's missing and saves a Gmail draft asking only for those details. A second code step prices the job from a rate card in Google Sheets (volume discount, rush fee, minimum order, deposit). He approves the price in Slack, then approves again before the PDF quote goes to the client. It also drafts a follow-up after 3 quiet days and posts a Monday report.

How it went

n8n community 'Built with n8n' post by the builder (Oct 29, 2026): Gmail trigger, OpenAI agent with structured output for extraction only, Code nodes decide completeness and price from a Google Sheets rate card, Slack Send and Wait approvals (price, then send), PDF saved to Google Drive, follow-up after 3 quiet days, Monday report. Not yet in the template library; no results numbers given

Worth knowing

  • n8n community 'Built with n8n' post by the builder (Oct 29, 2026): Gmail trigger, OpenAI agent with structured output for extraction only, Code nodes decide completeness and price from a Google Sheets rate card, Slack Send and Wait approvals (price, then send), PDF saved to Google Drive, follow-up after 3 quiet days, Monday report. Not yet in the template library; no results numbers given.

Prompt

Cleaned version rewritten from the source — not a direct quote.

When a client brief arrives by email at [inbox], read the email, any attached PDF and reference images, and pull out: number of deliverables, length of each, deadline, budget and extras. Don't decide anything else. Then check with fixed rules whether any required field is missing. If something is, save a reply draft in the same thread asking only for the missing details and log the brief as Needs Info in [sheet]. If it's complete, price it from the Rate Card tab in [sheet] (volume discount, rush fee, minimum order, deposit) using a formula, never your own estimate. Send me the price breakdown to approve, and only after a second approval send the PDF quote to the client. Draft a follow-up if the client hasn't replied in 3 days.

Recommended

Try it in Grok Bot

  1. Copy the prompt (button below).
  2. Open Grok Bot chat and paste it. Replace any [bracketed] placeholders.
  3. Connect the listed tools (Gmail, Google Sheets, Slack, Email) as connectors when Grok Bot asks.
  4. If the task repeats, ask: "Make this a daily routine."

Alternatives: the same prompt works in n8n, Claude, ChatGPT Agent, OpenClaw.

Set it up

Tools: Gmail, Google Sheets, Slack, Email · Stack: n8n

  1. Read the original source for full context.
  2. Connect the tools your agent needs.
  3. Paste the prompt and replace [bracketed] placeholders.
  4. Run once manually and check the output before scheduling it.

Generic suggested steps, not from the source.

Evidence

n8n community 'Built with n8n' post by the builder (Oct 29, 2026): Gmail trigger, OpenAI agent with structured output for extraction only, Code nodes decide completeness and price from a Google Sheets rate card, Slack Send and Wait approvals (price, then send), PDF saved to Google Drive, follow-up after 3 quiet days, Monday report. Not yet in the template library; no results numbers given

Source: Web · 2026-10-29 · Verified by us: not yet · Report broken or outdated

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