Automate Client Email Replies with AI — Powered by n8n, OpenAI & Pinecone

Responding to emails manually slows you down, leads to inconsistent messaging, and drains your focus from high-leverage work.

This automation gives you a full-stack system for receiving client questions by email and instantly responding with professional, accurate, and on-brand HTML replies — generated by AI, based only on your internal knowledge and brand brief.

No copy-pasting. No guesswork. Just high-quality answers, sent automatically.

✅ What’s Included

This n8n workflow:

• Listens for new emails via Gmail
• Understands the user’s message using GPT
• Searches your internal documentation (Docs, Sheets, PDFs) using OpenAI embeddings and Pinecone
• Loads your Brand Brief from Google Docs or Notion
• Generates full HTML-formatted replies that match your brand voice
• Sends responses directly via Gmail
• Modular structure with subflows for embedding, retrieval, and brand context
• Optional logging and extension for CRM or database syncing

🧠 Who It’s For

• Solo founders who want to reply like a team
• Agencies handling client communication at scale
• SaaS & service providers automating pre-sales and support
• Teams building AI-first communication systems
• Anyone tired of repetitive email replies

💡 Why It Works

This isn’t a chatbot. It’s a retrieval-augmented generation system (RAG) that uses your own documentation to fuel its answers. Every message is grounded in your actual offer, brand voice, and client data.

The result? Instant replies that sound human — and stay 100% accurate to your business.

Once connected, it runs fully on autopilot. Just drop in your docs and go.

⚙️ What You Need

• n8n (Cloud or Self-hosted)
• Google Drive (to store docs/brief)
• Gmail account (OAuth2)
• OpenAI API key
• Pinecone account (free tier is enough)
• Optional: Notion API key (if you prefer storing brand brief in Notion)

📦 What You’ll Get

• Ready-to-use .json workflow files (Step 1, Step 2, Step 3)
• Setup checklist with placeholder mapping
• PDF + Markdown documentation (setup, API keys, workflow logic)
• Brand Brief template (Notion & Google Docs versions)
• Embedding & vector store setup guide
• Final AI responder with HTML output and Gmail integration

💰 Return on Investment

• Ensure 100% brand consistency in every response
• Never leave a lead or client waiting
• Cut down on team workload without cutting quality
• Scale your inbox, not your headcount

Ready to put your inbox on autopilot?