Work Smarter with AI Email Automation in n8n

Imagine this: Your inbox is flooded, and drafting replies feels never ending. Now, what if an AI assistant could handle incoming emails, generate structured replies and leave them ready in your Gmail drafts all automatically?

That’s the power of AI-driven email automation using n8n. This workflow transforms email chaos into calm, structured responses, ready to send. Whether it’s handling support tickets, client inquiries or routine updates, this setup helps you scale without stress.

The mission? Eliminate the repetitive email drafting grind by automating:

• IMAP inbox scanning to detect new emails
• Email content analysis using a custom AI model (e.g., Llama)
• Structured, professional email generation
• Gmail draft creation for review or sending

Outcome: Faster replies, cleaner inboxes, and a tireless AI email assistant.

Manual email responses slow teams down and lead to inconsistency. Here's how automation changes the game:

• Speed: Instantly generate responses with zero delay
• Consistency: AI-generated drafts maintain brand tone and accuracy
• Availability: 24/7 processing—never miss an email
• Efficiency: Save hours every week on low-value work

Think of it like having a personal email assistant who’s fast, smart, and never tired.

Below is a breakdown of the automation process using n8n:

1. Check New Email (IMAP):

• Triggered when a new email arrives via IMAP
• Extract the subject, sender, and message body

2. Process Email with AI:

• The email body is sent to the Custom AI Model
• The AI (like Llama) analyzes the message and generates a draft response
• Ensures the tone and context are aligned to your needs

3. Prepare Email Content:

• The AI-generated content is formatted into a professional email
• Adds salutations, closings, and corrects formatting

4. Save as Gmail Draft:

• The final draft is pushed into Gmail using the Gmail API
• Stored in Drafts, ready for manual review or auto-send

Note: You can optionally log responses in Airtable or Google Sheets to improve AI output over time.

Checkout The workflow here 

1. n8n

• Purpose: Serves as the automation backbone, orchestrating the entire workflow.

2. IMAP Node

• Purpose: Monitors an email inbox and detects new incoming emails in real time.

3. Custom AI Model (e.g., Llama API)

• Purpose: Generates relevant email content based on the incoming email context.

4. Gmail API

• Purpose: Automatically creates and saves email drafts for review or later sending.

5. Airtable / Google Sheets (Optional)

• Purpose: Logs workflow events and metrics for tracking, analytics, and auditing.

Worried about expenses? Here’s a rough breakdown:

• n8n (Free - $20/month): Open-source version is free; cloud plans start low.
• Gmail API (Free): Most Gmail integrations are free unless using third-party platforms.
• OpenAI or Llama API (~$0.002 - $0.10 per task): Very cost-efficient for basic email generation.
• Developer Setup (One-time $100 - $500): If you need custom scripting or integrations.

This is perfect for:

• Customer Support Teams
• Sales and Pre-sales Assistants
• Freelancers and Consultants
• Virtual Assistant Tools
• HR and Interview Scheduling Teams

You don’t need to write every email manually anymore. Let AI handle the heavy lifting so you can focus on decisions, not drafts.

Ready to Deploy?:

• Connect Email → AI Model → Gmail
• Save Hours → Improve Consistency → Stay Ahead

Pro Tip: Start with a single mailbox and expand automation based on response quality.  

Ready to transform your business with our Workflow Automation Solutions with n8n? Contact Us  today to Leverage Our AI/ML Expertise.