Smart Email-to-Todoist Task Automation Using N8N + OpenAI
In this project, I designed a fully automated workflow using N8N, Gmail, Todoist, and OpenAI, aimed at turning important emails into actionable tasks — without any manual effort. This system helps users stay organized, reduce inbox overwhelm, and never miss a follow-up.
Categories
Client
Ethan Cole
Project Title
What It Does
Monitors your Gmail inbox for new starred or unread messages.
Reads and analyzes emails using OpenAI, summarizing the content and detecting whether a response is needed.
Automatically creates a new task in Todoist when action is required, including the summarized content and context.
Closes completed tasks if the related email was manually marked as read or responded to.
Ensures no duplicate tasks are created by checking if a task with the same subject already exists.
Tools & Technologies Used
N8N for visual workflow automation
Gmail IMAP & Gmail API for email parsing
OpenAI (GPT model) for natural language understanding and summarization
Todoist API for dynamic task creation and management
Custom filters and logic to check task status and response completeness
Key Benefits for Clients
Converts chaotic inboxes into clean, actionable to-do lists
Saves hours of manual tracking, sorting, and copy-pasting
Ensures important emails are never missed or forgotten
Scalable and customizable for teams or solo professionals
Uses AI to interpret email intent, not just keywords
Use Case Scenarios
Busy professionals who receive dozens of task-related emails daily
Agencies managing client communication
Sales or support teams tracking follow-ups
Executives who need a smarter, AI-powered assistant
Lets Work Together
The digital world is moving fast — and it’s changing everything.
The way we connect, the way we learn, and especially the way we grow our businesses. At Lawrence Consults, we believe you shouldn’t get left behind or overwhelmed by all the tech. We’re here to help you cut through the noise, simplify your systems, and unlock real growth through smart, human-focused digital strategies.
