Track Asset Warranty Deadlines with Google Sheets, Gmail, Todoist, Slack, and OpenAI

Google Sheets asset register → compute warranty days remaining → route by urgency to Slack / Todoist / Gmail alerts, with OpenAI drafting renewal negotiation emails for high-value assets

Who

Ops or admin staff managing device and license warranty deadlines

You get

Daily automated scan of asset register with tiered escalations and AI-drafted vendor negotiation emails for expensive items

You need

n8n · google-sheets · gmail · slack · todoist

Steps

1. Create the asset register

   Create a Google Sheet with columns: asset, owner_email, purchase_date, warranty_months, vendor, value, status. Populate with existing asset data; leave status blank or set to current state.

2. Connect credentials and select spreadsheet

   In n8n, add credentials for Google Sheets, Gmail, Slack, Todoist, and OpenAI (Chat Model). In both the Read Asset Register and Mark As Expired nodes, select the correct Google Sheets document and sheet, and confirm the asset column works as a unique matching key for updates. Set the Slack channel (e.g., #it-assets) and choose the Todoist project. Adjust the high-value threshold in the High-Value Asset? node if needed (default: 2000).

   Setup guidance · Editorial suggestion。Setup assistant checklist; confirm then activate workflow

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   Please confirm the following before activating:
   - Google Sheet has columns: asset, owner_email, purchase_date, warranty_months, vendor, value, status
   - Credentials added: Google Sheets, Gmail, Slack, Todoist, OpenAI Chat Model
   - Read Asset Register and Mark As Expired nodes point to the same document and sheet
   - asset column is a unique key
   - Slack channel and Todoist project are specified
   - High-value threshold adjusted as needed (default 2000)

3. Compute days left

   After the daily 08:30 trigger, the workflow reads all assets from Google Sheets. The Compute Days Left node uses JavaScript to calculate: expiryDate = purchase_date + warranty_months; daysLeft = days from today to expiry. Records with status 'warranty expired' are filtered out.

   Execution prompt · Source text。Compute Days Left node JS Code field

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   // Expiry date = purchase_date + warranty_months; compute days left for each asset
   const today = new Date();
   today.setHours(0, 0, 0, 0);
   
   return $input.all()
     .map(item => {
       const row = item.json;
       const purchase = new Date(row.purchase_date);
       const months = Number(row.warranty_months) || 0;
       const expiry = new Date(purchase);
       expiry.setMonth(expiry.getMonth() + months);
       const daysLeft = Math.floor((expiry - today) / 864e5);
   
       return {
         json: {
           ...row,
           value: Number(row.value) || 0,
           expiryDate: expiry.toISOString().slice(0, 10),
           daysLeft: isNaN(daysLeft) ? null : daysLeft
         }
       };
     })
     .filter(item => item.json.daysLeft !== null && item.json.status !== 'warranty expired');

4. Route by urgency

   The Route By Urgency (Switch) node branches by daysLeft: < 0 to Expired, 0–7 to 7 Days, 8–30 to 30 Days. Assets with more than 30 days remaining exit without further action.

   Execution prompt · Editorial suggestion。Route By Urgency node Rules configuration

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   Switch node with three rules:
   1. Expired: daysLeft < 0
   2. 7 Days: daysLeft <= 7
   3. 30 Days: daysLeft <= 30

5. Urgent alert: Slack + Todoist

   For assets expiring within 7 days, post an urgent message to the configured Slack channel with asset name, vendor, expiry date, and owner. Then create a Todoist task due on the warranty expiry date, with a description reminding to check asset condition and file claims before expiry.

   Execution prompt · Source text。Urgent Slack Alert node Text field

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   =*Warranty expires in {{ $json.daysLeft }} day(s)!*
   
   • Asset: *{{ $json.asset }}* (value: {{ $json.value }})
   • Vendor: {{ $json.vendor }}
   • Expiry: {{ $json.expiryDate }}
   • Owner: {{ $json.owner_email }}
   
   Last chance to file claims or extend — a Todoist task with the deadline was just created.

   Execution prompt · Source text。Create Deadline Task node Content field

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   =Warranty deadline: {{ $json.asset }} ({{ $json.vendor }}) expires {{ $json.expiryDate }}

6. Warning email: ask owner to decide

   For assets expiring within 30 days, send a Gmail message to owner_email stating the warranty is about to expire and asking them to reply with EXTEND, REPLACE, or LAPSE. The email includes asset details, vendor, expiry date, and book value.

   Execution prompt · Source text。Owner Decision Email node Message field

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   =Hi,
   
   The warranty for an asset you own expires in <b>{{ $json.daysLeft }} days</b>:
   
   <ul><li>Asset: <b>{{ $json.asset }}</b></li><li>Vendor: {{ $json.vendor }}</li><li>Expiry: {{ $json.expiryDate }}</li><li>Book value: {{ $json.value }}</li></ul>
   
   Please decide this week and reply with one of:
   <b>EXTEND</b> (we'll contact the vendor) · <b>REPLACE</b> (we'll start procurement) · <b>LAPSE</b> (asset is fine to run without warranty)
   
   Thanks!
   Asset Guardian 🤖

7. High-value asset: AI drafts renewal negotiation email

   For 30-day warnings where value >= 2000, the High-Value Asset? (IF) node passes matching items to the Draft Negotiation Email (LLM Chain) node, which calls gpt-4o-mini to draft a vendor warranty-extension negotiation email. Requirements: max 160 words, plain text, professional but warm; ask for extension quote and mention comparing against replacement; ask for multi-year pricing; leave [NAME] placeholders. The result is saved as a Gmail draft for human review before sending.

   Execution prompt · Source text。Draft Negotiation Email node Text field (LLM Chain user prompt)

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   =Draft a warranty-extension negotiation email to a vendor.
   
   Context:
   - Asset: {{ $json.asset }}
   - Vendor: {{ $json.vendor }}
   - Current warranty ends: {{ $json.expiryDate }}
   - Asset book value: {{ $json.value }}
   
   Rules:
   - Max 160 words, plain text, professional but warm
   - Ask for an extension quote AND mention we're comparing against replacing the asset (real leverage, no bluffing)
   - Ask for multi-year pricing options
   - Leave [NAME] placeholders for the sender's signature
   
   Return only the email body.

   Execution prompt · Source text。Draft Negotiation Email node System Message field

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   You are a procurement specialist who writes short, effective vendor negotiation emails.

Set up and activate this n8n workflow:
1. Prepare a Google Sheet with columns: asset, owner_email, purchase_date, warranty_months, vendor, value, status
2. Add n8n credentials for Google Sheets, Gmail, Slack, Todoist, and OpenAI
3. Select the spreadsheet and confirm asset column is a unique key
4. Set Slack channel and Todoist project
5. Adjust high-value threshold if needed (default 2000)
6. Activate; runs daily at 08:30

After setup, test with sample data across all branches: expired update, 7-day Slack+Todoist, 30-day email, high-value negotiation draft.