Send client recap emails after Fireflies meetings using GPT-4o-mini, Gmail and Sheets

Description

Connect Fireflies to this workflow once and every client meeting you record automatically generates a polished recap email sent directly to your client. The moment transcription finishes, the workflow detects the client's email from the participant list, uses GPT-4o-mini to write a warm 250-word professional recap with key points and action items, and sends it via Gmail with your address as the reply-to. Every sent email is also logged to Google Sheets for tracking. Built for account managers, consultants, and agency owners who want to follow up with clients professionally after every call — without spending 15 minutes writing the email themselves.

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What This Workflow Does

- Triggers automatically when a meeting ends — Fireflies fires the workflow the moment transcription completes, so the recap reaches your client while the meeting is still fresh - Detects the client email intelligently — Uses three strategies to find the right recipient: looks for an external participant domain, checks the meeting title for an embedded email, then falls back to your default client email - Writes a warm professional recap — GPT-4o-mini produces a 250-word email with a greeting, thank-you opener, key points as bullets, action items, and a sign-off — all grounded in real meeting content - Sends the email via Gmail with your reply-to — The email arrives from your Gmail account and replies come directly back to you, with no AI footprint or Fireflies links visible to the client - Extracts the client name from their email — Converts the email address into a readable first name for the greeting automatically - Logs every sent recap to Google Sheets — Appends a 7-column record per email including meeting date, title, client email, subject, status, and Fireflies link for delivery tracking

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Setup Requirements

Tools Needed - n8n instance (self-hosted or cloud) - Fireflies.ai account with webhook access - OpenAI account with GPT-4o-mini API access - Gmail account (the account you want to send recaps from) - Google Sheets (one sheet with a tab named Recap Email Log)