Sync birthdays from Google Sheets, get AI-written emails, send via Gmail

This automation workflow helps users automatically send personalized birthday emails to their contacts every morning.

It retrieves birthday data from a Google Sheet, uses the OpenRouter AI platform to generate a custom subject line and message, and then sends the email via Gmail. This is a great solution for communities, schools, small businesses, or anyone who wants to maintain meaningful connections through automated, thoughtful outreach.

Updated Apr 2, 2026Est. run: 8sEst. cost: $0.0005

Latenode bills workflow runs in credits: 1 credit = 30 seconds of processing. Minimum charge per run depends on your plan. Plug-and-Play (PnP) AI nodes are billed separately—each PnP token is $1 USD, charged pay-as-you-go at vendor cost plus a small processing fee, with no API keys required.

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Workflow preview

What this template does

Retrieves birthday data from a Google Sheet daily
Generates personalized subject line and email message using OpenRouter AI
Sends a birthday greeting to contacts via Gmail
Operates automatically every morning to maintain consistent outreach
Produces a record of sent birthday emails

How it works

Trigger

Daily Schedule

The workflow is triggered every morning at 9 AM to automatically send personalized birthday emails.

Logic

Fetch Birthday Data

The workflow retrieves name, email, and date of birth information for each contact from a Google Sheet.

Logic

Filter by Birthday

The workflow checks if today's date matches the recipient's birthday and proceeds with the email generation for those with a match.

Generate Personalized Message

The workflow uses the OpenRouter AI platform to create a custom subject line and message body for each birthday email, ensuring a personalized touch.

Action

Send Birthday Email

Finally, the workflow sends the personalized birthday email to each recipient via Gmail.

Setup guide

Add Google Sheets credential

In the Latenode Credentials panel, add a new Google Sheets credential by providing your Google account details and authorizing Latenode to access your Google Sheets.

Configure Gmail credential

In the Latenode Credentials panel, add a new Gmail credential by connecting your Gmail account. Latenode will securely store the necessary OAuth tokens to allow your workflow to send emails.

Configure OpenRouter credential

In the Latenode Credentials panel, add a new OpenRouter credential by providing your OpenRouter API key. This will allow your workflow to use the OpenRouter AI platform to generate personalized birthday messages.

Set up Google Sheets data source

In the Latenode visual builder, add a 'Get row(s) in sheet' node and configure it to fetch data from the specific Google Sheet and worksheet containing your contacts' birthday information (name, email, date of birth).

Configure the AI message generation

In the Latenode visual builder, add an 'AI Agent' node and configure it to use the OpenRouter integration. Map the contact name and date of birth data from the Google Sheets node to the appropriate inputs for the AI agent. This will generate a personalized birthday email subject and body.

Requirements

Google Sheets account and access to the spreadsheet containing birthday data

Gmail account with send email permissions

OpenRouter API key and access to generate personalized subject lines and messages

Latenode workspace with the 'Google Sheets', 'Gmail', and 'Code' nodes configured

FAQ

Common questions about this template

Each run uses credits on your Latenode plan. We charge for processing time (1 credit = 30 seconds). Your actual cost depends on your plan and how long the run takes. See pricing plans for plans and how credits work.

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