Automate Quote Request Processing with Tally, Airtable, Slack, and Gmail

Description

What if your quote requests managed themselves?

Every quote request is a potential deal — but only if it's handled quickly, properly, and without things falling through the cracks. What if instead of copy-pasting emails and pinging teammates manually, your entire process just... ran itself?

This automation makes it happen: it captures form submissions, notifies your sales team on Slack, stores leads in Airtable, and sends an email confirmation to the client — all in one seamless n8n flow.

⚙️ Tools used

Tally** – to collect client quote requests
n8n** – to automate everything, no code needed
Airtable** – to store leads and track status
Slack** – to instantly notify your sales team
Gmail** – to confirm the request with the client

🧩 Flow structure overview

Trigger from a Tally form using a webhook
Extract and format the data
Create a new record in Airtable
Send a message to Slack
Wait 5 minutes
Send an email confirmation via Gmail

📥 Step 1 – Webhook (Tally)

This node listens for incoming quote requests from the Tally form.

HTTP Method:** POST
Path:** /Request a Quote
Authentication:** None
Respond:** Immediately

The data arrives as an array inside body.data.fields. Each field has a label and a value that we’ll need to map manually.

🧹 Step 2 – Edit Fields (Set)

This step extracts usable values from the raw form data.

Example mapping:

Name = {{ $json.body.data.fields[0].label }}
Email Address = {{ $json.body.data.fields[1].value }}
Type of Service Needed = {{ $json.body.data.fields[2].value }}
Estimated Budget = {{ $json.body.data.fields[3].value }}
Preferred Timeline = {{ $json.body.data.fields[4].value }}
Additional Details or Questions = {{ $json.body.data.fields[5].value }}

📊 Step 3 – Create record in Airtable

We send the cleaned fields into a database (CRM) in Airtable.

Operation:** Create
Base & Table:** Request a Quote - Airtable Base
Mapping:** Manual field-to-column matching

Each quote submission becomes a new record with all project details.

📣 Step 4 – Send a message to Slack

This node notifies your sales team immediately in a Slack channel.

Message format:

:new: New quote request received!

👤 Name: {{ $json.fields.Name }}
📧 Email: {{ $json.fields.Email }}
💼 Service: {{ $json.fields["Type of Service"] }}
💰 Budget: {{ $json.fields["Estimated Budget (€)"] }}
⏱️ Timeline: {{ $json.fields["Preferred Timeline"] }}
📝 Notes: {{ $json.fields["Additional Details"] }}

⏳ Step 5 – Wait 5 minutes

This node simply delays the email by 5 minutes.
Why? To give a human salesperson time to reach out manually before the automated confirmation goes out. It adds a personal buffer.

📧 Step 6 – Send confirmation via Gmail

To:** {{ \$('Edit Fields').item.json\["Email Address"] }}
Subject:** Thanks for your quote request 🙌
Email Type:** HTML

Message body:

Hi {{ $('Edit Fields').item.json.Name }},

Thanks a lot for your quote request — we’ve received your information!

Our team will get back to you within the next 24 hours to discuss your project.

Talk soon,
— The WebExperts Team

✅ Final result

With this automation in place:

The client feels acknowledged and taken seriously
Your team gets notified in real time
You store everything in a clean, structured database

All this without writing a single line of backend code. It’s fast, scalable, and business-ready.