Operations

AI Agent that Tracks Overdue Tasks

Built for Operations Teams
‍
Is managing task lists eating up your time because overdue items slip through the cracks? Are projects stalling just because no one noticed what’s behind?

This AI-powered automation checks your task tracker or spreadsheet on a regular schedule, finds overdue items, and sends reminder emails automatically so you stay on top of deadlines without manual follow-ups.

Try this AI Agent now
Visual showing reminder automation benefits with a checklist graphic, over 1,000 reminders handled, $1,000+ monthly savings, and a happy woman celebrating.

What to Expect

It fully automates task follow-ups by scanning your tracker and sending reminders to the right people, no manual check-ins needed.

This AI-powered automation keeps projects on schedule by flagging overdue tasks and nudging owners at the right time.

n8n workflow diagram for automated reminders, with schedule trigger, Google Sheets data reading, code processing, and Gmail message sending.

Each morning at 9 AM, this n8n workflow reviews your task list in Google Sheets. If it finds anything marked “Overdue” or “On Hold,” it sends a clear, direct reminder using the Gmail Node. There’s no need to chase updates or wonder who’s holding things up. The automation quietly takes care of it.

You get fewer delays, fewer missed deadlines, and one less thing to worry about.

The old way?
Done manually.

Here’s what the old process looked like:
Check task lists line by line in Google Sheets
Guess who’s overdue without a clear view
Rewrite reminder emails from scratch each time
Manually send second and third follow-ups
Miss updates that quietly stall progress
One missed task often triggered a chain of delays. And suddenly, you were managing reminders instead of the actual work.

The new way?
Fully automated.

With this automation, the entire process gets handled for you:
Use Cron Node to scan your task list daily
Parse rows in Google Sheets for overdue items
Trigger Gmail Node to send smart reminders
Schedule second notices automatically
Log everything in a live dashboard for visibility
You stay informed, your team stays on track, and follow-ups happen without lifting a finger.

Your Shortcut to Efficiency

Schedule a free 30-minute session and uncover how no-code tools can simplify your workday.
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How the Automation Comes Together

Your n8n automation keeps an eye on overdue items and follows up without you having to lift a finger.

The n8n Node kicks off the workflow every morning at 9 AM, while Google Sheets holds the task list with all due dates and assigned owners.

The Gmail Node takes care of sending reminder emails directly to the right teammates.
Workflow illustration showing n8n automation sending scheduled reminders from Google Sheets via Gmail, triggered by a timer icon.
AI Agent toolkit

Tools used to build this AI agent

n8n

Runs the daily workflow that checks tasks and sends reminders automatically.

Gmail

Sends follow-up emails to assignees based on what’s overdue.

Google Sheets

Holds the task list with statuses, owners, and due dates.

What You'll Gain

Automated Daily Follow-Ups

The agent checks your task list and sends reminders without any manual input.

Hands-Off Task Nudging

Teammates get timely, polite emails from the system—not from you.

Well-Timed, Straightforward Emails

Messages are clear and land when they’re most likely to be read.

Consistent Morning Checks

The workflow runs every day, so nothing gets overlooked.

Instant Clarity in Sheets

Every follow up is logged in a clean and organized spreadsheet so you can see what was sent, when it was sent, and to whom at a glance.

Cost Comparison with AI Agents

Here’s a quick overview to help assess monthly costs and workload volume for ongoing operations.
vs
AI Agent for Task Tracker
Ranges from $0 to $30 per month. Covers Gmail, n8n, and Sheets with no admin time.
Handles 100 to 1,000+ reminders. Runs daily with no burnout or delay.
Manual Reminders
Costs between $1,500 and $3,000 per month. Includes assistant time and follow-up overhead.
Peaks at 30 to 100 reminders. Slows down fast with more check-ins or overdue tasks.
We automate, you accelerate

We'll handle the tech so you don't have to.

You don’t need to set up or learn how automation works.
Our AI agents are built to run fully hands-off, like a clone that handles the repetitive tasks for you.

Need something custom? We’ll handle it all including:

Prompt writing and optimization
Automation flow design and testing
Tool integrations
Delivery setup
Manage you maintenance and updates

What is prompt writing and optimization?

It is the process of crafting and refining instructions for AI so it understands the task, delivers accurate results, and formats the output exactly how you need it.
What we do exactly?
Understand your context and use case
Help optimize and rewrite your prompts
Test and refine outputs until it’s working perfectly

What is automation flow design and testing?

This is where we map out how your AI agent behaves: when it runs, what it checks, how it reacts, and what to do if something fails. We don’t just build it. We test it end to end.
What we do exactly?
Design the full logic and decision tree
Add fallback steps for edge cases
Run multiple rounds of testing before launch

What are tool integrations?

We connect your AI agent to the tools you already use. Email, spreadsheets, CRMs, databases, APIs, and more. Everything stays in sync without you needing to copy and paste a thing.
What we do exactly?
Identify which tools your agent needs to talk to
Set up reliable two-way connections
Ensure smooth data flow across systems

What is delivery setup?

Delivery setup means we make sure your AI’s output gets exactly where you need it. Whether that's your inbox, a Google Sheet, your Slack channel, or a CRM.
What we do exactly?
Configure where and how outputs get delivered
Format results so they’re ready to use
Schedule timing or triggers for delivery

What is ongoing maintenance and updates?

AI agents aren't set and forget. We handle updates to prompts, workflows, and integrations so your system keeps working as your needs change.
What we do exactly?
Monitor performance and catch issues early
Update logic, prompts, or tools as needed
Keep everything running behind the scenes

Let us handle it for you.

Just send us an email and tell us the task that is wasting your time and we’ll design the agent and run it in the background.

Or, enter your email and we'll send you how to get started.

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Frequently asked questions

We’ve covered the usual questions. Got a unique one? Send us an email

What if my task tracker isn’t in Google Sheets?

No problem. As long as your tool can export or connect to n8n (Notion, Airtable, Trello, etc.), you can still run this agent. We’ll just tweak the data source.

Can I change the email message or timing?

Absolutely. Want it to sound more casual? Change the tone. Want it to send twice a day? Adjust the schedule. Everything’s customizable.

Do I need to know how to code to set this up?

Nope. n8n is mostly no-code. If you can follow a recipe, you can follow this setup. But if you'd rather have someone do it for you, we’ve got you.

Built to be Cloned

This is a ready-to-use n8n workflow you can clone and adapt. Swap in your own task tracker, and you’ll have a working follow-up system running in minutes, not days.

If you're spending too much time checking who’s late or sending reminders by hand, this takes that off your plate. It runs reliably and doesn’t forget.

Setup is simple, and you can adjust the timing, message, or trigger to fit your team. If you need help, just ask.

Need help getting it live? Just ask. Fill the form or Send us an email

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{ "automation_name": "AI Agent for Tracking Overdue Tasks", "type": "AI-Powered Follow-Up and Task Reminder Workflow", "tech_stack": ["n8n", "Gmail", "Google Sheets"], "data_sources": ["Task trackers", "Google Sheets", "Overdue task lists"], "output_format": ["Reminder emails", "Follow-up logs", "Updated sheet statuses"], "prompt_style": "Trigger-based email nudge logic with smart filtering and timing", "use_cases": [ "Automatically follow up on overdue tasks in spreadsheets", "Send smart reminders based on due dates and status fields", "Eliminate manual chasing and check-ins", "Keep task owners accountable without micromanaging" ], "deployment": "Self-hosted on n8n using scheduled scans of Google Sheets, Gmail integration for nudges, and custom filters", "tags": ["AI]()