Stay on top of new AI funding without manual research. Each morning the system gathers fresh grants, checks if they match your needs, saves key details to Airtable, and sends a clean Gmail summary to your team. It is built for operations and growth teams that track grants or similar opportunities.

Two schedules run the flow. At 8:30am it searches the grants API for AI listings posted since yesterday, splits the list, and removes any IDs that were processed before. For each new item it fetches full details, then uses OpenAI to summarize the goal and pull out eligibility factors. The two AI results are merged and stored in Airtable with the grant link and notes. At 9:00am it reads the new eligible records from Airtable, builds an HTML digest, gets subscriber emails from Airtable, and sends with Gmail. This two stage design keeps data collection and messaging clean and reliable.

You need an Airtable base for the tracker, an OpenAI API key, and a Gmail connection in n8n. Expect to cut daily grant checks from about an hour to a few minutes and scale to thousands of listings. It also adapts to other lead sources if you change the API query and the ID used for de duplication.

• Two scheduled runs to separate data collection and email sending
• HTTP search for new AI grants since yesterday with a high row limit
• Split out results and remove duplicates across executions using the grant ID
• Fetch full grant details by ID with a POST request
• Use OpenAI to summarize the synopsis and extract eligibility factors
• Merge AI outputs by position and write structured records to Airtable
• Search Airtable for new eligible grants and render an HTML newsletter
• Load subscribers from Airtable and send the digest via Gmail

• Reduce daily grant scanning from 60 minutes to 5 minutes
• Automate about 90 percent of sorting and review work
• Eliminate duplicate alerts by tracking grant IDs across runs
• Handle up to thousands of listings per day without extra effort
• Connect Airtable OpenAI and Gmail in one simple flow

1. Import the template into n8n: Create a new workflow in n8n > Click the three dots menu > Select 'Import from File' > Choose the downloaded JSON file.
2. You'll need accounts with Airtable, OpenAI and Gmail. See the Tools Required section above for links to create accounts with these services.
3. In Airtable, create or copy the tracker base and tables. Include a table for grants with fields for title, URL, summary, eligibility notes, and status, and a table for subscribers with an email field.
4. In the n8n credentials manager, create an Airtable Personal Access Token credential. Double click each Airtable node and select the new credential so the workflow can read and write rows.
5. In the n8n credentials manager, create an OpenAI API Key credential. Double click both OpenAI Chat Model nodes and choose this credential so the summarizer and eligibility extractor can run.
6. In the n8n credentials manager, connect Gmail with OAuth2. Open the Gmail node and pick the new credential so messages can be sent to your subscribers.
7. Open the HTTP Request nodes. Confirm the search body uses the AI keyword and a date range of the last day. Keep rows high if you expect volume, or lower it for testing.
8. Check the Remove Duplicates node. Make sure the dedupe value uses the grant ID field so previously processed items are skipped in future runs.
9. Open the Airtable write node and confirm field mappings match your table columns. Update field names if your base uses different labels.
10. Review the HTML Template node and adjust the layout and header text. Add your logo or footer if needed.
11. Set the schedule times to match your team’s day in both Schedule Trigger nodes. Save and activate the workflow.
12. Test end to end by running the first half manually, then the second half. If emails do not send, check Gmail quota, verify subscriber emails in Airtable, and review the execution logs for any OpenAI or Airtable errors.