{ "nodes": [ { "id": "c1e329c7-7a4b-4f43-a4de-4837bdc45a3b", "name": "Gmail Trigger", "type": "n8n-nodes-base.gmailTrigger", "position": [ 4000, 544 ], "parameters": { "simple": false, "filters": { "sender": "user@example.com" }, "options": { "downloadAttachments": true }, "pollTimes": { "item": [ { "mode": "everyMinute" } ] } }, "typeVersion": 1.3 }, { "id": "fc9966a6-7d22-4bf5-80d8-28aeb12d8d64", "name": "Extract from File", "type": "n8n-nodes-base.extractFromFile", "position": [ 4224, 544 ], "parameters": { "options": {}, "operation": "pdf", "binaryPropertyName": "attachment_0" }, "typeVersion": 1 }, { "id": "333f965f-f0c5-420d-b211-ae8216f60e32", "name": "Structured Output Parser", "type": "@n8n/n8n-nodes-langchain.outputParserStructured", "position": [ 4584, 768 ], "parameters": { "jsonSchemaExample": "{\n \"order_id\": \"\",\n \"sku\": \"\",\n \"customer_name\": \"\",\n \"email\": \"\",\n \"phone\": \"\",\n \"item_name\": \"\",\n \"quantity\": \"\",\n \"price\": \"\",\n \"total\": \"\"\n}" }, "typeVersion": 1.3 }, { "id": "fe863840-1c1f-4857-a4bd-388fbf86e124", "name": "OpenAI Chat Model", "type": "@n8n/n8n-nodes-langchain.lmChatOpenAi", "position": [ 4456, 768 ], "parameters": { "model": { "__rl": true, "mode": "list", "value": "gpt-4o" }, "options": {} }, "credentials": { "openAiApi": { "name": "" } }, "typeVersion": 1.2 }, { "id": "86023db0-7c7e-4ff2-9a96-bf002453223f", "name": "Send a message", "type": "n8n-nodes-base.gmail", "position": [ 5696, 448 ], "parameters": { "sendTo": "user@example.com", "message": "=\n\n\n \n\n\n
\n
\n Purchase Requisition Request\n
\n \n
\n

Item Details

\n

Item Name: {{ $json['item name'] }}

\n

SKU / Item Code: {{ $json['SKU / Item Code'] }}

\n

Current Quantity: {{ $json['Current Quantity'] }}

\n

Requested Quantity: {{ $json['Quantity Requested'] }}

\n

Priority: {{ $json['Priority'] }}

\n
\n \n
\n

Request Summary

\n

This item is required to ensure uninterrupted operations and maintain inventory levels. Kindly prioritize this requisition and process it at the earliest convenience.

\n

Please let me know if any additional information or approval is required to expedite this request.

\n
\n \n
\n Thank you for your attention.
\n
\n
\n\n\n", "options": { "appendAttribution": false }, "subject": "=Purchase Requisition Request \u2013 {{ $json['item name'] }} / {{ $json['SKU / Item Code'] }}" }, "typeVersion": 2.1 }, { "id": "d33dc38e-679b-4d06-918c-aad95669d1cd", "name": "Extract Invoice Record", "type": "@n8n/n8n-nodes-langchain.agent", "position": [ 4448, 544 ], "parameters": { "text": "={{ $json.text }}", "options": {}, "hasOutputParser": true }, "typeVersion": 2.2 }, { "id": "d094de77-6ec7-4271-a36f-d4ec3446ee74", "name": "Sales Order Creation", "type": "n8n-nodes-base.googleSheets", "position": [ 4800, 544 ], "parameters": { "columns": { "value": { "SKU": "={{ $json.output.sku }}", "Email": "={{ $json.output.email }}", "Phone": "={{ $json.output.phone }}", "Price": "={{ $json.output.price }}", "Total": "={{ $json.output.total }}", "Order id": "={{ $json.output.order_id }}", "Quantity": "={{ $json.output.quantity }}", "Item Name": "={{ $json.output.item_name }}", "Customer Name": "={{ $json.output.customer_name }}" }, "schema": [ { "id": "Order id", "type": "string", "display": true, "required": false, "displayName": "Order id", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "SKU", "type": "string", "display": true, "required": false, "displayName": "SKU", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Customer Name", "type": "string", "display": true, "required": false, "displayName": "Customer Name", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Email", "type": "string", "display": true, "required": false, "displayName": "Email", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Phone", "type": "string", "display": true, "required": false, "displayName": "Phone", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Item Name", "type": "string", "display": true, "required": false, "displayName": "Item Name", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Quantity", "type": "string", "display": true, "required": false, "displayName": "Quantity", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Price", "type": "string", "display": true, "required": false, "displayName": "Price", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Total", "type": "string", "display": true, "required": false, "displayName": "Total", "defaultMatch": false, "canBeUsedToMatch": true } ], "mappingMode": "defineBelow", "matchingColumns": [], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {}, "operation": "append", "sheetName": { "__rl": true, "mode": "name", "value": "Customer order" }, "documentId": { "__rl": true, "mode": "id", "value": "1X_iuREMFdiefIF_ukCwTBUMXGURwR1mC-RMl1hztssw" } }, "typeVersion": 4.7 }, { "id": "f9bc4f56-be77-4298-a16c-831f5c8ce827", "name": "Stock & Shortage Check", "type": "n8n-nodes-base.googleSheets", "position": [ 5056, 544 ], "parameters": { "options": {}, "filtersUI": { "values": [ { "lookupValue": "={{ $json['Item Name'] }}", "lookupColumn": "Item Name" } ] }, "sheetName": { "__rl": true, "mode": "name", "value": "Product invetory" }, "documentId": { "__rl": true, "mode": "id", "value": "1X_iuREMFdiefIF_ukCwTBUMXGURwR1mC-RMl1hztssw" } }, "typeVersion": 4.7 }, { "id": "a288c427-f713-4d61-89d3-e9519bfea2f0", "name": "If Negative", "type": "n8n-nodes-base.if", "position": [ 5248, 544 ], "parameters": { "options": {}, "conditions": { "options": { "version": 2, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "760d94b6-2836-4058-8a0d-6dcd149ad4b9", "operator": { "name": "filter.operator.equals", "type": "string", "operation": "equals" }, "leftValue": "={{ $json['Stock '] }}", "rightValue": "out of Stock" } ] } }, "typeVersion": 2.2 }, { "id": "df07b6d3-d71e-41b7-8f74-69d441f82696", "name": "Create Purchase Requisition", "type": "n8n-nodes-base.googleSheets", "position": [ 5472, 448 ], "parameters": { "columns": { "value": { "Priority": "High", "item name": "={{ $json['Item Name'] }}", "Request Date": "={{$now.format('yyyy-MM-dd')}}", "SKU / Item Code": "={{ $('Sales Order Creation').item.json.SKU }}", "Current Quantity": "={{ $json['Stock '] }}", "Quantity Requested": "={{ $('Sales Order Creation').item.json.Quantity }}" }, "schema": [ { "id": "Request Date", "type": "string", "display": true, "required": false, "displayName": "Request Date", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "item name", "type": "string", "display": true, "required": false, "displayName": "item name", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "SKU / Item Code", "type": "string", "display": true, "required": false, "displayName": "SKU / Item Code", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Current Quantity", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Current Quantity", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Quantity Requested", "type": "string", "display": true, "required": false, "displayName": "Quantity Requested", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Priority", "type": "string", "display": true, "required": false, "displayName": "Priority", "defaultMatch": false, "canBeUsedToMatch": true } ], "mappingMode": "defineBelow", "matchingColumns": [], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {}, "operation": "append", "sheetName": { "__rl": true, "mode": "name", "value": "Purchase Requisition" }, "documentId": { "__rl": true, "mode": "id", "value": "1X_iuREMFdiefIF_ukCwTBUMXGURwR1mC-RMl1hztssw" } }, "typeVersion": 4.7 }, { "id": "544667d2-f251-40f3-99fb-db9ff32df73e", "name": "Create Work Order", "type": "n8n-nodes-base.googleSheets", "position": [ 5472, 640 ], "parameters": { "columns": { "value": { "SKU ": "={{ $('Sales Order Creation').item.json.SKU }}", "order id": "={{ $('Sales Order Creation').item.json['Order id'] }}", "item name": "={{ $('Sales Order Creation').item.json['Item Name'] }}", "Customer name": "={{ $('Sales Order Creation').item.json['Customer Name'] }}", "Planned Due Date": "={{ new Date(new Date().getTime() + 3*24*60*60*1000).toISOString().split('T')[0] }}", "Quantity to Produce": "={{ $('Sales Order Creation').item.json.Quantity }}" }, "schema": [ { "id": "order id", "type": "string", "display": true, "required": false, "displayName": "order id", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "SKU ", "type": "string", "display": true, "required": false, "displayName": "SKU ", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "item name", "type": "string", "display": true, "required": false, "displayName": "item name", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Customer name", "type": "string", "display": true, "required": false, "displayName": "Customer name", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Quantity to Produce", "type": "string", "display": true, "required": false, "displayName": "Quantity to Produce", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Planned Due Date", "type": "string", "display": true, "required": false, "displayName": "Planned Due Date", "defaultMatch": false, "canBeUsedToMatch": true } ], "mappingMode": "defineBelow", "matchingColumns": [], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {}, "operation": "append", "sheetName": { "__rl": true, "mode": "name", "value": "Work Order Create" }, "documentId": { "__rl": true, "mode": "id", "value": "1X_iuREMFdiefIF_ukCwTBUMXGURwR1mC-RMl1hztssw" } }, "typeVersion": 4.7 }, { "id": "125d0e86-a4d6-4ee4-809f-d42e1b4d0488", "name": "Send Order Summary", "type": "n8n-nodes-base.slack", "position": [ 5696, 640 ], "parameters": { "text": "=*\ud83d\udccb Work Order Summary*\n\n\u2022 *Order ID:* {{ $json['order id'] }}\n - SKU: {{ $json['SKU '] }}\n - Item Name: {{ $json['item name'] }}\n - Customer: {{ $json['Customer name'] }}\n - Quantity to Produce: {{ $json['Quantity to Produce'] }}\n - Planned Due Date: {{ $json['Planned Due Date'] }}", "select": "channel", "channelId": { "__rl": true, "mode": "id", "value": "C08QEDHAYSZ" }, "otherOptions": {} }, "typeVersion": 2.3 }, { "id": "9950f0af-fa1a-4965-bd7c-2b5ddc3a5ee6", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ 3456, 336 ], "parameters": { "width": 450, "height": 496, "content": "## How it works\nThis workflow automates order procurement by monitoring Gmail for invoice PDFs. When an invoice arrives, AI extracts order details and checks inventory levels. If stock is sufficient, a work order is created and sent to Slack. If stock is low, a purchase requisition is generated and emailed to procurement.\n\n## Setup steps\n1. **Connect Gmail** \u2013 Add OAuth credentials to Gmail Trigger and Send nodes\n2. **Connect OpenAI** \u2013 Add API key to OpenAI Chat Model\n3. **Connect Google Sheets** \u2013 Add OAuth credentials and update the spreadsheet ID in all Google Sheets nodes (or use the sample sheet linked below)\n4. **Connect Slack** \u2013 Add access token and select your channel\n5. **Update email addresses** \u2013 Set sender filter in Gmail Trigger and recipient in Send a message node\n6. **Test** \u2013 Send a sample invoice PDF to trigger the workflow\n\n\ud83d\udcca Sample Sheet: https://docs.google.com/spreadsheets/d/1X_iuREMFdiefIF_ukCwTBUMXGURwR1mC-RMl1hztssw" }, "typeVersion": 1 }, { "id": "2ebf1cf1-b5ef-4b79-8b9f-9da78c0d1868", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ 3936, 336 ], "parameters": { "color": 7, "width": 1032, "height": 620, "content": "## Invoice Processing\nExtracts order data from PDF attachments using AI to structure customer info, SKU, quantity, and pricing." }, "typeVersion": 1 }, { "id": "ef95cae2-e583-4a2c-8333-61e5a710bdb0", "name": "Sticky Note2", "type": "n8n-nodes-base.stickyNote", "position": [ 4992, 336 ], "parameters": { "color": 7, "width": 896, "height": 608, "content": "## Check stock availability or not\n- If available, then create a work order and notify via Slack.\n- In not available, then create a Purchase Requisition and send an email to the procurement team." }, "typeVersion": 1 } ], "connections": { "If Negative": { "main": [ [ { "node": "Create Purchase Requisition", "type": "main", "index": 0 } ], [ { "node": "Create Work Order", "type": "main", "index": 0 } ] ] }, "Gmail Trigger": { "main": [ [ { "node": "Extract from File", "type": "main", "index": 0 } ] ] }, "Extract from File": { "main": [ [ { "node": "Extract Invoice Record", "type": "main", "index": 0 } ] ] }, "OpenAI Chat Model": { "ai_languageModel": [ [ { "node": "Extract Invoice Record", "type": "ai_languageModel", "index": 0 } ] ] }, "Create Work Order": { "main": [ [ { "node": "Send Order Summary", "type": "main", "index": 0 } ] ] }, "Sales Order Creation": { "main": [ [ { "node": "Stock & Shortage Check", "type": "main", "index": 0 } ] ] }, "Extract Invoice Record": { "main": [ [ { "node": "Sales Order Creation", "type": "main", "index": 0 } ] ] }, "Stock & Shortage Check": { "main": [ [ { "node": "If Negative", "type": "main", "index": 0 } ] ] }, "Structured Output Parser": { "ai_outputParser": [ [ { "node": "Extract Invoice Record", "type": "ai_outputParser", "index": 0 } ] ] }, "Create Purchase Requisition": { "main": [ [ { "node": "Send a message", "type": "main", "index": 0 } ] ] } } }