InfyOm Technologies This workflow corresponds to n8n.io template #11678 — we link there as the canonical source.
This workflow follows the Agent → Gmail recipe pattern — see all workflows that pair these two integrations.
The workflow JSON
Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →
{
"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": "<your credential>"
}
},
"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": "=<!DOCTYPE html>\n<html>\n<head>\n <style>\n body {\n font-family: Arial, sans-serif;\n color: #333333;\n line-height: 1.6;\n }\n .container {\n padding: 20px;\n background-color: #f9f9f9;\n }\n .header {\n font-size: 18px;\n font-weight: bold;\n margin-bottom: 15px;\n }\n .section {\n margin-bottom: 15px;\n background-color: #ffffff;\n padding: 15px;\n border-radius: 5px;\n border: 1px solid #dddddd;\n }\n .section h3 {\n margin: 0 0 10px 0;\n font-size: 16px;\n color: #555555;\n }\n .section p {\n margin: 5px 0;\n }\n .footer {\n font-size: 14px;\n color: #777777;\n margin-top: 20px;\n }\n </style>\n</head>\n<body>\n <div class=\"container\">\n <div class=\"header\">\n Purchase Requisition Request\n </div>\n \n <div class=\"section\">\n <h3>Item Details</h3>\n <p><strong>Item Name:</strong> {{ $json['item name'] }}</p>\n <p><strong>SKU / Item Code:</strong> {{ $json['SKU / Item Code'] }}</p>\n <p><strong>Current Quantity:</strong> {{ $json['Current Quantity'] }}</p>\n <p><strong>Requested Quantity:</strong> {{ $json['Quantity Requested'] }}</p>\n <p><strong>Priority:</strong> {{ $json['Priority'] }}</p>\n </div>\n \n <div class=\"section\">\n <h3>Request Summary</h3>\n <p>This item is required to ensure uninterrupted operations and maintain inventory levels. Kindly prioritize this requisition and process it at the earliest convenience.</p>\n <p>Please let me know if any additional information or approval is required to expedite this request.</p>\n </div>\n \n <div class=\"footer\">\n Thank you for your attention.<br>\n </div>\n </div>\n</body>\n</html>\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
}
]
]
}
}
}
Credentials you'll need
Each integration node will prompt for credentials when you import. We strip credential IDs before publishing — you'll add your own.
openAiApi
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About this workflow
Order processing often involves manual invoice reading, stock checking, and back-and-forth communication between procurement and operations teams. This workflow automates the entire procurement decision flow — from reading incoming order emails to extracting structured data,…
Source: https://n8n.io/workflows/11678/ — original creator credit. Request a take-down →
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