Milan Vasarhelyi - SmoothWork This workflow corresponds to n8n.io template #11184 — we link there as the canonical source.
This workflow follows the Airtable → 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": "3b061df3-7034-4751-ba11-bcad25805dc3",
"name": "Requirements Overview Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
20912,
6320
],
"parameters": {
"width": 720,
"height": 336,
"content": "Auto Draft PO: When there's no draft PO left for a supplier, create a new one\n\nAdd Products to Draft PO: When Current Qty changes, if Forecast Qty \u2264 Threshold Qty, add Refill Qty - Current Qty to supplier-specific draft order (or increase if exists)\n\nSend PO with email: When switching from Draft to Order, generate email text:\n\n Hi there,\n I'd like to place the following order:\n {Product 1} - {Qty}\n {Product 2} - {Qty}\n(Don't send emails, just generate text)\n\nGenerate random SO (test):\n\nSimulate daily sales by selling random amounts from each product under current available qty. Manual trigger only."
},
"typeVersion": 1
},
{
"id": "8a217af9-9165-4bfc-9a29-a9c40cc9dbdc",
"name": "Draft PO Creation Section",
"type": "n8n-nodes-base.stickyNote",
"position": [
20784,
6784
],
"parameters": {
"color": 6,
"width": 848,
"height": 448,
"content": "## Create a Draft PO if there's none"
},
"typeVersion": 1
},
{
"id": "9f8c0dfe-4256-4724-8803-7c7fb8739b46",
"name": "PO Modified",
"type": "n8n-nodes-base.airtableTrigger",
"position": [
20576,
6944
],
"parameters": {
"baseId": {
"__rl": true,
"mode": "url",
"value": "https://airtable.com/appN9ivOwGQt1FwT5/tblaoU05NUR1ZPTLK/viwP97rB9cZ9JBElJ?blocks=hide"
},
"tableId": {
"__rl": true,
"mode": "url",
"value": "https://airtable.com/appN9ivOwGQt1FwT5/tblaoU05NUR1ZPTLK/viwP97rB9cZ9JBElJ?blocks=hide"
},
"pollTimes": {
"item": [
{
"mode": "everyMinute"
}
]
},
"triggerField": "Last Modified",
"authentication": "airtableTokenApi",
"additionalFields": {
"formula": ""
}
},
"credentials": {
"airtableTokenApi": {
"name": "<your credential>"
}
},
"typeVersion": 1
},
{
"id": "1fe9fdf0-5654-4e9a-9cb4-3844c4e37dd4",
"name": "Find Suppliers Without Draft PO",
"type": "n8n-nodes-base.airtable",
"position": [
20912,
6944
],
"parameters": {
"base": {
"__rl": true,
"mode": "list",
"value": "appN9ivOwGQt1FwT5",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5",
"cachedResultName": "[YT] Inventory Management"
},
"table": {
"__rl": true,
"mode": "list",
"value": "tblW3uRcMObpV06An",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5/tblW3uRcMObpV06An",
"cachedResultName": "Suppliers"
},
"options": {},
"operation": "search",
"filterByFormula": "{Draft PO Count} = 0"
},
"credentials": {
"airtableTokenApi": {
"name": "<your credential>"
}
},
"executeOnce": true,
"typeVersion": 2.1
},
{
"id": "a74f3b2a-121f-409d-ad0d-0f63134d60c3",
"name": "Create a Draft PO",
"type": "n8n-nodes-base.airtable",
"position": [
21136,
6944
],
"parameters": {
"base": {
"__rl": true,
"mode": "list",
"value": "appN9ivOwGQt1FwT5",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5",
"cachedResultName": "[YT] Inventory Management"
},
"table": {
"__rl": true,
"mode": "list",
"value": "tblaoU05NUR1ZPTLK",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5/tblaoU05NUR1ZPTLK",
"cachedResultName": "Purchase Orders"
},
"columns": {
"value": {
"Status": "Draft",
"Supplier": "=[\"{{ $json.id }}\"]"
},
"schema": [
{
"id": "PO ID",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "PO ID",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Email Text",
"type": "string",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Email Text",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Status",
"type": "options",
"display": true,
"options": [
{
"name": "Draft",
"value": "Draft"
},
{
"name": "Order",
"value": "Order"
},
{
"name": "Received",
"value": "Received"
}
],
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Status",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Supplier",
"type": "array",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Supplier",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Email (from Suppliers)",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "Email (from Suppliers)",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Last Modified",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "Last Modified",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Stock In Records",
"type": "array",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Stock In Records",
"defaultMatch": false,
"canBeUsedToMatch": true
}
],
"mappingMode": "defineBelow",
"matchingColumns": [],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {},
"operation": "create"
},
"credentials": {
"airtableTokenApi": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "af859cc7-1623-40bc-8792-8e43753449bb",
"name": "Manual Trigger for Test SO",
"type": "n8n-nodes-base.manualTrigger",
"position": [
20864,
8352
],
"parameters": {},
"typeVersion": 1
},
{
"id": "f3d2e6c1-8f32-4e98-b036-ada97e303584",
"name": "List Products",
"type": "n8n-nodes-base.airtable",
"position": [
21280,
8352
],
"parameters": {
"base": {
"__rl": true,
"mode": "list",
"value": "appN9ivOwGQt1FwT5",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5",
"cachedResultName": "[YT] Inventory Management"
},
"table": {
"__rl": true,
"mode": "list",
"value": "tbljPbeJv8V58CZWr",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5/tbljPbeJv8V58CZWr",
"cachedResultName": "Products"
},
"options": {},
"operation": "search",
"filterByFormula": "{Current Qty} >= 1"
},
"credentials": {
"airtableTokenApi": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "6a801771-6d6d-4369-a893-b311821332ed",
"name": "Auto Add Products Section",
"type": "n8n-nodes-base.stickyNote",
"position": [
20784,
7312
],
"parameters": {
"color": 6,
"width": 1424,
"height": 416,
"content": "## Adds Products to Purchase Order Based on Treshold"
},
"typeVersion": 1
},
{
"id": "9b42958a-74e0-452c-8942-1db762230e60",
"name": "Random SO Generator Section",
"type": "n8n-nodes-base.stickyNote",
"position": [
20784,
8208
],
"parameters": {
"color": 6,
"width": 1104,
"height": 400,
"content": "## For test - generate random SO\n\n\n"
},
"typeVersion": 1
},
{
"id": "ea92d54d-6ea4-4f33-8641-389c0d70bb8d",
"name": "Check Products Hourly",
"type": "n8n-nodes-base.scheduleTrigger",
"position": [
20576,
7488
],
"parameters": {
"rule": {
"interval": [
{
"field": "hours"
}
]
}
},
"typeVersion": 1.2
},
{
"id": "33d3fc8f-a61c-4ce5-b1c1-486f4c618135",
"name": "Find Products Need Purchase",
"type": "n8n-nodes-base.airtable",
"position": [
20880,
7488
],
"parameters": {
"base": {
"__rl": true,
"mode": "list",
"value": "appN9ivOwGQt1FwT5",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5",
"cachedResultName": "[YT] Inventory Management"
},
"table": {
"__rl": true,
"mode": "list",
"value": "tbljPbeJv8V58CZWr",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5/tbljPbeJv8V58CZWr",
"cachedResultName": "Products"
},
"options": {},
"operation": "search",
"filterByFormula": "{Needs Refill} = 1"
},
"credentials": {
"airtableTokenApi": {
"name": "<your credential>"
}
},
"executeOnce": true,
"typeVersion": 2.1
},
{
"id": "233d43e1-0b1b-4648-86e9-8a94273e431b",
"name": "Find Draft PO for Supplier",
"type": "n8n-nodes-base.airtable",
"position": [
21568,
7472
],
"parameters": {
"base": {
"__rl": true,
"mode": "list",
"value": "appN9ivOwGQt1FwT5",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5",
"cachedResultName": "[YT] Inventory Management"
},
"limit": 1,
"table": {
"__rl": true,
"mode": "list",
"value": "tblaoU05NUR1ZPTLK",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5/tblaoU05NUR1ZPTLK",
"cachedResultName": "Purchase Orders"
},
"options": {},
"operation": "search",
"returnAll": false,
"filterByFormula": "={PO ID} = \"{{ $json[\"Draft PO ID_2\"][0] }}\""
},
"credentials": {
"airtableTokenApi": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "14681ae3-1ce5-4058-ad09-cb7dcbe2a6e1",
"name": "Merge Product and Stock In Data",
"type": "n8n-nodes-base.merge",
"position": [
21360,
7472
],
"parameters": {
"mode": "combine",
"options": {
"clashHandling": {
"values": {
"resolveClash": "addSuffix"
}
}
},
"advanced": true,
"joinMode": "keepEverything",
"mergeByFields": {
"values": [
{
"field1": "Product[0]",
"field2": "id"
}
]
}
},
"typeVersion": 3.2
},
{
"id": "e3c1b9a9-b34f-4dd4-8a8b-2c10255859ca",
"name": "Find Existing Stock In",
"type": "n8n-nodes-base.airtable",
"position": [
21120,
7376
],
"parameters": {
"base": {
"__rl": true,
"mode": "list",
"value": "appN9ivOwGQt1FwT5",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5",
"cachedResultName": "[YT] Inventory Management"
},
"limit": 1,
"table": {
"__rl": true,
"mode": "list",
"value": "tblynUveOYVAvQ6NE",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5/tblynUveOYVAvQ6NE",
"cachedResultName": "Stock In"
},
"options": {},
"operation": "search",
"returnAll": false,
"filterByFormula": "={SKU and Status (helper)} = \"{{ $('Find Products Need Purchase').item.json.SKU }} - Draft\""
},
"credentials": {
"airtableTokenApi": {
"name": "<your credential>"
}
},
"typeVersion": 2.1,
"alwaysOutputData": true
},
{
"id": "9095e8ac-4eae-477d-848b-afabc06bea7c",
"name": "Is there Stock In Already",
"type": "n8n-nodes-base.if",
"position": [
21776,
7472
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "32b1f19c-fd39-43be-85a4-3094f6447a51",
"operator": {
"type": "boolean",
"operation": "true",
"singleValue": true
},
"leftValue": "={{ !!$('Merge Product and Stock In Data').item.json.id_1 }}",
"rightValue": ""
}
]
}
},
"typeVersion": 2.2
},
{
"id": "aa786ba7-3869-4a4d-86f4-3b1f15099fd7",
"name": "Update Stock In",
"type": "n8n-nodes-base.airtable",
"position": [
22016,
7392
],
"parameters": {
"base": {
"__rl": true,
"mode": "list",
"value": "appN9ivOwGQt1FwT5",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5",
"cachedResultName": "[YT] Inventory Management"
},
"table": {
"__rl": true,
"mode": "list",
"value": "tblynUveOYVAvQ6NE",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5/tblynUveOYVAvQ6NE",
"cachedResultName": "Stock In"
},
"columns": {
"value": {
"id": "={{ $('Merge Product and Stock In Data').item.json.id_1 }}",
"Quantity": "={{ $('Find Products Need Purchase').item.json['Refill Qty'] - $('Find Products Need Purchase').item.json['Forecast Qty'] }}"
},
"schema": [
{
"id": "id",
"type": "string",
"display": true,
"removed": false,
"readOnly": true,
"required": false,
"displayName": "id",
"defaultMatch": true
},
{
"id": "Name",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "Name",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Product",
"type": "array",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Product",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Quantity",
"type": "number",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Quantity",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Purchase Order",
"type": "array",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Purchase Order",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Product Name",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "Product Name",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "PO Status",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "PO Status",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "SKU and Status (helper)",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "SKU and Status (helper)",
"defaultMatch": false,
"canBeUsedToMatch": true
}
],
"mappingMode": "defineBelow",
"matchingColumns": [
"id"
],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {},
"operation": "update"
},
"credentials": {
"airtableTokenApi": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "c91d8cbe-dcf1-4f5c-af8b-52cb152d50a6",
"name": "Create Stock In",
"type": "n8n-nodes-base.airtable",
"position": [
22016,
7552
],
"parameters": {
"base": {
"__rl": true,
"mode": "list",
"value": "appN9ivOwGQt1FwT5",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5",
"cachedResultName": "[YT] Inventory Management"
},
"table": {
"__rl": true,
"mode": "list",
"value": "tblynUveOYVAvQ6NE",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5/tblynUveOYVAvQ6NE",
"cachedResultName": "Stock In"
},
"columns": {
"value": {
"Product": "=[\"{{ $('Find Products Need Purchase').item.json.id }}\"]",
"Quantity": "={{ $('Find Products Need Purchase').item.json['Refill Qty'] - $('Find Products Need Purchase').item.json['Forecast Qty'] }}",
"Purchase Order": "=[\"{{ $json.id }}\"]"
},
"schema": [
{
"id": "id",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "id",
"defaultMatch": true
},
{
"id": "Name",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "Name",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Product",
"type": "array",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Product",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Quantity",
"type": "number",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Quantity",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Purchase Order",
"type": "array",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Purchase Order",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Product Name",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "Product Name",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "PO Status",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "PO Status",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "SKU and Status (helper)",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "SKU and Status (helper)",
"defaultMatch": false,
"canBeUsedToMatch": true
}
],
"mappingMode": "defineBelow",
"matchingColumns": [
"SKU and Status (helper)"
],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {},
"operation": "create"
},
"credentials": {
"airtableTokenApi": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "c26995a5-e7fa-4614-9a61-c3eb39a34d57",
"name": "PO Enters Needs Email",
"type": "n8n-nodes-base.airtableTrigger",
"position": [
20592,
7888
],
"parameters": {
"baseId": {
"__rl": true,
"mode": "url",
"value": "https://airtable.com/appN9ivOwGQt1FwT5/tblaoU05NUR1ZPTLK/viwP97rB9cZ9JBElJ?blocks=hide"
},
"tableId": {
"__rl": true,
"mode": "url",
"value": "https://airtable.com/appN9ivOwGQt1FwT5/tblaoU05NUR1ZPTLK/viwP97rB9cZ9JBElJ?blocks=hide"
},
"pollTimes": {
"item": [
{
"mode": "everyMinute"
}
]
},
"triggerField": "Status Last Modified",
"authentication": "airtableTokenApi",
"additionalFields": {
"formula": "{Status} = \"Needs Email\""
}
},
"credentials": {
"airtableTokenApi": {
"name": "<your credential>"
}
},
"typeVersion": 1
},
{
"id": "8783c720-d3aa-42b8-ac91-5e3568b1d14e",
"name": "Email Orders Section",
"type": "n8n-nodes-base.stickyNote",
"position": [
20784,
7760
],
"parameters": {
"color": 6,
"width": 1424,
"height": 416,
"content": "## Sends out order to Suppliers in Email"
},
"typeVersion": 1
},
{
"id": "41b6d1e1-a1b7-4061-a2fe-c0c151b69aa4",
"name": "Create SO",
"type": "n8n-nodes-base.airtable",
"position": [
21072,
8352
],
"parameters": {
"base": {
"__rl": true,
"mode": "url",
"value": "https://airtable.com/appN9ivOwGQt1FwT5/tbljPbeJv8V58CZWr"
},
"table": {
"__rl": true,
"mode": "list",
"value": "tbl7lx9nDHdVlNq57",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5/tbl7lx9nDHdVlNq57",
"cachedResultName": "Sales Orders"
},
"columns": {
"value": {
"SO ID": "={{ `${Math.random().toString(16).slice(2,10)}` }}",
"Status": "Sent"
},
"schema": [
{
"id": "SO ID",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "SO ID",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Status",
"type": "options",
"display": true,
"options": [
{
"name": "Draft",
"value": "Draft"
},
{
"name": "Sent",
"value": "Sent"
}
],
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Status",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Stock Out",
"type": "array",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Stock Out",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Total Products",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "Total Products",
"defaultMatch": false,
"canBeUsedToMatch": true
}
],
"mappingMode": "defineBelow",
"matchingColumns": [],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {},
"operation": "create"
},
"credentials": {
"airtableTokenApi": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "33386f17-23cc-4feb-ab50-6a05583d0aba",
"name": "Create SO Line",
"type": "n8n-nodes-base.airtable",
"position": [
21488,
8352
],
"parameters": {
"base": {
"__rl": true,
"mode": "list",
"value": "appN9ivOwGQt1FwT5",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5",
"cachedResultName": "[YT] Inventory Management"
},
"table": {
"__rl": true,
"mode": "list",
"value": "tblK8e458kyOf9odT",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5/tblK8e458kyOf9odT",
"cachedResultName": "Stock Out"
},
"columns": {
"value": {
"Product": "=[\"{{ $json.id }}\"]",
"Quantity": "={{ Math.floor(Math.random() * $json['Current Qty']) }}",
"Sales Order": "=[\"{{ $('Create SO').item.json.id }}\"]"
},
"schema": [
{
"id": "Name",
"type": "string",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Name",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Product",
"type": "array",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Product",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Quantity",
"type": "number",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Quantity",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Sales Order",
"type": "array",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Sales Order",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "SO Status",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "SO Status",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Product Name",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "Product Name",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "SO Status (Text)",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "SO Status (Text)",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Is Sent?",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "Is Sent?",
"defaultMatch": false,
"canBeUsedToMatch": true
}
],
"mappingMode": "defineBelow",
"matchingColumns": [],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {},
"operation": "create"
},
"credentials": {
"airtableTokenApi": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "219498e5-2cfa-4b3b-934d-8f43acfd9656",
"name": "Send out PO to Supplier",
"type": "n8n-nodes-base.gmail",
"position": [
20832,
7888
],
"parameters": {
"sendTo": "supplier@example.com",
"message": "={{ $json.fields[\"Order Email Body\"] }}",
"options": {
"appendAttribution": false
},
"subject": "=New Order - No. {{ $json.fields[\"PO ID\"] }}",
"emailType": "text"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "2c3d5986-b6f3-422d-bca2-b2afdd6ab9f3",
"name": "Update PO Status",
"type": "n8n-nodes-base.airtable",
"position": [
21056,
7888
],
"parameters": {
"base": {
"__rl": true,
"mode": "list",
"value": "appN9ivOwGQt1FwT5",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5",
"cachedResultName": "[YT] Inventory Management"
},
"table": {
"__rl": true,
"mode": "list",
"value": "tblaoU05NUR1ZPTLK",
"cachedResultUrl": "https://airtable.com/appN9ivOwGQt1FwT5/tblaoU05NUR1ZPTLK",
"cachedResultName": "Purchase Orders"
},
"columns": {
"value": {
"id": "={{ $('PO Enters Needs Email').item.json.id }}",
"Status": "Order"
},
"schema": [
{
"id": "id",
"type": "string",
"display": true,
"removed": false,
"readOnly": true,
"required": false,
"displayName": "id",
"defaultMatch": true
},
{
"id": "PO ID",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "PO ID",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Order Email Body",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "Order Email Body",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Order Lines",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "Order Lines",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Status",
"type": "options",
"display": true,
"options": [
{
"name": "Draft",
"value": "Draft"
},
{
"name": "Needs Email",
"value": "Needs Email"
},
{
"name": "Order",
"value": "Order"
},
{
"name": "Received",
"value": "Received"
}
],
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Status",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Stock In Records",
"type": "array",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Stock In Records",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Supplier",
"type": "array",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Supplier",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Supplier Email Address",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "Supplier Email Address",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Last Modified",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "Last Modified",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Status Last Modified",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "Status Last Modified",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Order Email Beginning (from Supplier)",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "Order Email Beginning (from Supplier)",
"defaultMatch": false,
"canBeUsedToMatch": true
}
],
"mappingMode": "defineBelow",
"matchingColumns": [
"id"
],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {},
"operation": "update"
},
"credentials": {
"airtableTokenApi": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "2086d3bc-9c99-44b8-8589-5e8b65874fcd",
"name": "Workflow Description",
"type": "n8n-nodes-base.stickyNote",
"position": [
19872,
6784
],
"parameters": {
"width": 600,
"height": 1108,
"content": "## Workflow Overview\n\nThis n8n workflow automates the entire purchase order process for an Airtable-based inventory management system. It monitors stock levels, automatically creates purchase orders when inventory falls below thresholds, and sends formatted orders to suppliers via email.\n\nThe workflow handles three key processes: ensuring each supplier always has a draft purchase order available, intelligently adding products to those orders based on forecasted stock levels versus threshold quantities, and automatically emailing suppliers when orders are ready to be sent.\n\n### First Setup\n\n**Required:** You must first copy the Airtable inventory base into your own account from: https://airtable.com/appN9ivOwGQt1FwT5/shr1ApcBSi4SOVoPh\n\nYou'll need to configure:\n- **Airtable credentials:** Personal Access Token with read/write permissions to your copied base\n- **Gmail credentials:** OAuth2 connection for sending purchase order emails to suppliers\n\nAfter copying the base, update all Airtable node connections to point to your base URL and table IDs.\n\n### Configuration\n\nThe workflow runs on an **hourly schedule** to check for products needing reorder. You can adjust this frequency in the \"Hourly\" Schedule Trigger node.\n\nThe test workflow (\"Generate random SO\") is manual-trigger only and simulates daily sales by randomly reducing product quantities\u2014useful for testing the reorder automation without real sales data.\n\nAll supplier-specific settings (emails, reorder thresholds, refill quantities) are managed directly in the Airtable base, not in the workflow itself."
},
"typeVersion": 1
},
{
"id": "0ad07274-2fa1-4e00-9fbe-c022d8b6c4e4",
"name": "Creator Contact Info",
"type": "n8n-nodes-base.stickyNote",
"position": [
19872,
6320
],
"parameters": {
"color": 5,
"width": 600,
"height": 440,
"content": "# Contact Us:\n## Milan @ SmoothWork - [Book a Free Consulting Call](https://smoothwork.ai/book-a-call/)\n\n\n\n### We help businesses eliminate busywork by building compact business tools tailored to your process.\n### Contact us for customizing this, or building similar automations.\n\n\ud83d\udce7 hello@smoothwork.ai\n\u25b6\ufe0f [Check us on YouTube](https://www.youtube.com/@vasarmilan)\n\ud83d\udcde [Book a Free Consulting Call](https://smoothwork.ai/book-a-call/)\n\ud83d\udcbc [Add me on Linkedin](https://www.linkedin.com/in/mil%C3%A1n-v%C3%A1s%C3%A1rhelyi-3a9985123/)\n"
},
"typeVersion": 1
},
{
"id": "d002ffdd-6fdc-4a2e-a386-48698927cac4",
"name": "Video Walkthrough",
"type": "n8n-nodes-base.stickyNote",
"position": [
20496,
6320
],
"parameters": {
"width": 420,
"height": 340,
"content": "# Video Walkthrough\n[](https://youtu.be/4CQ3o7qChIs)"
},
"typeVersion": 1
}
],
"connections": {
"Create SO": {
"main": [
[
{
"node": "List Products",
"type": "main",
"index": 0
}
]
]
},
"PO Modified": {
"main": [
[
{
"node": "Find Suppliers Without Draft PO",
"type": "main",
"index": 0
}
]
]
},
"List Products": {
"main": [
[
{
"node": "Create SO Line",
"type": "main",
"index": 0
}
]
]
},
"Check Products Hourly": {
"main": [
[
{
"node": "Find Products Need Purchase",
"type": "main",
"index": 0
}
]
]
},
"PO Enters Needs Email": {
"main": [
[
{
"node": "Send out PO to Supplier",
"type": "main",
"index": 0
}
]
]
},
"Find Existing Stock In": {
"main": [
[
{
"node": "Merge Product and Stock In Data",
"type": "main",
"index": 0
}
]
]
},
"Send out PO to Supplier": {
"main": [
[
{
"node": "Update PO Status",
"type": "main",
"index": 0
}
]
]
},
"Is there Stock In Already": {
"main": [
[
{
"node": "Update Stock In",
"type": "main",
"index": 0
}
],
[
{
"node": "Create Stock In",
"type": "main",
"index": 0
}
]
]
},
"Find Draft PO for Supplier": {
"main": [
[
{
"node": "Is there Stock In Already",
"type": "main",
"index": 0
}
]
]
},
"Manual Trigger for Test SO": {
"main": [
[
{
"node": "Create SO",
"type": "main",
"index": 0
}
]
]
},
"Find Products Need Purchase": {
"main": [
[
{
"node": "Find Existing Stock In",
"type": "main",
"index": 0
},
{
"node": "Merge Product and Stock In Data",
"type": "main",
"index": 1
}
]
]
},
"Find Suppliers Without Draft PO": {
"main": [
[
{
"node": "Create a Draft PO",
"type": "main",
"index": 0
}
]
]
},
"Merge Product and Stock In Data": {
"main": [
[
{
"node": "Find Draft PO for Supplier",
"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.
airtableTokenApigmailOAuth2
Pro
For the full experience including quality scoring and batch install features for each workflow upgrade to Pro
About this workflow
[](https://youtu.be/4CQ3o7qChIs)
Source: https://n8n.io/workflows/11184/ — original creator credit. Request a take-down →
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