Wf3: Supplier Communication & Approval

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 →

{
  "name": "WF3: Supplier Communication & Approval",
  "nodes": [
    {
      "parameters": {
        "httpMethod": "POST",
        "path": "po-approval",
        "options": {}
      },
      "id": "62d4819e-375f-4fa6-bfec-51738239cb33",
      "name": "Webhook Trigger",
      "type": "n8n-nodes-base.webhook",
      "typeVersion": 1,
      "position": [
        -400,
        112
      ]
    },
    {
      "parameters": {
        "conditions": {
          "number": [
            {
              "value1": "={{ $json.poData.estimated_cost }}",
              "operation": "larger",
              "value2": 5000
            }
          ]
        }
      },
      "id": "903d996a-99ae-437b-8109-040ddc38d131",
      "name": "IF > $5000",
      "type": "n8n-nodes-base.if",
      "typeVersion": 1,
      "position": [
        -208,
        112
      ]
    },
    {
      "parameters": {
        "text": "=High value PO needs approval: {{$json.poData.po_id}} for ${{$json.poData.estimated_cost}}\nReasoning: {{$json.poData.ai_recommendation}}\n\n\u2705 APPROVE: {{$execution.resumeUrl}}?action=approve\n\u274c REJECT: {{$execution.resumeUrl}}?action=reject",
        "chatId": "-5447726193",
        "additionalFields": {},
        "resource": "message",
        "operation": "sendMessage"
      },
      "id": "9726dcaa-bc00-4b6d-bfcb-666c1cf5d0ec",
      "name": "Telegram Request Approval",
      "type": "n8n-nodes-base.telegram",
      "typeVersion": 1.1,
      "position": [
        0,
        0
      ],
      "credentials": {
        "telegramApi": {
          "name": "<your credential>"
        }
      }
    },
    {
      "parameters": {
        "conditions": {
          "string": [
            {
              "value1": "={{ $json.query.action }}",
              "value2": "approve"
            }
          ]
        }
      },
      "id": "a3b3e506-6dd5-464c-82a2-9d155325e297",
      "name": "Is Approved?",
      "type": "n8n-nodes-base.if",
      "typeVersion": 1,
      "position": [
        400,
        0
      ]
    },
    {
      "parameters": {
        "operation": "update",
        "documentId": {
          "__rl": true,
          "value": "1bwj7MGobvcfDljlaO65o4hchdPWCdqGm8utdLaiDPOg",
          "mode": "id"
        },
        "sheetName": {
          "__rl": true,
          "value": 685519,
          "mode": "list",
          "cachedResultName": "Purchase_Orders",
          "cachedResultUrl": "https://docs.google.com/spreadsheets/d/1bwj7MGobvcfDljlaO65o4hchdPWCdqGm8utdLaiDPOg/edit#gid=685519"
        },
        "columnToMatchOn": "po_id",
        "valueToMatchOn": "={{ $('Webhook Trigger').item.json.body.poData.po_id }}",
        "fieldsUi": {
          "values": [
            {
              "column": "status",
              "fieldValue": "Approved"
            }
          ]
        },
        "options": {}
      },
      "id": "ec9bdfa2-ab13-4ab6-90c9-884fe4028b4f",
      "name": "Update PO Status (Approved)",
      "type": "n8n-nodes-base.googleSheets",
      "typeVersion": 3,
      "position": [
        608,
        0
      ],
      "credentials": {
        "googleSheetsOAuth2Api": {
          "name": "<your credential>"
        }
      }
    },
    {
      "parameters": {
        "operation": "update",
        "documentId": {
          "__rl": true,
          "value": "1bwj7MGobvcfDljlaO65o4hchdPWCdqGm8utdLaiDPOg",
          "mode": "id"
        },
        "sheetName": {
          "__rl": true,
          "value": "Purchase_Orders",
          "mode": "name"
        },
        "columnToMatchOn": "po_id",
        "valueToMatchOn": "={{ $('Webhook Trigger').item.json.body.poData.po_id }}",
        "fieldsUi": {
          "values": [
            {
              "column": "status",
              "fieldValue": "Rejected"
            }
          ]
        },
        "options": {}
      },
      "id": "886f615a-fc58-4501-90d8-084b23e04a1b",
      "name": "Update PO Status (Rejected)",
      "type": "n8n-nodes-base.googleSheets",
      "typeVersion": 3,
      "position": [
        608,
        208
      ],
      "credentials": {
        "googleSheetsOAuth2Api": {
          "name": "<your credential>"
        }
      }
    },
    {
      "parameters": {
        "sendTo": "atuly232002@gmail.com",
        "subject": "={{ 'Purchase Order: ' + $('Webhook Trigger').first().json.body.poData.po_id }}",
        "message": "={{ 'Please fulfill the following order: ' + $('Webhook Trigger').item.json.body.poData.order_quantity + ' units of product ' + $('Webhook Trigger').item.json.body.poData.product_id + '. Estimated Cost: $' + $('Webhook Trigger').item.json.body.poData.estimated_cost }}",
        "options": {}
      },
      "id": "fe60ca53-1f94-4f65-846c-4e131e32b20a",
      "name": "Send PO Email",
      "type": "n8n-nodes-base.gmail",
      "typeVersion": 2,
      "position": [
        800,
        0
      ],
      "credentials": {
        "gmailOAuth2": {
          "name": "<your credential>"
        }
      }
    },
    {
      "parameters": {
        "resume": "webhook",
        "options": {}
      },
      "type": "n8n-nodes-base.wait",
      "typeVersion": 1.1,
      "position": [
        192,
        -48
      ],
      "id": "7eec9be3-85c0-4602-9dca-a4d7010edd2c",
      "name": "Wait"
    }
  ],
  "connections": {
    "Webhook Trigger": {
      "main": [
        [
          {
            "node": "IF > $5000",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "IF > $5000": {
      "main": [
        [
          {
            "node": "Telegram Request Approval",
            "type": "main",
            "index": 0
          }
        ],
        [
          {
            "node": "Update PO Status (Approved)",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Is Approved?": {
      "main": [
        [
          {
            "node": "Update PO Status (Approved)",
            "type": "main",
            "index": 0
          }
        ],
        [
          {
            "node": "Update PO Status (Rejected)",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Update PO Status (Approved)": {
      "main": [
        [
          {
            "node": "Send PO Email",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Wait": {
      "main": [
        [
          {
            "node": "Is Approved?",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Telegram Request Approval": {
      "main": [
        [
          {
            "node": "Wait",
            "type": "main",
            "index": 0
          }
        ]
      ]
    }
  },
  "active": true,
  "settings": {
    "executionOrder": "v1",
    "binaryMode": "separate",
    "availableInMCP": false
  },
  "versionId": "7413f1ce-076b-4242-80f2-9ef50e7bfee5",
  "meta": {
    "templateCredsSetupCompleted": true
  },
  "nodeGroups": [],
  "id": "UlHNS5nHo7JddAUD",
  "tags": []
}

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.

• gmailOAuth2
• googleSheetsOAuth2Api
• telegramApi

About this workflow

WF3: Supplier Communication & Approval. Uses telegram, googleSheets, gmail. Webhook trigger; 8 nodes.

Source: https://github.com/Apoo3va/Smart-Inventory-Warehouse-Automation-Platform/blob/main/WF3_Supplier_Approval.json — original creator credit. Request a take-down →

More Email & Gmail workflows → · Browse all categories →

Related workflows

Workflows that share integrations, category, or trigger type with this one. All free to copy and import.