# Automate inventory reordering and vendor bill approvals: n8n workflow

> Started by a clock, and works across Gmail and Slack. 20 steps, 3 branches: a working afternoon to understand properly.

Source: https://millionrounds.com/workflow/automate-inventory-reordering-and-vendor-bill-approvals (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [E-commerce](https://millionrounds.com/workflows?category=E-commerce#library)

# Automate inventory reordering and vendor bill approvals

Started by a clock, and works across Gmail and Slack. 20 steps, 3 branches: a working afternoon to understand properly.

Medium

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-inventory-reordering-and-vendor-bill-approvals)

**20 steps** Medium: a working afternoon

**3** Branches: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 2 Logic 4 Service 14

The steps in the order they run, from what starts it.

- 1 **When Reorder Check at 8AM** Schedule trigger *Starts it*
- 2 **When Vendor Bill Email Received** Gmail trigger *Starts it*
- 3 **Fetch Low-Stock Products in Odoo** Odoo *Service*
- 4 **Set Vendor Bill Information** Set *Logic*
- 5 **Check Products Below Reorder Level** If *Logic*
- 6 **Notify Automation Error via Slack** Slack *Service*
- 7 **Check Vendor in Odoo** Odoo *Service*
- 8 **Fetch Preferred Vendor in Odoo** Odoo *Service*
- 9 **Post No Reorder Needed to Procurement** Slack *Service*
- 10 **Verify Vendor Recognition in Odoo** If *Logic*
- 11 **Fetch Vendor Contact in Odoo** Odoo *Service*
- 12 **Create Draft Vendor Bill in Odoo** Odoo *Service*
- 13 **Notify Vendor Not Recognized via Gmail** Gmail *Service*
- 14 **Create Draft Purchase Order in Odoo** Odoo *Service*
- 15 **Request Finance Approval via Slack** Slack *Service*
- 16 **Send Draft PO Email via Gmail** Gmail *Service*
- 17 **Check Finance Approval Status** If *Logic*
- 18 **Post Draft Notification to Procurement** Slack *Service*
- 19 **Confirm and Post Bill in Odoo** Odoo *Service*
- 20 **Notify Bill Needs Changes via Gmail** Gmail *Service*

## How it's built

- **Starts on:** A clock
- **Steps:** 20, with 3 branches
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail, Slack
- **Model:** None. This is plumbing, not judgement

## Questions

What does it need to run?

An n8n account, plus your own Gmail and Slack accounts. You connect your own accounts after importing it; none are included.

What starts it?

It starts on a clock.

Does it use AI?

No. Every step is fixed logic or a call to a service, so it does the same thing every time.

How long does it take to set up?

Plan an afternoon. 20 steps is enough that you should read each one before running it.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 20 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-inventory-reordering-and-vendor-bill-approvals)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Slack](https://millionrounds.com/workflows?service=Slack#library)

## Workflows like it

Also e-commerce, with the same services where possible, closest in size first.

- [**3D Product Video Generator from 2D Image for E-Commerce Stores** 20 steps · Gmail, Google Drive](https://millionrounds.com/workflow/3d-product-video-generator-from-2d-image-for-e-commerce-stor)
- [**Shopify & WooCommerce inventory sync with Google Sheets** 20 steps · Gmail, Google Sheets](https://millionrounds.com/workflow/shopify-and-woocommerce-inventory-sync-with-google-sheets)
- [**Sync paid Shopify orders, products, and customers with Odoo** 20 steps · Gmail, Slack](https://millionrounds.com/workflow/sync-paid-shopify-orders-products-and-customers-with-odoo)
- [**Synchronizing WooCommerce inventory and creating products** 20 steps · calls a model · Google Sheets, Slack](https://millionrounds.com/workflow/synchronizing-woocommerce-inventory-and-creating-products)
- [**E-commerce bestseller video generator with Algolia** 21 steps · Gmail](https://millionrounds.com/workflow/e-commerce-bestseller-video-generator-with-algolia)
- [**AI agent for transportation orders management with OpenAI** 21 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/ai-agent-for-transportation-orders-management-with-openai)