# Automate vendor analysis & contract management with OpenAI: n8n workflow

> Started by a clock, and works across Airtable, Gmail and Google Sheets. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/automate-vendor-analysis-and-contract-management-with-openai (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Research and reporting](https://millionrounds.com/workflows?category=Research+and+reporting#library)

# Automate vendor analysis & contract management with OpenAI

Started by a clock, and works across Airtable, Gmail and Google Sheets. It hands the judgement calls to OpenAI. 19 steps, 1 branch: a working afternoon to understand properly.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-vendor-analysis-and-contract-management-with-openai)

**19 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**0** Loops or waits

**3** Services it connects to

## The flow

Starts it 1 Model 4 Logic 3 Service 11

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

- 1 **Schedule Trigger** Schedule trigger *Starts it*
- 2 **OpenAI Chat Model** Lm Chat Open Ai *Model*
- 3 **Structured Output Parser** Output Parser Structured *Model*
- 4 **HTTP Request Tool** Http Request Tool *Service*
- 5 **Calculate Savings Tool** Tool Code *Model*
- 6 **Gmail Tool** Gmail Tool *Service*
- 7 **Google Sheets Tool** Google Sheets Tool *Service*
- 8 **Airtable Tool** Airtable Tool *Service*
- 9 **Workflow Configuration** Set *Logic*
- 10 **Vendor Analysis Agent** Agent *Model*
- 11 **Scrape Vendor Pricing** Http Request *Service*
- 12 **Scrape Delivery Reliability** Http Request *Service*
- 13 **Get Contract Data** Airtable *Service*
- 14 **Check for Overpriced Vendors** If *Logic*
- 15 **Merge Vendor Data** Merge *Logic*
- 16 **Send Negotiation Email** Gmail *Service*
- 17 **Create Renewal Tasks** Google Sheets *Service*
- 18 **Update Contract Database** Airtable *Service*
- 19 **Track Savings** Google Sheets *Service*

## How it's built

- **Starts on:** A clock
- **Steps:** 19, with 1 branch
- **Size:** Medium: a working afternoon
- **Connects to:** Airtable, Gmail, Google Sheets
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Airtable, Gmail and Google Sheets accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on a clock.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 19 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 19 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-vendor-analysis-and-contract-management-with-openai)
- **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.

[Airtable](https://millionrounds.com/workflows?service=Airtable#library)[Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)

## Workflows like it

Also research and reporting, with the same services where possible, closest in size first.

- [**AI-powered automatic analysis of YouTube product reviews** 19 steps · calls a model · Gmail](https://millionrounds.com/workflow/ai-powered-automatic-analysis-of-youtube-product-reviews)
- [**AI-powered technical analyst with Perplexity R1** 19 steps · calls a model · Gmail](https://millionrounds.com/workflow/ai-powered-technical-analyst-with-perplexity-r1)
- [**Automate actuarial premium adjustments and claims reporting** 19 steps · calls a model · Gmail, Slack](https://millionrounds.com/workflow/automate-actuarial-premium-adjustments-and-claims-reporting)
- [**Generate personalized promotion emails with Gmail** 19 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/generate-personalized-promotion-emails-with-gmail)
- [**Reddit Sentiment Analysis for Apple WWDC25 with Gemini** 19 steps · calls a model · Google Sheets](https://millionrounds.com/workflow/reddit-sentiment-analysis-for-apple-wwdc25-with-gemini)
- [**Send PDF document summaries with CoreNexis OCR and OpenAI** 19 steps · calls a model · Gmail](https://millionrounds.com/workflow/send-pdf-document-summaries-with-corenexis-ocr-and-openai)