Automation library · Money admin

Evaluate vendor proposal PDFs with OpenAI and Gmail

Started by someone submitting a form, and works across Gmail and Google Sheets. It hands the judgement calls to OpenAI. 11 steps, 1 branch: a working afternoon to understand properly.

MediumCalls a model: OpenAI

Download free
11 stepsMedium: a working afternoon
1Branch: places the flow splits
0Loops or waits
2Services it connects to

The flow

Starts it 1Model 2Logic 3Service 5

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

  1. 11. Form, Upload Vendor Proposal PDFForm triggerStarts it
  2. 2OpenAI Chat ModelLm Chat Open AiModel
  3. 32. Extract From File, Parse PDF TextExtract From FileService
  4. 44. AI Agent, Evaluate ProposalAgentModel
  5. 53. Code, Clean PDF Text and Prep ContextCodeLogic
  6. 65. Code, Parse AI Output and Risk FlagCodeLogic
  7. 76. IF, Risks Found?IfLogic
  8. 87a. Sheets, Log Risky ProposalGoogle SheetsService
  9. 97b. Sheets, Log Approved ProposalGoogle SheetsService
  10. 108a. Gmail, Risk Alert to Review TeamGmailService
  11. 118b. Gmail, Auto-Approval NotificationGmailService

How it's built

Starts on
Someone submitting a form
Steps
11, with 1 branch
Size
Medium: a working afternoon
Connects to
Gmail, Google Sheets
Model
OpenAI

Questions

What does it need to run?

An n8n account, plus your own 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 someone submitting a form.

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. 11 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 11 steps before you point it at anything that matters.