Automation library · E-commerce

Intelligent purchase order generator with OpenAI and Gmail

Started by another system calling it, and works across Gmail and Google Drive. It hands the judgement calls to OpenAI. 14 steps, 1 branch: a working afternoon to understand properly.

MediumCalls a model: OpenAI

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

The flow

Starts it 1Model 2Logic 6Service 5

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

  1. 1Webhook TriggerWebhookStarts it
  2. 2OpenAI Chat ModelLm Chat Open AiModel
  3. 3Validate RequestCodeLogic
  4. 4AI Supplier SelectorAgentModel
  5. 5Prepare AI ContextSetLogic
  6. 6Enrich with Supplier DataCodeLogic
  7. 7Needs Approval?IfLogic
  8. 8Request ApprovalGmailService
  9. 9Generate PO DocumentCodeLogic
  10. 10HTML to PDFHtmlcsstopdfService
  11. 11Archive in DriveGoogle DriveService
  12. 12Email to SupplierGmailService
  13. 13Log in Procurement SystemCodeLogic
  14. 14Notify Procurement TeamHttp RequestService

How it's built

Starts on
Another system calling it
Steps
14, with 1 branch
Size
Medium: a working afternoon
Connects to
Gmail, Google Drive
Model
OpenAI

Questions

What does it need to run?

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

What starts it?

It starts on another system calling it.

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. 14 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 14 steps before you point it at anything that matters.