# Inventory Tracking Automation for Airtable with Gmail: n8n workflow

> Started by a clock, and works across Airtable and Gmail. 18 steps, 1 branch: a working afternoon to understand properly.

Source: https://millionrounds.com/workflow/inventory-tracking-automation-for-airtable-with-gmail (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Data collection](https://millionrounds.com/workflows?category=Data+collection#library)

# Inventory Tracking Automation for Airtable with Gmail

Started by a clock, and works across Airtable and Gmail. 18 steps, 1 branch: a working afternoon to understand properly.

Medium

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Finventory-tracking-automation-for-airtable-with-gmail)

**18 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 4 Logic 2 Service 12

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

- 1 **PO Modified** Airtable trigger *Starts it*
- 2 **Manual Trigger for Test SO** Manual trigger *Starts it*
- 3 **Check Products Hourly** Schedule trigger *Starts it*
- 4 **PO Enters Needs Email** Airtable trigger *Starts it*
- 5 **Find Suppliers Without Draft PO** Airtable *Service*
- 6 **Create SO** Airtable *Service*
- 7 **Find Products Need Purchase** Airtable *Service*
- 8 **Send out PO to Supplier** Gmail *Service*
- 9 **Create a Draft PO** Airtable *Service*
- 10 **List Products** Airtable *Service*
- 11 **Find Existing Stock In** Airtable *Service*
- 12 **Merge Product and Stock In Data** Merge *Logic*
- 13 **Update PO Status** Airtable *Service*
- 14 **Create SO Line** Airtable *Service*
- 15 **Find Draft PO for Supplier** Airtable *Service*
- 16 **Is there Stock In Already** If *Logic*
- 17 **Update Stock In** Airtable *Service*
- 18 **Create Stock In** Airtable *Service*

## How it's built

- **Starts on:** A clock
- **Steps:** 18, with 1 branch
- **Size:** Medium: a working afternoon
- **Connects to:** Airtable, Gmail
- **Model:** None. This is plumbing, not judgement

## Questions

What does it need to run?

An n8n account, plus your own Airtable and Gmail 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. 18 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 18 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%2Finventory-tracking-automation-for-airtable-with-gmail)
- **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)

## Workflows like it

Also data collection, with the same services where possible, closest in size first.

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- [**AI calling agent with OpenAI** 18 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/ai-calling-agent-with-openai)
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