Automate Inbound Order Processing with AI and Google Sheets
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Streamline your inbound order management by automatically parsing incoming emails using AI. This workflow extracts crucial order details and stores them directly into a Google Sheet, eliminating manual data entry and reducing errors.
About This Workflow
This n8n workflow revolutionizes how you handle inbound purchase orders. It starts by monitoring your Gmail for new emails containing "Inbound Order" in the subject line. Once identified, an advanced AI agent, powered by a robust language model like OpenAI's GPT-4o-mini, meticulously extracts key information from the email body and subject. This includes the purchase order number, expected delivery date, and individual order lines with their respective SKUs and quantities. The AI agent is specifically trained to understand your order formats and outputs the data in a structured JSON format. This structured data is then seamlessly appended to a designated Google Sheet, creating a centralized and easily accessible record of all your inbound orders. This automation significantly boosts efficiency, accuracy, and visibility within your supply chain operations.
Key Features
- AI-Powered Data Extraction: Leverages advanced AI to intelligently parse complex email content.
- Automated Email Monitoring: Triggers automatically upon receiving new inbound order emails in Gmail.
- Structured Data Output: Ensures consistent and accurate data formatting for seamless integration.
- Google Sheets Integration: Directly stores extracted order details into a familiar and accessible spreadsheet.
- Customizable AI Prompts: Easily adapt the AI agent to recognize unique email structures and business needs.
How To Use
- Gmail Trigger Setup: Configure the Gmail Trigger node with your API credentials to monitor your inbox for emails containing "Inbound Order" in the subject.
- AI Agent Configuration: Add the AI Agent node and a compatible Chat Model (e.g., OpenAI GPT-4o-mini). Input the email subject and body into the AI Agent. Crucially, customize the
systemMessageparameter within the AI Agent to precisely match the expected format of your inbound order emails, including the desired output JSON structure. - Structured Output Parsing: Utilize the Structured Output Parser node, providing a
jsonSchemaExamplethat reflects the exact JSON structure the AI Agent should output. This ensures data integrity. - Google Sheets Integration: Connect the Google Sheets node and authenticate with your Google account. Specify your Google Sheet
documentIdandsheetName. Map the extracted fields (PO_NUMBER, EXPECTED_DELIVERY DATE, SKU_ID, QUANTITY) from the AI Agent's output to the corresponding columns in your Google Sheet. Ensure theoperationis set to 'append'.
Apps Used
Workflow JSON
{
"id": "0ddb2958-ab65-45ef-90f2-091c6fb834c3",
"name": "Automate Inbound Order Processing with AI and Google Sheets",
"nodes": 5,
"category": "Operations",
"status": "active",
"version": "1.0.0"
}Note: This is a sample preview. The full workflow JSON contains node configurations, credentials placeholders, and execution logic.
Get This Workflow
ID: 0ddb2958-ab65...
About the Author
DevOps_Master_X
Infrastructure Expert
Specializing in CI/CD pipelines, Docker, and Kubernetes automations.
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