Automate Inbound Order Processing with AI and Google Sheets
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Streamline your inbound order management by leveraging AI to extract critical data from emails and automatically populate your Google Sheets. This workflow eliminates manual data entry and accelerates your sales operations.
About This Workflow
This n8n workflow revolutionizes how businesses handle inbound orders. It begins by monitoring your Gmail for new emails containing "Inbound Order" in the subject line. Upon detection, an advanced AI agent, powered by OpenAI's GPT-4o-mini, meticulously parses the email's content. It intelligently extracts the purchase order number, expected delivery date, and detailed order lines including SKU and quantity. The AI's output is then precisely structured using a JSON schema and seamlessly appended to a designated Google Sheet, creating a centralized, real-time record of all incoming orders. This automation significantly reduces errors, saves valuable time, and provides instant visibility into your order pipeline.
Key Features
- AI-Powered Email Parsing: Utilizes advanced AI to extract structured data from unstructured email content.
- Automated Data Entry: Eliminates manual data input into spreadsheets, saving time and reducing errors.
- Seamless Google Sheets Integration: Directly syncs extracted order details into your Google Sheets for easy access and analysis.
- Configurable Email Trigger: Flexibility to define specific triggers for order processing based on email subjects.
- Structured Output: Ensures consistent and predictable data formatting for further processing or reporting.
How To Use
- Configure Gmail Trigger: Set up your Gmail API credentials in the Gmail Trigger node to monitor for new emails. Filter for subjects containing "Inbound Order".
- Set Up AI Agent: Add the AI Agent node and select your preferred OpenAI model (e.g., GPT-4o-mini). Configure the
systemMessageto accurately describe the email format and the desired output fields (purchase_order, expected_delivery_date, lines with sku and quantity). - Implement Structured Output Parser: Use the Structured Output Parser node with a JSON schema example that matches the AI agent's expected output to ensure data consistency.
- Connect to Google Sheets: Configure the Google Sheets node with your Google Sheet API credentials. Specify the
documentIdandsheetName(or sheet ID) where the order data should be stored. Map the output fields from the AI Agent (PO_NUMBER, EXPECTED_DELIVERY DATE, SKU_ID, QUANTITY) to the corresponding columns in your Google Sheet. - Link Nodes: Connect the output of the Gmail Trigger to the AI Agent, the AI Agent to the Structured Output Parser, and the Structured Output Parser to the Google Sheets node to establish the workflow sequence.
- Test Thoroughly: Send test emails to verify that the data is extracted correctly and populated into your Google Sheet as expected.
Apps Used
Workflow JSON
{
"id": "6fdeb990-f4bf-4caf-b855-90f9882627df",
"name": "Automate Inbound Order Processing with AI and Google Sheets",
"nodes": 28,
"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: 6fdeb990-f4bf...
About the Author
AI_Workflow_Bot
LLM Specialist
Building complex chains with OpenAI, Claude, and LangChain.
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