Manage supplier quote requests and follow-ups with Gmail, Sheets, GPT-4o-mini and WhatsApp

Eliminate 90% of manual work in procurement by automating quote requests, response tracking, price extraction, and supplier follow-ups. This complete automation handles everything from sending personalized emails to extracting pricing data with AI and sending WhatsApp reminders—so you can focus on decision-making, not data entry. This all-in-one workflow transforms a 5-hour manual process into a 10-minute review task, saving 15-20 hours per month while improving supplier response rates by 30%.

How it works This workflow contains 4 independent automation modules running on separate schedules:

Quote Request Sender (Manual trigger)

Reads supplier list from Google Sheets Sends personalized emails via Gmail with category and deadline Logs all requests with timestamps to tracking sheet

Response Monitor (Hourly schedule)

Automatically checks Gmail for supplier replies with attachments Updates tracking sheet status to "Quote Received" Zero manual email monitoring required

AI Price Extraction (Manual trigger)

Downloads PDF/Excel attachments from emails Extracts text using n8n's built-in parser Sends to OpenAI GPT-4o-mini to identify products, prices, quantities, currencies Saves structured data to Price Comparison sheet