{ "workflow": { "id": 6688, "name": "Compare vendor quotations with Grok AI and export to Google Sheets & email", "views": 639, "recentViews": 0, "totalViews": 639, "createdAt": "2025-07-30T09:48:16.845Z", "description": "This workflow automates the process of receiving vendor quotations, extracting and summarizing their contents using **AI**, and logging the results for comparison. The system listens for new file uploads via **webhook**, processes each file using a **summarization engine**, and generates a well-formatted **summary table** that is stored in **Google Sheets** and sent via **email** to stakeholders.\n\n## **Good to Know**\n\n* **Saves hours of manual work** by auto-comparing multiple vendor quotations.\n* **Uses AI summarization** to intelligently identify highlights and differences in each quote.\n* **Supports structured summaries** for quick stakeholder decision-making.\n* **Maintains a Google Sheets log** for historical comparison and auditing.\n* **Email notifications** ensure stakeholders receive real-time updates.\n\n## **How It Works**\n\n### **1. Upload Quotes**\n\n**Webhook trigger** that listens for uploaded vendor quotation files (PDF, Excel, or Docs).\n\n### **2. Extract File Data**\n\n**Parses the uploaded file** and extracts relevant quote data (price, items, vendor name, etc.).\n\n### **3. AI Summarization**\n\n**Sends extracted data to an AI API (Grok)** to generate a human-readable comparison summary.\n\n### **4. Wait For Reply**\n\n**Pauses the workflow** until the AI response is fully received.\n\n### **5. Format Summary**\n\n**Formats the AI-generated content** into a structured summary (e.g., table format or comparison bullets).\n\n### **6. Log to Google Sheets**\n\n**Appends the formatted summary** to a Google Sheet for tracking and reference.\n\n### **7. Send Email**\n\n**Emails the summary** to predefined recipients (procurement, finance, etc.).\n\n## **Data Sources**\n\n* **Uploaded Vendor Quotation Files** – Typically in PDF, DOCX, or Excel format containing vendor proposals.\n* **AI API (Grok)** – Processes the quote data and returns a summarized comparison.\n\n## **How to Use**\n\n1. **Import the workflow** into your n8n instance (self-hosted or cloud).\n2. **Configure the Webhook URL** to receive file uploads.\n3. **Set up file extraction logic** in the “Extract File Data” node to match your file format.\n4. **Configure your Grok API credentials** in the “AI Summarization” node.\n5. **Connect your Google Sheets account** to the “Log to Google Sheets” node.\n6. **Customize the recipient email address** in the “Send Email” node.\n7. **Test with sample quotation files** to validate the entire flow.\n\n## **Requirements**\n\n* **Self-hosted n8n instance** (if using community nodes).\n* **API key for Grok** or another AI summarization service.\n* **Google account access** to log summary data to Sheets.\n* **Mail credentials** for sending automated emails (SMTP setup).\n* **File parsing logic** (for PDFs, DOCX, Excel) depending on your vendor formats.\n\n## **Customizing This Workflow**\n\n* **Modify the Extract File Data node** to support additional quote formats or fields.\n* **Enhance AI Summarization** with custom prompts or models for industry-specific terms.\n* **Format output into a PDF summary** or comparison chart if needed.\n* **Add Slack/Teams integration** for real-time team alerts.\n* **Apply filters** to compare only specific vendors or line items.\n\n\n\n", "workflow": { "id": "I7WH7YAkU7thNKGJ", "meta": { "instanceId": "dd69efaf8212c74ad206700d104739d3329588a6f3f8381a46a481f34c9cc281", "templateCredsSetupCompleted": true }, "name": "Vendor Quotation Comparator with Smart AI Summary Table", "tags": [], "nodes": [ { "id": "f13d14c0-5c12-49dc-8fdc-09374c800045", "name": "Upload Quotes", "type": "n8n-nodes-base.webhook", "position": [ -480, -140 ], "webhookId": "vendor-quote-upload", "parameters": { "path": "vendor-quote-upload", "options": {} }, "typeVersion": 1 }, { "id": "3d583a32-3731-4b44-98b0-b90866128a54", "name": "Extract File Data", "type": "n8n-nodes-base.function", "position": [ -260, -140 ], "parameters": { "functionCode": "return items.map(item => {\n const file = item.binary['data'];\n return {\n json: {\n fileName: file.fileName,\n fileData: file.data\n }\n };\n});" }, "typeVersion": 1 }, { "id": "bd191a98-5b73-4732-bffa-1c9d09faadb4", "name": "AI Summarization", "type": "n8n-nodes-base.httpRequest", "position": [ -40, -140 ], "parameters": { "url": "https://api.grok.xai.com/summarize", "options": {} }, "typeVersion": 1 }, { "id": "616fcc3f-2c98-4816-ad3a-5285e47322f5", "name": "Format Summary", "type": "n8n-nodes-base.function", "position": [ 400, -140 ], "parameters": { "functionCode": "return items.map(item => {\n const summary = item.json;\n return {\n json: {\n vendor: summary.vendor || 'Unknown',\n price: summary.price || 0,\n deliveryTime: summary.deliveryTime || 'N/A',\n features: summary.features || []\n }\n };\n});" }, "typeVersion": 1 }, { "id": "e322b3b3-3b5e-4a2b-b734-6d3c2a8a7a51", "name": "Log to Google Sheets", "type": "n8n-nodes-base.googleSheets", "position": [ 620, -140 ], "parameters": { "range": "QuotationSummary!A:D", "options": {}, "sheetId": "your-google-sheet-id", "operation": "append" }, "credentials": { "googleApi": { "id": "credential-id", "name": "googleApi Credential" } }, "typeVersion": 1 }, { "id": "9e515cef-d701-47d3-b1a8-6b5e235ab5bf", "name": "Wait For Reply", "type": "n8n-nodes-base.wait", "position": [ 180, -140 ], "webhookId": "4d3d095b-db33-4a57-a49b-bb0314c6c54b", "parameters": {}, "typeVersion": 1.1 }, { "id": "6a812cc2-8d22-4e08-83af-0f0bafe66ac4", "name": "Send email", "type": "n8n-nodes-base.emailSend", "position": [ 840, -140 ], "webhookId": "98e88dd5-5189-4451-bdcc-7e4077b7d221", "parameters": { "text": "json: {\n vendor: summary.vendor || 'Unknown',\n price: summary.price || 0,\n deliveryTime: summary.deliveryTime || 'N/A',\n features: summary.features || []\n }", "options": {}, "subject": "Vendor Quotation Comparison", "toEmail": "user@example.com", "fromEmail": "user@example.com", "emailFormat": "text" }, "credentials": { "smtp": { "id": "credential-id", "name": "smtp Credential" } }, "typeVersion": 2.1 }, { "id": "54b92d68-e46a-4af9-8fd2-c4cd16c36316", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ 300, -560 ], "parameters": { "color": 4, "width": 580, "height": 260, "content": "## Minimal Google Sheet Columns (Top 5):\n\n**Vendor Name** – Name of the vendor\n\n**Total Amount** – Final quoted price\n\n**Delivery Timeline** – Estimated delivery time\n\n**AI Summary** – Key points from the quotation\n\n**Status** – e.g., Logged, Reviewed, Selected" }, "typeVersion": 1 }, { "id": "ccf6e6a7-6e08-4cc5-ada8-5e70dd688ef1", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ -500, -740 ], "parameters": { "width": 680, "height": 560, "content": "### 🧷 **Notes for Each Node:**\n1. **Upload Quotes** (Webhook Trigger)\n 📌 *Triggers the workflow when vendor quote files are uploaded (via webhook).*\n ➤ Accepts input like PDF, Excel, or other documents.\n\n2. **Extract File Data** (Code/Function Node)\n 📌 *Parses and extracts key data from uploaded quote files.*\n ➤ Converts file contents to structured text or JSON.\n\n3. **AI Summarization** (HTTP Request to Grok API)\n 📌 *Sends the extracted data to an AI model to generate a comparison summary.*\n ➤ Uses Grok or another LLM to create a smart summary.\n\n4. **Wait For Reply** (Wait Node)\n 📌 *Waits for the AI response before proceeding.*\n ➤ Ensures no step runs before the summary is ready.\n\n5. **Format Summary** (Code/Function Node)\n 📌 *Cleans and formats the AI response into a readable comparison table.*\n ➤ Converts raw AI output into structured rows/columns.\n\n6. **Log to Google Sheets** (Google Sheets Node)\n 📌 *Appends the formatted summary into a Google Sheet.*\n ➤ Maintains a log of all vendor comparisons for easy tracking.\n\n7. **Send Email** (Email Node)\n 📌 *Emails the formatted summary to stakeholders or procurement team.*\n ➤ Sends decision-ready content to the right people." }, "typeVersion": 1 } ], "active": false, "pinData": {}, "settings": { "executionOrder": "v1" }, "versionId": "5b1389b3-0c98-4fb8-8ac1-ba2de9c736c9", "connections": { "Upload Quotes": { "main": [ [ { "node": "Extract File Data", "type": "main", "index": 0 } ] ] }, "Format Summary": { "main": [ [ { "node": "Log to Google Sheets", "type": "main", "index": 0 } ] ] }, "Wait For Reply": { "main": [ [ { "node": "Format Summary", "type": "main", "index": 0 } ] ] }, "AI Summarization": { "main": [ [ { "node": "Wait For Reply", "type": "main", "index": 0 } ] ] }, "Extract File Data": { "main": [ [ { "node": "AI Summarization", "type": "main", "index": 0 } ] ] }, "Log to Google Sheets": { "main": [ [ { "node": "Send email", "type": "main", "index": 0 } ] ] } } }, "lastUpdatedBy": 29, "workflowInfo": { "nodeCount": 9, "nodeTypes": { "n8n-nodes-base.wait": { "count": 1 }, "n8n-nodes-base.webhook": { "count": 1 }, "n8n-nodes-base.function": { "count": 2 }, "n8n-nodes-base.emailSend": { "count": 1 }, "n8n-nodes-base.stickyNote": { "count": 2 }, "n8n-nodes-base.httpRequest": { "count": 1 }, "n8n-nodes-base.googleSheets": { "count": 1 } } }, "status": "published", "user": { "name": "Oneclick AI Squad", "username": "oneclick-ai", "bio": "The AI Squad Initiative is a pioneering effort to build, automate and scale AI-powered workflows using n8n.io. Our mission is to help individuals and businesses integrate AI agents seamlessly into their daily operations from automating tasks and enhancing productivity to creating innovative, intelligent solutions. We design modular, reusable AI workflow templates that empower creators, developers and teams to supercharge their automation with minimal effort and maximum impact.", "verified": true, "links": [ "https://www.oneclickitsolution.com/" ], "avatar": "https://gravatar.com/avatar/848fca91367142f65f9e5c55d64e5c9952b160d7b060d103b52aa343c6bc7b3d?r=pg&d=retro&size=200" }, "nodes": [ { "id": 11, "icon": "fa:envelope", "name": "n8n-nodes-base.emailSend", "codex": { "data": { "alias": [ "SMTP", "email", "human", "form", "wait", "hitl", "approval" ], "resources": { "generic": [ { "url": "https://n8n.io/blog/2021-the-year-to-automate-the-new-you-with-n8n/", "icon": "☀️", "label": "2021: The Year to Automate the New You with n8n" }, { "url": "https://n8n.io/blog/build-your-own-virtual-assistant-with-n8n-a-step-by-step-guide/", "icon": "👦", "label": "Build your own virtual assistant with n8n: A step by step guide" } ], "primaryDocumentation": [ { "url": "https://docs.n8n.io/integrations/builtin/core-nodes/n8n-nodes-base.sendemail/" } ], "credentialDocumentation": [ { "url": "https://docs.n8n.io/integrations/builtin/credentials/sendemail/" } ] }, "categories": [ "Communication", "HITL", "Core Nodes" ], "nodeVersion": "1.0", "codexVersion": "1.0", "subcategories": { "HITL": [ "Human in the Loop" ] } } }, "group": "[\"output\"]", "defaults": { "name": "Send Email", "color": "#00bb88" }, "iconData": { "icon": "envelope", "type": "icon" }, "displayName": "Send Email", "typeVersion": 2, "nodeCategories": [ { "id": 6, "name": "Communication" }, { "id": 9, "name": "Core Nodes" }, { "id": 28, "name": "HITL" } ] }, { "id": 14, "icon": "fa:code", "name": "n8n-nodes-base.function", "codex": { "data": { "alias": [ "Code", "Javascript", "Custom Code", "Script", "cpde" ], "details": "The Function node allows you to execute JavaScript in your workflow. Unlike the Function Item node, this node does not operate on incoming node data per-item. Instead, you must iterate over multiple items of incoming data yourself. This can be useful if you're performing data transformation where you want to manipulate the number of items being outputted by the node (i.e. 1 item is inputted in with nested object, 10 items are outputted without any nested objects)", "resources": { "generic": [ { "url": "https://n8n.io/blog/2021-goals-level-up-your-vocabulary-with-vonage-and-n8n/", "icon": "🎯", "label": "2021 Goals: Level Up Your Vocabulary With Vonage and n8n" }, { "url": "https://n8n.io/blog/learn-to-automate-your-factorys-incident-reporting-a-step-by-step-guide/", "icon": "🏭", "label": "Learn to Automate Your Factory's Incident Reporting: A Step by Step Guide" }, { "url": "https://n8n.io/blog/2021-the-year-to-automate-the-new-you-with-n8n/", "icon": "☀️", "label": "2021: The Year to Automate the New You with n8n" }, { "url": "https://n8n.io/blog/why-business-process-automation-with-n8n-can-change-your-daily-life/", "icon": "🧬", "label": "Why business process automation with n8n can change your daily life" }, { 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