Compare vendor quotations with Grok AI and export to Google Sheets & email

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Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

Best for

Document Extraction automation workflows
AI Summarization automation workflows
intermediate n8n builders looking for reusable templates

Tools used

n8n-nodes-base.webhook, n8n-nodes-base.function, n8n-nodes-base.httprequest, n8n-nodes-base.googlesheets, n8n-nodes-base.wait, n8n-nodes-base.emailsend, n8n-nodes-base.stickynote

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Oneclick AI Squad.

Original n8n.io source

1.1 Workflow description

Title: Compare vendor quotations with Grok AI and export to Google Sheets & email
Workflow name: Compare vendor quotations with Grok AI and export to Google Sheets & email

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.

Good to Know

Saves hours of manual work by auto-comparing multiple vendor quotations.
Uses AI summarization to intelligently identify highlights and differences in each quote.
Supports structured summaries for quick stakeholder decision-making.
Maintains a Google Sheets log for historical comparison and auditing.
Email notifications ensure stakeholders receive real-time updates.

How It Works

1. Upload Quotes

Webhook trigger that listens for uploaded vendor quotation files (PDF, Excel, or Docs).

2. Extract File Data

Parses the uploaded file and extracts relevant quote data (price, items, vendor name, etc.).

3. AI Summarization

Sends extracted data to an AI API (Grok) to generate a human-readable comparison summary.

4. Wait For Reply

Pauses the workflow until the AI response is fully received.

5. Format Summary

Formats the AI-generated content into a structured summary (e.g., table format or comparison bullets).

6. Log to Google Sheets

Appends the formatted summary to a Google Sheet for tracking and reference.

7. Send Email

Emails the summary to predefined recipients (procurement, finance, etc.).

Data Sources

Uploaded Vendor Quotation Files – Typically in PDF, DOCX, or Excel format containing vendor proposals.
AI API (Grok) – Processes the quote data and returns a summarized comparison.

How to Use

Import the workflow into your n8n instance (self-hosted or cloud).
Configure the Webhook URL to receive file uploads.
Set up file extraction logic in the “Extract File Data” node to match your file format.
Configure your Grok API credentials in the “AI Summarization” node.
Connect your Google Sheets account to the “Log to Google Sheets” node.
Customize the recipient email address in the “Send Email” node.
Test with sample quotation files to validate the entire flow.

Requirements

Self-hosted n8n instance (if using community nodes).
API key for Grok or another AI summarization service.
Google account access to log summary data to Sheets.
Mail credentials for sending automated emails (SMTP setup).
File parsing logic (for PDFs, DOCX, Excel) depending on your vendor formats.

Customizing This Workflow

Modify the Extract File Data node to support additional quote formats or fields.
Enhance AI Summarization with custom prompts or models for industry-specific terms.
Format output into a PDF summary or comparison chart if needed.
Add Slack/Teams integration for real-time team alerts.
Apply filters to compare only specific vendors or line items.

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - Upload Quotes

Type / Role: n8n-nodes-base.webhook - webhook
Config choices: Version 1

Block 2 - Extract File Data

Type / Role: n8n-nodes-base.function - function
Config choices: Version 1

Block 3 - AI Summarization

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 1

Block 4 - Format Summary

Type / Role: n8n-nodes-base.function - function
Config choices: Version 1

Block 5 - Log to Google Sheets

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 1

Block 6 - Wait For Reply

Type / Role: n8n-nodes-base.wait - wait
Config choices: Version 1.1

Block 7 - Send email

Type / Role: n8n-nodes-base.emailSend - emailSend
Config choices: Version 2.1

Block 8 - Sticky Note

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 9 - Sticky Note1

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

3. Summary Table

Workflow	Compare vendor quotations with Grok AI and export to Google Sheets & email
Complexity	intermediate
Nodes	9
Categories	Document Extraction, AI Summarization
Author	Oneclick AI Squad
Published	30 Jul 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/6688/6688.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source Document Extraction workflows AI Summarization workflows

Frequently asked questions

What does Compare vendor quotations with Grok AI and export to Google Sheets & email do?

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your Document Extraction, AI Summarization use case.

Oneclick AI Squad

224 workflows

Nodes

n8n-nodes-base.webhook n8n-nodes-base.function n8n-nodes-base.httprequest n8n-nodes-base.googlesheets n8n-nodes-base.wait n8n-nodes-base.emailsend n8n-nodes-base.stickynote

Complexity

intermediate

Published 30 Jul 2025

Likes 0

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Install path: /data/workflows/6688/6688.json

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Compare vendor quotations with Grok AI and export to Google Sheets & email

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

Good to Know

How It Works

1. Upload Quotes

2. Extract File Data

3. AI Summarization

4. Wait For Reply

5. Format Summary

6. Log to Google Sheets

7. Send Email

Data Sources

How to Use

Requirements

Customizing This Workflow

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Upload Quotes

Block 2 - Extract File Data

Block 3 - AI Summarization

Block 4 - Format Summary

Block 5 - Log to Google Sheets

Block 6 - Wait For Reply

Block 7 - Send email

Block 8 - Sticky Note

Block 9 - Sticky Note1

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions