Evaluate vendor PDFs with OpenAI and auto-respond via Slack and webhook

Name: Evaluate vendor PDFs with OpenAI and auto-respond via Slack and webhook
Availability: InStock
Author: Jitesh Dugar

Evaluate vendor PDFs with OpenAI and auto-respond via Slack and webhook preview

Open on n8n.io

$20/month : Unlimited workflows

2500 executions/month

Try free

THE #1 IN WEB SCRAPING

Scrape any website without limits

Try free

HOSTINGER

Early Deal
DISCOUNT 20%

Self-hosted n8n

Unlimited workflows - from $4.99/mo

Try free

#1 hub for scraping, AI & automation

6000+ actors - $5 credits/mo

Try free

Overview

AI Vendor / Partner Proposal Evaluation & Auto-Response System

Description

Automate vendor and partner proposal evaluation from slow, manual PDF reviews into a fast, consistent, and AI-powered decision workflow.

This workflow accepts proposal PDFs via webhook, extracts and cleans document content, uses AI to analyze proposals for key information and risks, and automatically decides whether the proposal should be flagged for review or approved instantly.

The system guarantees one proposal = one decision, eliminates duplicate outputs, and ensures stakeholders are notified immediately when risks are detected — while low-risk proposals are auto-approved without human intervention.

What This Workflow Does

Transforms vendor proposal evaluation into a single, reliable automation:

📥 Proposal Intake via Webhook – Accepts vendor or partner proposal PDFs through an API-ready webhook endpoint.

📄 PDF Download & Text Extraction – Downloads the submitted PDF and extracts readable text from the document.

🧹 Text Cleanup & Normalization – Removes noise such as headers, page numbers, and repeated titles to improve AI accuracy.

🧠 AI Proposal Evaluation – Uses OpenAI to summarize the proposal, extract key points, identify the category, and detect risks or missing information.

🧩 Structured JSON Parsing – Converts AI output into clean, automation-safe JSON.

⚖️ Risk Decision Logic – Calculates a single risk flag for the entire proposal (no fragmented decisions).

🚨 Risk Alerts – Sends a structured Slack alert when risks are detected, prompting manual review.

✅ Auto-Approval Flow – Automatically approves proposals with no risks and returns a success response via webhook.

Key Features

🤖 AI-Powered Proposal Analysis – Consistent summaries and risk detection across all proposals.

📄 PDF-First Workflow – Designed specifically for real-world proposal documents.

⚖️ One Proposal = One Decision Logic – Prevents duplicate items or conflicting outcomes.

🚨 Instant Risk Notifications – Alerts stakeholders the moment issues are detected.

✅ Automatic Approvals – Saves time by instantly approving low-risk proposals.

⚙️ Automation-Safe JSON Output – Perfect for extending into CRMs, databases, or dashboards.

Perfect For

🏢 Procurement & Vendor Management Teams 🤝 Partnerships & Business Development Teams 📊 Operations & Strategy Teams 🚀 Startups reviewing vendor or partner proposals 🧾 Compliance & Risk Review Teams

What You’ll Need

Required Integrations

🤖 OpenAI – Proposal evaluation, summarization, and risk detection 💬 Slack – Risk alerts and internal notifications 🌐 Webhook Access – Proposal submission endpoint

Optional Enhancements

📄 PDF Report Generation – Create downloadable AI evaluation reports 📊 Google Sheets / Database Logging – Track proposal decisions 📧 Email Notifications – Notify vendors of approval or next steps 🗂 CRM Integration – Push approved vendors into onboarding systems 🌍 Multi-Language Analysis – Support international proposals

Quick Start

1️⃣ Import the workflow into your n8n workspace 2️⃣ Add OpenAI and Slack credentials 3️⃣ Deploy the webhook and copy the URL 4️⃣ Submit a proposal PDF to the webhook 5️⃣ Review Slack alerts or approval responses 6️⃣ Activate the workflow

Customization Options

1️⃣ AI Prompt Tuning – Adjust evaluation depth or industry focus 2️⃣ Risk Rules – Change what qualifies as a flagged proposal 3️⃣ Approval Messaging – Customize webhook responses 4️⃣ Notification Channels – Swap Slack for email or Teams 5️⃣ Additional Fields – Extract budgets, timelines, or compliance data

Expected Results

⚡ Faster proposal review cycles 🤖 Consistent and unbiased evaluations 📉 Reduced manual workload 🚨 Immediate visibility into risky proposals ✅ Clean, documented approval decisions

Workflow Structure Overview

📥 Proposal Upload ↓ 📄 PDF Download & Parsing ↓ 🧹 Text Cleanup ↓ 🧠 AI Proposal Evaluation ↓ 🧩 JSON Parsing ↓ ⚖️ Risk Decision ↓ 🚨 Slack Alert or ✅ Auto Approval

Jitesh Dugar

119 workflows

Complexity

advanced

Published 12 Dec 2025

Likes 0

View on n8n.io Download Workflow

Install path: /data/workflows/11737/11737.json

Share Your Workflow

Have a useful automation to share? Publish it and help the community.

Submit Your Template How to Submit

Related Workflows

Create fillable document templates from PDF or DOCX with GPT-4o and Google Drive

## 📄Template Creator ### How it works This workflow accepts any uploaded document (PDF or DOCX) via webhook and automatically converts it into a reusable fill-in-the-blank template. **Step 1 — Identify:** GPT-4o first reads the document and determines the document type (e.g., Employment Contract, Invoice, NDA, Lease Agreement, Project Proposal) and the specific variable fields that type of document typically contains. **Step 2 — Templatize:** A second AI pass uses the identified document type and field list to replace all variable content with clearly labeled `[BRACKET]` placeholders while preserving all static boilerplate and structure verbatim. **Step 3 — Deliver:** The cleaned template is rendered to PDF via Gotenberg, uploaded to Google Drive, made publicly accessible, and a JSON response with file URLs is returned to the caller. ### Setup 1. Configure the **Webhook** path if needed (default: `general-template-creator`) 2. Set your **OpenAI** credential on both LLM nodes 3. Set your **Google Drive** credential and confirm the target folder ID in the Upload node 4. Confirm the **Gotenberg** URL matches your self-hosted instance 5. Install the community node `n8n-nodes-word2text` (see ⚠️ warning sticky) ### Customization - Swap GPT-4o for GPT-4.1 or GPT-4.1-mini on the Identify node to reduce cost on the lighter classification task - Add a Switch node after identification to route different document types to type-specific prompts - Modify the Drive folder ID to sort templates into subfolders by document type Document accepts input from a form such as the one found here: [Sample Form](https://iportgpt.com/n8n_assets/template_creator_form.html)

View

Generate PDF pricing proposals from Excel with Gotenberg and Outlook

## How it works 1. **Webhook Trigger** — A web form POSTs prospect details, selected services, discount level, and requestor info to the webhook endpoint. 2. **Fetch Pricing Sheet** — Retrieves all rows from your `pricing_request.xlsx` Excel table in OneDrive/SharePoint. 3. **Process & Price** — Filters the pricing rows to the selected services, applies the correct Discount / Retail / Premium price tier, and calculates the total. 4. **Build HTML** — Renders a fully branded HTML proposal document with cover info, line-item pricing table, terms, and a signature block. 5. **Convert to PDF** — Sends the HTML to a self-hosted [Gotenberg](https://gotenberg.dev) instance, which returns a print-ready PDF. 6. **Email Proposal** — Delivers the PDF as an attachment via Gmail OAuth2 to the requester and any internal recipients you configure.

View

Classify and route email attachments with easybits, Gmail and Google Drive

## What This Workflow Does Receive any business document via email. The attachment is automatically **classified** (Invoice, Contract, or Purchase Order) using easybits Extractor, then **routed** down the correct path where a second Extractor pulls out document-specific data. Each route stores the file in Google Drive and triggers the appropriate action – Invoices go to a finance spreadsheet, Contracts and Purchase Orders trigger Slack notifications. ## How It Works 1. **Receive** – Gmail polls for new emails with attachments every minute 2. **Classify** – easybits Extractor identifies the document type and returns a class label 3. **Route** – A Switch node sends the item down the matching path (Invoice / Contract / PO) 4. **Merge Binary** – The original file is merged back into the routed item (classification strips the binary) 5. **Extract** – A second easybits Extractor pulls fields specific to that document type 6. **Merge Data + File** – Extracted JSON and original binary are combined for upload 7. **Store & Notify** – The file is uploaded to Google Drive; Invoices update a spreadsheet, Contracts and POs trigger Slack alerts --- ## Setup Guide ### 1. Create Your easybits Classification Pipeline 1. Go to **extractor.easybits.tech** and create a new pipeline 2. Add **one field** called `document_class` 3. In the field prompt, describe your classification categories and how to identify each one (see the "easybits: Classify Document" node for a reference prompt) 4. The prompt should instruct the model to return exactly one category label – no explanations, no extra text 5. Adjust the categories and identification criteria to match your specific document types 6. Copy your **Pipeline ID** and connect the credential in the classification node > 💡 **Tip:** The classification prompt is the heart of this workflow. The more specific your category descriptions and decision rules are, the more accurate your results will be. ### 2. Create Three Extraction Pipelines Create one pipeline per document type on **extractor.easybits.tech**: - **Invoice pipeline** – fields: `invoice_number`, `total_amount`, `currency`, `due_date`, `vendor_name` - **Contract pipeline** – fields: `client_name`, `contract_type`, `contract_value`, `currency`, `start_date`, `notice_period` - **Purchase Order pipeline** – fields: `supplier_name`, `po_number`, `order_date`, `expected_delivery_date`, `total_amount`, `currency` Connect each pipeline's credentials to the matching Extractor node. ### 3. Set Up Gmail Connect your Gmail account via OAuth2. Optionally filter by label to only process specific emails. Make sure **Download Attachments** is enabled in the node options. ### 4. Set Up Google Drive Create three folders in Google Drive: **Invoices**, **Contracts**, **Purchase Orders**. Select the correct folder in each Upload node. Set the **Input Binary Field** to `attachment_0` (or whichever field carries the PDF). ### 5. Set Up Google Sheets Create a spreadsheet (or use an existing Master Finance File). Make sure the column headers match the field mappings in the "Update Master Finance Sheet" node. ### 6. Set Up Slack Connect your Slack workspace. Select the channel for contract notifications (e.g. `#contracts`) and the channel for PO updates (e.g. `#operations`). Adjust the message templates if your extracted field names differ. ### 7. Activate & Test Set the workflow to active and send a test email with an invoice, contract, and purchase order attached to verify each route works end to end.

View

Need Custom Automation?

Get help designing a custom n8n workflow that connects your stack and fits your process.

Evaluate vendor PDFs with OpenAI and auto-respond via Slack and webhook

Workflow preview

Overview

AI Vendor / Partner Proposal Evaluation & Auto-Response System

Description

What This Workflow Does

Key Features

Perfect For

What You’ll Need

Required Integrations

Optional Enhancements

Quick Start

Customization Options

Expected Results

Workflow Structure Overview