Extract purchase orders from Gmail using Gemini AI and save to Google Sheets

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Important notice

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

1. Workflow Overview

AI Powered Email to Purchase Order Workflow Automatically scan your inbox for new purchase order requests, extract order details using Gemini AI , and log them into Google Sheets — all without m...

Best for

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

Tools used

n8n-nodes-base.gmail, n8n-nodes-base.cron, n8n-nodes-base.if, @n8n/n8n-nodes-langchain.agent, @n8n/n8n-nodes-langchain.lmchatgooglegemini, n8n-nodes-base.stickynote, n8n-nodes-base.set, n8n-nodes-base.filter

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by SayOne Technologies.

Original n8n.io source

1.1 Workflow description

Title: Extract purchase orders from Gmail using Gemini AI and save to Google Sheets
Workflow name: Extract purchase orders from Gmail using Gemini AI and save to Google Sheets

🚀 AI-Powered Email to Purchase Order Workflow

Automatically scan your inbox for new purchase order requests, extract order details using Gemini AI, and log them into Google Sheets — all without manual effort.

✨ Core Capabilities

⏱ Runs every minute to check unread emails
📧 Filters emails by subject
🤖 Uses Gemini AI to summarize email content & extract structured order details
📅 Formats dates into ISO calendar weeks
📊 Adds product data from Google Sheets to complete order info
✅ Appends final purchase order records into a Google Sheet (without replacing previous ones)

🛠 Setup Essentials

📩 Gmail account for fetching unread emails
🔑 Google Gemini (PaLM) API credentials
📒 Google Sheet with predefined purchase order headers

📖 Activation Guide

⚙️ Configure Gmail & Google Sheets credentials in n8n
🎯 Adjust the subject filter to match your email rules
🔌 Connect Gemini AI with your API credentials
📑 Create a Google Sheet with the required headers
▶️ Activate the workflow and let it run in the background

🎨 Customizing the Workflow

🔍 Email Filters → Change keywords in the filter node to match your purchase order email subjects
🏷 Order Fields → Modify Set and Append to Google Sheet nodes if your schema differs
✍️ AI Instructions → Adjust the AI Agent’s prompt to fit your company’s email style or product details
⏲ Frequency → Update the Cron node if you want to scan emails less often
📂 Target Google Sheet → Point to a different sheet or tab depending on your department or customer

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 - Get many messages

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

Block 2 - Cron

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

Block 3 - If

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2.2

Block 4 - AI Agent

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 2.2

Block 5 - Google Gemini Chat Model

Type / Role: @n8n/n8n-nodes-langchain.lmChatGoogleGemini - lmChatGoogleGemini
Config choices: Version 1

Block 6 - Sticky Note

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

Block 7 - Sticky Note1

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

Block 8 - Set final output keys

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 9 - Filter emails

Type / Role: n8n-nodes-base.filter - filter
Config choices: Version 2.2

Block 10 - Reformatted to upload in Google sheet

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 11 - Sticky Note2

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

Block 12 - Sticky Note3

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

Block 13 - Sticky Note4

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

Block 14 - Get row(s) in sheet in Google Sheets

Type / Role: n8n-nodes-base.googleSheetsTool - googleSheetsTool
Config choices: Version 4.7

Block 15 - Append row in sheet

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.7

3. Summary Table

Workflow	Extract purchase orders from Gmail using Gemini AI and save to Google Sheets
Complexity	advanced
Nodes	15
Categories	Document Extraction, AI Summarization
Author	SayOne Technologies
Published	15 Sept 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/8585/8585.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 Extract purchase orders from Gmail using Gemini AI and save to Google Sheets do?

AI Powered Email to Purchase Order Workflow Automatically scan your inbox for new purchase order requests, extract order details using Gemini AI , and log them into Google Sheets — all without m...

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.

SayOne Technologies

4 workflows

Nodes

n8n-nodes-base.gmail n8n-nodes-base.cron n8n-nodes-base.if @n8n/n8n-nodes-langchain.agent @n8n/n8n-nodes-langchain.lmchatgooglegemini n8n-nodes-base.stickynote n8n-nodes-base.set n8n-nodes-base.filter

Complexity

advanced

Published 15 Sept 2025

Likes 0

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Install path: /data/workflows/8585/8585.json

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Extract purchase orders from Gmail using Gemini AI and save to Google Sheets

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

🚀 AI-Powered Email to Purchase Order Workflow

✨ Core Capabilities

🛠 Setup Essentials

📖 Activation Guide

🎨 Customizing the Workflow

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Get many messages

Block 2 - Cron

Block 3 - If

Block 4 - AI Agent

Block 5 - Google Gemini Chat Model

Block 6 - Sticky Note

Block 7 - Sticky Note1

Block 8 - Set final output keys

Block 9 - Filter emails

Block 10 - Reformatted to upload in Google sheet

Block 11 - Sticky Note2

Block 12 - Sticky Note3

Block 13 - Sticky Note4

Block 14 - Get row(s) in sheet in Google Sheets

Block 15 - Append row in sheet

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