Source and approve emergency equipment rentals with Telegram, Gmail and Azure OpenAI

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1. Workflow Overview

Quick Overview This workflow listens for emergency equipment breakdown requests via Telegram, emails multiple rental vendors through Gmail to request quotes, uses Azure OpenAI to compare responses,...

Best for

Automation automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.stickynote, n8n-nodes-base.telegramtrigger, n8n-nodes-base.code, n8n-nodes-base.gmail, n8n-nodes-base.if, n8n-nodes-base.telegram, @n8n/n8n-nodes-langchain.lmchatazureopenai, @n8n/n8n-nodes-langchain.agent

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Source and approve emergency equipment rentals with Telegram, Gmail and Azure OpenAI
Workflow name: Source and approve emergency equipment rentals with Telegram, Gmail and Azure OpenAI

Quick Overview

This workflow listens for emergency equipment breakdown requests via Telegram, emails multiple rental vendors through Gmail to request quotes, uses Azure OpenAI to compare responses, and sends the project manager an approval email with Approve/Reject links before notifying the vendor and foreman.

How it works

Triggers when a foreman sends a /breakdown command to a Telegram bot.
Parses and normalizes the request details (machine type, site, duration, urgency) and generates a unique breakdown reference.
Sends a quote-request email to each vendor via Gmail and waits for the vendor reply window to close.
Aggregates collected vendor quotes, filters out unavailable options, and sends the shortlist to Azure OpenAI to produce a ranked recommendation and HTML comparison table.
Emails the project manager via Gmail with the comparison and one-click approval and rejection links, then waits for the response.
If approved, emails a booking confirmation to the recommended vendor and sends a Telegram confirmation message to the foreman; if rejected, emails the project manager a manual-review notice.
If the workflow errors at any point, posts an error alert to a designated Slack channel.

Setup

Add Telegram Bot credentials for the Telegram trigger and ensure the /breakdown command is configured for your bot.
Add Gmail OAuth2 credentials and update all Gmail nodes with the correct sender account and real recipient addresses (vendors and project manager).
Add Azure OpenAI credentials (endpoint, deployment/model, and API key) for the quote analysis step.
Replace the placeholder vendor names and email addresses in the vendor list with your actual suppliers and ensure vendor replies are captured and mapped into the workflow’s quote aggregation.
Replace the placeholder approval webhook base URL (YOUR-N8N-INSTANCE) with your live n8n domain so the Approve/Reject links route back to your instance.
Add Slack OAuth2 credentials and set the target channel for workflow error notifications.

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 - 📋 Workflow Overview

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

Block 2 - Section: Intake

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

Block 3 - Section: Vendor Outreach

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

Block 4 - Section: AI Analysis

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

Block 5 - Section: Approval & Booking

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

Block 6 - Credentials & Security

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

Block 7 - Telegram: Breakdown Report

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

Block 8 - Normalise Intake Data

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

Block 9 - Split Into Vendor Items

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

Block 10 - Send Vendor Quote Request Emails

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

Block 11 - Aggregate Vendor Quotes

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

Block 12 - Parse AI Analysis

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

Block 13 - Email PM: Vendor Comparison + Approval Request

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

Block 14 - Approved?

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

Block 15 - Send Booking Confirmation to Vendor

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

Block 16 - Notify Foreman via Telegram: Booking Confirmed

Type / Role: n8n-nodes-base.telegram - telegram
Config choices: Version 1.2

Block 17 - Email PM: Rejection Notice

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

Block 18 - Azure OpenAI Chat Model

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

Block 19 - AI Agent: Analyse & Rank Vendor Quotes

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 2.1

Block 20 - Wait for Vendor Reply Window

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

Block 21 - If

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2.3

Block 22 - Wait for PM Approval Response

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

Block 23 - On Workflow Error

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

Block 24 - Slack – Send Error Alert

Type / Role: n8n-nodes-base.slack - slack
Config choices: Version 2.3

Showing the first 24 of 25 workflow blocks. Download the JSON for the full node graph.

3. Summary Table

Workflow	Source and approve emergency equipment rentals with Telegram, Gmail and Azure OpenAI
Complexity	advanced
Nodes	25
Categories	Automation
Author	Rahul Joshi
Published	16 Jun 2026

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/16425/16425.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 Automation workflows

Frequently asked questions

What does Source and approve emergency equipment rentals with Telegram, Gmail and Azure OpenAI 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 Automation use case.

Rahul Joshi

269 workflows

Nodes

n8n-nodes-base.stickynote n8n-nodes-base.telegramtrigger n8n-nodes-base.code n8n-nodes-base.gmail n8n-nodes-base.if n8n-nodes-base.telegram @n8n/n8n-nodes-langchain.lmchatazureopenai @n8n/n8n-nodes-langchain.agent

Complexity

advanced

Published 16 Jun 2026

Likes 0

View on n8n.io Download Workflow

Install path: /data/workflows/16425/16425.json

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Source and approve emergency equipment rentals with Telegram, Gmail and Azure OpenAI

Workflow preview

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

Quick Overview

How it works

Setup

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - 📋 Workflow Overview

Block 2 - Section: Intake

Block 3 - Section: Vendor Outreach

Block 4 - Section: AI Analysis

Block 5 - Section: Approval & Booking

Block 6 - Credentials & Security

Block 7 - Telegram: Breakdown Report

Block 8 - Normalise Intake Data

Block 9 - Split Into Vendor Items

Block 10 - Send Vendor Quote Request Emails

Block 11 - Aggregate Vendor Quotes

Block 12 - Parse AI Analysis

Block 13 - Email PM: Vendor Comparison + Approval Request

Block 14 - Approved?

Block 15 - Send Booking Confirmation to Vendor

Block 16 - Notify Foreman via Telegram: Booking Confirmed

Block 17 - Email PM: Rejection Notice

Block 18 - Azure OpenAI Chat Model

Block 19 - AI Agent: Analyse & Rank Vendor Quotes

Block 20 - Wait for Vendor Reply Window

Block 21 - If

Block 22 - Wait for PM Approval Response

Block 23 - On Workflow Error

Block 24 - Slack – Send Error Alert

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