Automated Invoice Processing & Stock Management with AI, Gmail, Sheets & Slack Solution

Workflow overview

Why this workflow matters

Relevant for managed services and support workflows. Supports knowledge capture and document intelligence use cases.

✅ What problem does this workflow solve? Order processing often involves manual invoice reading, stock checking, and back-and-forth communication between procurement and operations teams. This workflow automates the entire procurement decision flow — from reading incoming order emails to extracting structured data, checking stock, and creating either a purchase requisition or a work order automatically. 💡 Main Use Cases 📥 Auto-extract order and invoice details from incoming emails 📦 Validate stock availability before processing orders 📝 Auto-create Purchase Requisitions when stock is insufficient 🛠 Auto-create Work Orders when stock is available 📧 Notify procurement or operations via email & Slack 📊 Log every action in Google Sheets for tracking and audit 🧠 How It Works – Step-by-Step 1. 📧 Gmail Trigger The workflow begins when a new email arrives at a specific email address. The invoice file is automatically downloaded for processing. 2. 📑 Extract Invoice Record The attached invoice is processed using OCR or a document extraction tool. Raw details such as: Order ID Item code Quantity Customer information are extracted for further processing. 3. 🤖 AI-Powered Data Structuring OpenAI structures the extracted fields into a clean and consistent format: order_id item_code quantity customer_name This ensures all data is normalised before stock validation. 4. 📦 Stock Check The workflow checks inventory data stored in Google Sheets. It compares: Required quantity Current stock If stock is insufficient, it triggers the purchase requisition path. If stock is available, it initiates the work order path. 5. 🔀 Conditional Flow If stock is insufficient: Creates a Purchase Requisition record in Google Sheets Sends an email notification to the procurement team for approval If stock is sufficient: Creates a Work Order entry in Google Sheets Sends a Slack summary message to the operations team This ensures teams are notified instantly, and work continues without delays. 📊 Logging & Reporting Every step — extracted data, PR created, WO created, notifications sent — is logged in Google Sheets. This provides a full audit trail for procurement and operations teams. 👤 Who can use this? Ideal for: Procurement teams Operations departments Manufacturing & warehouse units Businesses processing high-volume emailed orders Any team needing structured, automated order workflows 🚀 Benefits ⏱ Faster order processing 🧠 Fewer manual errors from invoice reading 📦 Smarter procurement decisions based on real stock 🔁 Automated communication loops 📊 Transparent audit logs for every order

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