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Score and shortlist suppliers with Google Sheets, Google Gemini, and Gmail

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Created by: WeblineIndia || weblineindia
WeblineIndia

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Last update a day ago

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Quick overview

This workflow receives an RFx request via webhook, pulls the matching requirements from Google Sheets, finds candidate suppliers from a supplier master sheet, and uses Google Gemini plus an external supplier-intelligence API to score, rank, email, and log the top supplier recommendations.

How it works

  1. Receives an RFx request via a POST webhook containing a request_id.
  2. Reads sourcing requests from Google Sheets and keeps only the row whose Request_ID matches the incoming request_id.
  3. Normalizes the RFx fields (category, country, certification, ESG/diversity requirements, and search criteria) and queries a Supplier_Master Google Sheet for suppliers matching category, country, and certification.
  4. Combines each matched supplier with the RFx details and sends the combined data to Google Gemini to return a JSON fit assessment (ai_fit_score, strength, and recommendation).
  5. Parses the AI JSON, merges it back into the supplier record, and calls an HTTP supplier-intelligence endpoint to add risk/financial fields.
  6. Calculates a weighted final_score, sorts suppliers by score, and keeps the top 5.
  7. Sends the shortlisted suppliers via Gmail and appends the results to a Supplier_Shortlist_Log Google Sheet for auditing.

Setup

  1. Configure the source system to POST to the workflow’s webhook URL (/rfx-request) with a request_id that matches a Request_ID in your sheet.
  2. Add a Google Sheets credential and set the spreadsheet/sheet names for Sourcing_Requests, Supplier_Master, and Supplier_Shortlist_Log.
  3. Add Google Gemini (PaLM) API credentials for the Gemini chat model used in the supplier fit analysis.
  4. Configure the HTTP Request node with your supplier-intelligence API URL/authorization and ensure it returns fields used in scoring (for example risk_score, risk_level, and financial_health_score).
  5. Add a Gmail credential and set the recipient(s)/email options for the supplier shortlist notification.

Additional info

How To Customize Nodes

RFx Request Webhook

Customize:

  • Request payload structure
  • Authentication layer
  • External integrations

Find Matching Suppliers

Add additional supplier filters such as:

  • Industry
  • Region
  • Revenue
  • Supplier Tier
  • Preferred Vendor Status

AI Supplier Match Analysis

Modify the Gemini prompt to evaluate:

  • Sustainability targets
  • Risk tolerance
  • Industry compliance
  • Supplier innovation capabilities
  • Cost competitiveness

Get Supplier Intelligence

Replace the placeholder API with:

  • Risk intelligence platforms
  • Supplier verification systems
  • ESG data providers
  • Financial monitoring services

Calculate Final Score

Adjust scoring weights to align with business priorities.

Examples:

  • Increase ESG weighting
  • Increase risk penalties
  • Reward supplier diversity
  • Prioritize supplier experience

Create Supplier Shortlist

Modify the maximum supplier count.

Examples:

  • Top 3 suppliers
  • Top 10 suppliers
  • Category-specific shortlists

Add-Ons

Consider extending the workflow with:

Supplier Risk Monitoring

Automatically monitor suppliers for risk changes and trigger alerts.

Contract Management Integration

Push approved suppliers into contract management systems.

ERP Integration

Create supplier records in ERP platforms automatically.

Approval Workflows

Require sourcing manager approval before sending recommendations.

Supplier Performance Tracking

Track awarded suppliers and compare actual performance against AI recommendations.

Dashboard Reporting

Connect Power BI, Looker Studio, or Tableau for sourcing analytics.

Multi-Country Supplier Search

Expand supplier matching across multiple sourcing regions.

Use Case Examples

1. Manufacturing Supplier Discovery

Identify certified manufacturing suppliers that meet category, location, and compliance requirements.

2. ESG-Focused Sourcing

Prioritize suppliers with strong ESG performance and sustainability alignment.

3. Diverse Supplier Programs

Support supplier diversity initiatives by rewarding certified diverse suppliers.

4. Strategic Sourcing Projects

Generate qualified supplier shortlists for large procurement initiatives.

5. Procurement Team Productivity

Reduce manual supplier research and evaluation effort through AI-assisted sourcing.

Additional Possibilities

The same workflow framework can be adapted for:

  • Vendor onboarding
  • Partner discovery
  • Contractor selection
  • Distributor evaluation
  • Franchise partner qualification
  • Procurement compliance screening
  • Supplier benchmarking

Troubleshooting Guide

Issue Possible Cause Solution
Webhook request not triggering workflow Incorrect webhook URL or inactive workflow Verify webhook URL and activate workflow
RFQ record not found Request_ID mismatch Confirm Request_ID exists in Sourcing_Requests sheet
No suppliers returned Supplier data does not match filters Verify Category, Country, and Certification values
Gemini node fails Invalid or missing Gemini credentials Reconnect Google Gemini credentials
AI response parsing error AI output is not valid JSON Review prompt and enforce JSON-only output
Supplier intelligence API fails Invalid URL or authentication issue Verify API endpoint and credentials
Final score appears incorrect Missing supplier data fields Check ESG, diversity, financial, and experience fields
Email not delivered Gmail authentication issue Reconnect Gmail OAuth credentials
Logging fails Sheet columns do not match mappings Verify Supplier_Shortlist_Log schema
Empty shortlist generated No qualified suppliers found Expand matching criteria or update supplier database

Need Help?

If you need assistance with:

  • Setting up this workflow
  • Configuring Google Sheets integrations
  • Connecting Gemini AI
  • Building supplier intelligence integrations
  • Customizing scoring models
  • Adding approval workflows
  • ERP integrations
  • Procurement automation enhancements
  • Enterprise-grade sourcing solutions
  • Hiring n8n developers for building your own customized automation solution

The n8n development team at WeblineIndia can help customize, extend and deploy this workflow based on your procurement processes and business requirements.