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Compare Vendor Quotations with Grok AI and Export to Google Sheets & Email

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Created by: Oneclick AI Squad || oneclick-ai

Oneclick AI Squad

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Last update 3 days ago

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This workflow automates the process of receiving vendor quotations, extracting and summarizing their contents using AI, and logging the results for comparison. The system listens for new file uploads via webhook, processes each file using a summarization engine, and generates a well-formatted summary table that is stored in Google Sheets and sent via email to stakeholders.

Good to Know

  • Saves hours of manual work by auto-comparing multiple vendor quotations.
  • Uses AI summarization to intelligently identify highlights and differences in each quote.
  • Supports structured summaries for quick stakeholder decision-making.
  • Maintains a Google Sheets log for historical comparison and auditing.
  • Email notifications ensure stakeholders receive real-time updates.

How It Works

1. Upload Quotes

Webhook trigger that listens for uploaded vendor quotation files (PDF, Excel, or Docs).

2. Extract File Data

Parses the uploaded file and extracts relevant quote data (price, items, vendor name, etc.).

3. AI Summarization

Sends extracted data to an AI API (Grok) to generate a human-readable comparison summary.

4. Wait For Reply

Pauses the workflow until the AI response is fully received.

5. Format Summary

Formats the AI-generated content into a structured summary (e.g., table format or comparison bullets).

6. Log to Google Sheets

Appends the formatted summary to a Google Sheet for tracking and reference.

7. Send Email

Emails the summary to predefined recipients (procurement, finance, etc.).

Data Sources

  • Uploaded Vendor Quotation Files – Typically in PDF, DOCX, or Excel format containing vendor proposals.
  • AI API (Grok) – Processes the quote data and returns a summarized comparison.

How to Use

  1. Import the workflow into your n8n instance (self-hosted or cloud).
  2. Configure the Webhook URL to receive file uploads.
  3. Set up file extraction logic in the “Extract File Data” node to match your file format.
  4. Configure your Grok API credentials in the “AI Summarization” node.
  5. Connect your Google Sheets account to the “Log to Google Sheets” node.
  6. Customize the recipient email address in the “Send Email” node.
  7. Test with sample quotation files to validate the entire flow.

Requirements

  • Self-hosted n8n instance (if using community nodes).
  • API key for Grok or another AI summarization service.
  • Google account access to log summary data to Sheets.
  • Mail credentials for sending automated emails (SMTP setup).
  • File parsing logic (for PDFs, DOCX, Excel) depending on your vendor formats.

Customizing This Workflow

  • Modify the Extract File Data node to support additional quote formats or fields.
  • Enhance AI Summarization with custom prompts or models for industry-specific terms.
  • Format output into a PDF summary or comparison chart if needed.
  • Add Slack/Teams integration for real-time team alerts.
  • Apply filters to compare only specific vendors or line items.