Identify the Right Vendor for Every Purchase Request
Users200+
Publish DateOct, 2025
No-code and low-code platform
Explore how thetemplates work?
Scheduled trigger
The workflow runs on a scheduled trigger every hour to check for new purchase request emails.
Search for purchase request emails in Gmail
Searches Gmail for unread emails with subject containing 'Purchase Request' that have attachments.
Decision: Does the email exist?
Checks if a matching email was found by verifying the existence of the email ID.
Get email details and attachment from Gmail
Retrieves the full email message details and downloads the PDF attachment from the purchase request email.
Decode attachment into text
A Base64 Decode node converts the PDF attachment data into readable text for AI processing.
AI extracts SKUs and quantities via OpenAI
OpenAI (GPT-4o-mini) acts as a purchase professional to identify and extract SKUs and their quantities from the decoded PDF text, returning a structured JSON list of valid SKUs with quantities greater than zero.
Parse and split SKU data
A JSON Converter parses the AI response, and a Splitter node separates the list into individual SKU records for processing.
Find items by SKU in Zoho Books
Looks up each SKU in Zoho Books to find the matching item and retrieve item details.
Search purchase orders for each item in Zoho Books
Searches Zoho Books for existing purchase orders associated with each item to build a history of vendor pricing and delivery data.
Decision: Do purchase orders exist for the item?
Checks if any purchase orders exist for the item by verifying the existence of a purchase order ID.
Split and aggregate purchase order data
A Splitter node separates individual purchase orders, and an Aggregator compiles a collection of all purchase order data including delivery dates and item prices for analysis.
AI analyzes best vendor via OpenAI
OpenAI (GPT-4.1) analyzes past purchase orders to identify the best vendor for each item based on lowest price offered and fastest delivery time, using the difference between delivery date and order date.
Parse and split vendor recommendations
A JSON Converter parses the AI vendor recommendation response, and a Splitter node separates the results for each item.
Send vendor recommendation to Microsoft Teams
Sends a message to a Microsoft Teams channel with the recommended vendor for each item, including the item name and SKU.
BUSINESS BENEFITS
Streamline Your Order Process with Automation
1
AI-powered vendor selection
Leverages OpenAI to analyze historical purchase order data and recommend the best vendor based on lowest price and fastest delivery for each item.
2
Automated purchase request processing
Automatically reads PDF purchase requests from email, extracts SKUs and quantities using AI, and processes them without manual data entry.
3
Data-driven procurement decisions
Analyzes past purchase orders from Zoho Books to provide objective vendor recommendations backed by actual pricing and delivery performance.
4
Instant team notifications
Delivers vendor recommendations directly to a Microsoft Teams channel, enabling procurement teams to act quickly on purchase requests.
5
Reduced procurement cycle time
Eliminates manual vendor research and comparison by automating the entire workflow from email receipt to vendor recommendation.
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CaseStudies
Custom pricing synced; ordersCustom pricing synced; orders posted faster; manual entry removed. The team now focuses on sales, not fixes.”
Sales order automation and“Sales order automation and accurate inventory. Deployed in a week; growth and service accelerated.”
Unstable connectors replaced;“ orders, payments, shipping now reliable. Stability restored and operations simplified.”
Troubleshooting &FAQs
OpenAI (GPT-4.1) analyzes past purchase orders from Zoho Books for each item, comparing vendor pricing and delivery performance. It selects the vendor who offered the lowest price and fastest delivery based on the difference between delivery date and order date.
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