Approve Supplier Applications Automatically: OpenAI + Google Sheets + Gmail

Automatically approve (or request more info) for new supplier applications using OpenAI + Google Sheets + Gmail

Stop manually reviewing every supplier submission. This n8n workflow watches your Google Sheets for new entries, validates required fields, uses OpenAI (gpt-4o-mini) to assess risk and recommend an outcome, logs decisions back to Sheets, and notifies both your team and the supplier via Discord and Gmail—plus sends a monthly summary report.

What this workflow does

• Triggers on new applications: When a new row is added to the SupplierApplications sheet in Google Sheets, the workflow starts.
• Normalizes and validates required fields: It checks that company name, contact email, and category are present. Missing fields trigger an alert to Discord.
• Runs an OpenAI review: For valid applications, it sends the application to OpenAI (gpt-4o-mini) to categorize the supplier, score risk, and return a recommendation: approval, request-info, or reject.
• Logs outcomes in Google Sheets: The workflow writes AI results and the final status into the SupplierLog sheet.
• Notifies and emails the right next step:
  • If review is needed, it posts details to Discord and emails the applicant via Gmail requesting more information.
  • If approved (no review needed), it posts an approval message to Discord and emails an approval confirmation via Gmail.
• Sends monthly summaries: On the 1st day of each month, it reads SupplierLog, summarizes the month with OpenAI, and emails and posts the summary to Discord.

Use cases

• Automating supplier onboarding for SaaS or marketplaces that collect applications in Google Sheets.
• Reducing manual compliance/risk review by using OpenAI-driven recommendations with logged decisions.
• Keeping your team and applicants updated automatically through Discord + Gmail.

Technical details

• n8n workflow category: n8n automation workflow
• Google Sheets integration: Triggers on new rows in SupplierApplications and writes to SupplierLog
• OpenAI: Uses gpt-4o-mini to score risk and generate approval/request-info/reject recommendations and monthly summaries
• Notifications: Discord messages for missing fields, review requests, approvals, and monthly report
• Email delivery: Gmail to request information or confirm approvals, plus monthly summary email
• Core nodes mentioned: if, set, gmail, discord, sticky note, google sheets