GoHighLevel PO Webhook Delivery & Variance Tracking (n8n)

Automatically track GoHighLevel PO delivery + financial variance—and alert finance when it matters

This n8n workflow receives GoHighLevel Purchase Order update webhooks, calculates a delivery status and amount variance, writes the results back to your GoHighLevel Purchase Order custom object, and sends an email alert to finance when the variance is positive.

What this workflow does

• Receives webhook updates: Listens for a POST webhook from GoHighLevel when a Purchase Order custom object record is updated.
• Extracts key fields: Pulls the Purchase Order record ID plus delivery confirmation date, put-away date, financial billing status, PO amount, and bill invoice amount from the webhook payload.
• Computes delivery status: Determines the calculated delivery_status based on which dates are present and whether the billing status is set to authorised.
• Calculates amount variance: Computes the difference between the PO amount and the bill invoice amount.
• Updates GoHighLevel records: Writes back delivery_status and amount_variance to the Purchase Order custom object using the LeadConnector API.
• Alerts finance: If amount_variance > 0, sends an email to the finance address via the GoHighLevel Conversations API including PO ID, PO amount, bill amount, and variance.

Use cases

• Operations teams need instant visibility into whether a PO is delivered/put away.
• Finance wants an automated trigger when PO and bill amounts don’t reconcile (positive variance).
• SaaS operators use n8n to keep GoHighLevel Purchase Order custom fields always up to date.

Technical details

• Workflow inputs: n8n webhook (POST from GoHighLevel Purchase Order updates)
• Logic: if, set, code, and sticky note for calculations and control flow
• API updates: HTTP request to update via LeadConnector API
• Alerts: HTTP request to send finance email via GoHighLevel Conversations API
• Setup requirements: Configure POST target URL in GoHighLevel automation, replace YOUR_GHL_API_TOKEN with a GoHighLevel Private Integration Token, and provide YOUR_GHL_LOCATION_ID in the Purchase Order update request body.