Vendor Onboarding & Compliance Automation with n8n, Google Sheets, Gmail

Automate Vendor Onboarding & Compliance Decisions with n8n, Google Sheets, and Gmail

This n8n workflow automatically processes vendor onboarding applications submitted via an n8n form, checks for duplicate registrations in Google Sheets, validates required compliance fields, calculates a compliance risk score, then approves or rejects vendors—while logging results and emailing applicants through Gmail.

What this workflow does

• Receives vendor applications from an n8n form submission.
• Normalizes and validates inputs: stamps an application ID and timestamps, then ensures all required vendor data is present.
• Detects duplicates: looks up the vendor in the Vendor_Master Google Sheets sheet using Tax ID and Registration No.
• Rejects duplicate registrations: if a duplicate is found, the workflow logs the rejection in Vendor_Onboarding_Log and sends an email notification to the applicant via Gmail.
• Validates mandatory compliance fields when no duplicate exists, including:
  • Tax Registration Valid
  • Business Registration Valid
  • Bank Details Verified
• Computes compliance risk: calculates a compliance-based risk score and risk level, then approves vendors only within a configured threshold.
• Logs decisions and notifies applicants: adds approved vendors to Vendor_Master and records outcomes in the onboarding log, then sends the final approval/rejection email via Gmail.

Use cases

• Reduce manual review time for SaaS vendor onboarding while maintaining consistent compliance checks.
• Prevent duplicate vendor records by enforcing Tax ID + Registration No uniqueness in Google Sheets.
• Provide immediate applicant feedback by automatically emailing approved or rejected decisions.

Technical details

• n8n workflow nodes: if, set, code, merge, sticky note, gmail
• Google Sheets integration: configure your spreadsheet ID in all Google Sheets steps; use Vendor_Master and Vendor_Onboarding_Log with the mapped columns.