Automated Purchase Order Processing and Notification Workflow

Step 1: Monitor for New Purchase Orders

Node: Google Drive Trigger

What happens: This node continuously watches your specified Google Drive folder. As soon as a new purchase order file is uploaded, the workflow kicks off — ensuring no manual start is needed.

Configuration Details:

• Trigger On: Changes involving a specific folder
• Folder to Watch: Select or paste your folder ID
• Watch For: File Created

Success Looks Like:The trigger activates immediately when a PO file is uploaded, passing its metadata and download link to the next node.

Step 2: Parse PO Data with PDF.co Document Parser

Node: HTTP Request → PDF.co

What happens: This step extracts key data points from the uploaded PO file using a predefined Document Parser template. No manual data entry required.

Configuration Details:

• Method: POST
• URL: https://api.pdf.co/v1/pdf/documentparser
• Headers:
  • x-api-key: Your PDF.co API key
  • Content-Type: application/json
• Body:
  • url: {{ $json.webContentLink }}
  • templateId: your template ID
  • inline: true

Success Looks Like: PDF.co responds with a structured JSON payload containing parsed data fields.

Step 3: Store Extracted Data in Airtable

Node: Airtable

What happens: The parsed data is automatically saved in your Airtable base, making it easy to view, track, or sync with other systems.

Configuration Details:

• Operation: Create
• Base: Select your Airtable base (e.g., “Purchase Order Record”)
• Table: Select your table (e.g., “Invoice”)
• Mapped Fields:
  • Purchase Order Number → ={{ $json.body.objects[1].value }}
  • Vendor's Name → ={{ $json.body.objects[2].value }}
  • Total Amount → ={{ $json.body.objects[3].value }}
  • Delivery Date → ={{ $json.body.objects[4].value }}
  • Vendor's Email → ={{ $json.body.objects[5].value }}

Success Looks Like: A new row is added to your Airtable table every time a PO is processed.

Step 4: Send Vendor Notification Email

Node: HTTP Request → PDF.co Email API (SMTP)

What happens: Once the record is saved, the workflow automatically emails the vendor, confirming receipt and processing of their PO.

Configuration Details:

• URL: https://api.pdf.co/v1/email/send
• Method: POST
• Headers:
  • x-api-key: Your PDF.co API key
  • Content-Type: application/json
• Body:
  • from: your_email@gmail.com
  • to: {{ $('HTTP Request').item.json.body.objects[5].value }}
  • subject: Update on Your Purchase Order {{ $('HTTP Request').item.json.body.objects[1].value }}
  • bodyHtml:

<p>Hi {{ $('HTTP Request').item.json.body.objects[2].value }},</p>
<p>We wanted to let you know that your <strong>Purchase Order {{ $('HTTP Request').item.json.body.objects[1].value }}</strong> has been successfully updated in our system.</p>
<ul>
  <li><strong>PO Number:</strong> {{ $('HTTP Request').item.json.body.objects[1].value }}</li>
  <li><strong>Total Amount:</strong> {{ $('HTTP Request').item.json.body.objects[3].value }}</li>
  <li><strong>Delivery Date:</strong> {{ $('HTTP Request').item.json.body.objects[4].value }}</li>
  <li><strong>Status:</strong> Archived</li>
</ul>
<p>If any of these details appear incorrect, contact us at
<a href="mailto:{{ $('HTTP Request').item.json.body.objects[5].value }}">{{ $('HTTP Request').item.json.body.objects[5].value }}</a>.
</p>
<p>Thank you for your continued partnership!</p>
<p>Best regards,<br>Procurement Team</p>

• smtpserver: smtp.gmail.com
• smtpport: 587
• smtpusername: your SMTP username
• smtppassword: your SMTP app password
• async: true

Success Looks Like: The vendor receives an email notification containing their PO details in real-time.