AI-Powered Vendor Quote Comparison and Google Sheets Logger - n8n Workflow

Procurement Specialists: Users who need to quickly compare multiple vendor quotes without manual data entry.
Automation Enthusiasts: Those looking for advanced n8n templates integrating external large language models (LLMs) like Grok AI.
Operations Managers: Teams needing a centralized, automated log (Google Sheets) of all incoming vendor proposals.
Technical Teams: Users interested in a complex n8n node configuration involving webhooks, HTTP requests, and data transformation functions.

Managing vendor quotations can be a time-consuming, manual process, often leading to slow decision-making. This powerful n8n workflow solves this by providing a fully automated pipeline from document upload to comparative analysis and final logging. The core value of this n8n template lies in its ability to leverage external AI—in this case, Grok—to intelligently parse complex documents (like PDFs or spreadsheets uploaded via the initial n8n trigger), extract key metrics (price, delivery time, features), and structure this information into a usable summary table.

Once the AI comparison is complete, the data is automatically logged using the Google Sheets n8n node, creating a reliable audit trail. Finally, an instant email alert ensures stakeholders receive the decision-ready summary without delay. This robust n8n workflow ensures speed, accuracy, and standardization in the vendor selection process.

This automation starts with a dedicated n8n trigger—the Upload Quotes Webhook n8n node.

1. Trigger: The n8n workflow is initiated when vendor quote files (e.g., PDF, Excel) are uploaded to the specific webhook path (/vendor-quote-upload).


2. Data Extraction: The Extract File Data function n8n node processes the incoming binary file data, converting the file content into a structured format suitable for AI analysis.


3. AI Analysis: The AI Summarization HTTP Request n8n node sends the extracted data to the Grok AI API (https://api.grok.xai.com/summarize). This step uses the AI to analyze and generate a structured comparison summary from the raw quote information.


4. Wait Step: The Wait For Reply n8n node pauses the execution flow, ensuring the subsequent steps do not run until the potentially time-consuming AI processing is acknowledged or completed.


5. Formatting: The Format Summary function n8n node cleans the raw JSON response received from the AI, mapping the output data (vendor name, price, delivery time) into standardized keys, preparing it for spreadsheet entry.


6. Data Logging: The Log to Google Sheets Google Sheets n8n node appends the final, structured summary data to a designated comparison spreadsheet, ensuring every quote processed by the n8n workflow is recorded.


7. Notification: The final step uses the Send email n8n node to dispatch the completed comparison summary directly to the relevant procurement stakeholders.

To deploy this powerful n8n workflow, follow these steps:

1. Import: Copy the provided n8n workflow JSON and import it into your n8n instance.


2. Webhook Activation: Activate the Upload Quotes n8n trigger node. Note the unique webhook URL generated for the path /vendor-quote-upload—this is where your quote documents must be sent.


3. AI Credential Setup: Configure the AI Summarization HTTP Request n8n node with the necessary API keys or authentication headers required by the Grok AI (or your chosen LLM) service.


4. Google Sheets Setup: Update the credentials for the Log to Google Sheets n8n node. You must replace your-google-sheet-id with the actual ID of the Google Sheet where you wish to log the comparisons, and ensure the QuotationSummary!A:D range is correct.


5. Email Configuration: Set up the required SMTP credentials for the Send email n8n node and update the toEmail and fromEmail parameters to match your team's addresses.


6. Testing: Execute the n8n workflow manually by sending a test file upload to the webhook URL to confirm all n8n node steps function correctly.

This n8n workflow utilizes several specialized n8n node types to manage file input, AI integration, and data output:

Upload Quotes (Webhook n8n trigger):
Function: Serves as the primary entry point (n8n trigger) for the automation, waiting for external uploads of vendor quotation files.
Key Configuration: Path set to /vendor-quote-upload.

Extract File Data (Function n8n node):
Function: Extracts the binary data from the uploaded file payload and structures it into JSON fields (fileName, fileData) for easy handling by downstream nodes.
Key Configuration: Custom JavaScript to map item.binary['data'].

AI Summarization (HTTP Request n8n node):
Function: Interfaces with the external AI service (Grok) to send the file content and receive a structured summary comparison.
Key Configuration: URL set to https://api.grok.xai.com/summarize.

Wait For Reply (Wait n8n node):
Function: Introduces a pause in the n8n workflow execution, typically used to ensure asynchronous operations (like the AI processing) have completed before moving to data cleanup.

Format Summary (Function n8n node):
Function: Normalizes and cleans the AI's output, ensuring consistent data fields (vendor, price, deliveryTime) are present, even if the AI response is variable.
Key Configuration: Custom JavaScript for data mapping and null checking.

Log to Google Sheets (Google Sheets n8n node):
Function: Appends the final, AI-derived comparison data into a central Google Sheet for record-keeping and team tracking.
Key Configuration: Operation set to append, requires sheetId and range specified as QuotationSummary!A:D.

Send email (Email Send n8n node):
Function: Distributes the summary table to the relevant procurement team members, completing the end-to-end communication cycle of this n8n workflow.
Key Configuration: Uses the formatted JSON output as the email body, requires SMTP credentials, and specified toEmail address.