Automate purchase orders end-to-end with AI supplier selection, approval workflows, and instant Gmail delivery to streamline procurement operations.
This powerful Purchase Order (PO) automation workflow transforms your procurement process from manual, time-consuming tasks into a streamlined, intelligent system. When a purchase request arrives, the workflow automatically validates the request, intelligently selects the best supplier using AI, routes approvals when needed, generates professional PO documents, and notifies all stakeholders—all without manual intervention.
Key benefits and time savings:
Target use cases:
This workflow is ideal for:
Why it's needed: Powers intelligent supplier selection by analyzing purchase requirements against your supplier database and recommending the best option based on price, reliability, and availability.
Setup steps:
How to obtain API keys:
Configuration in TaskAGI: The workflow uses the AI Supplier Selection node with a pre-configured prompt. The model analyzes supplier data and returns recommendations in JSON format for downstream processing.
Why it's needed: Sends approval requests to decision-makers and delivers final POs to suppliers with professional formatting and attachments.
Setup steps:
How to obtain credentials:
Configuration in TaskAGI:
Why it's needed: Converts your beautifully formatted HTML purchase orders into professional PDF/image files suitable for archiving and email delivery.
Setup steps:
How to obtain API keys:
Configuration in TaskAGI: The HTML to Image node converts the generated PO HTML into a professional image file, which is then attached to supplier emails and archived in Google Drive.
Why it's needed: Provides secure, searchable cloud storage for all generated POs, creating an audit trail and ensuring compliance with document retention policies.
Setup steps:
TaskAGI_POs for organizationHow to obtain credentials:
Configuration in TaskAGI: The Archive to Google Drive node automatically uploads each generated PO image to your designated folder with a timestamped filename for easy retrieval and compliance auditing.
Why it's needed: Keeps your procurement team informed in real-time with notifications about PO status, approvals, and completions—eliminating the need to check email constantly.
Setup steps:
chat:write permissionHow to obtain API keys:
Configuration in TaskAGI:
The Notify Procurement Team node sends formatted messages to your designated Slack channel (e.g., #procurement) with PO details, status updates, and action items.
1. Receive Purchase Request (Webhook Trigger) This node receives incoming PO requests. No configuration needed—TaskAGI generates a unique webhook URL automatically. Share this URL with your request source (ERP system, form, API client).
Expected input format:
{
"itemDescription": "Office Supplies",
"quantity": 100,
"estimatedCost": 5000,
"requesterEmail": "john@company.com",
"approvalThreshold": 10000
}
2. Validate & Calculate (Core Function) This node validates incoming data and performs calculations (tax, total cost, etc.).
Configuration:
3. AI Supplier Selection (OpenAI) The AI analyzes your supplier database and recommends the best option.
Pre-configured prompt:
You are a procurement AI assistant. Based on the purchase requirements,
supplier database, and historical performance metrics, recommend the
best supplier. Consider price, delivery time, quality rating, and
availability. Return results in JSON format.
No additional configuration needed—the model is set to gpt-4o-mini for cost efficiency.
4. Needs Approval? (Conditional Logic) This node checks if the PO amount exceeds your approval threshold.
Configuration:
Example condition:
IF estimatedCost > approvalThreshold THEN true ELSE false
5. Request Approval Email (Gmail) Sends approval requests to decision-makers for high-value POs.
Configuration:
[[nodes.6356.companyEmail]] (approver's email from PO data)Purchase Order Approval Required - [[nodes.6356.poNumber]]
6. Generate PO HTML (Core Function) Creates a professional HTML document with all PO details.
Configuration:
Sample HTML structure:
<div class="po-header">
<h1>Purchase Order #[[poNumber]]</h1>
<p>Date: [[date]]</p>
</div>
<div class="supplier-info">
<h3>[[supplierName]]</h3>
<p>[[supplierAddress]]</p>
</div>
<table class="line-items">
<!-- Item details -->
</table>
<div class="totals">
<p>Total: $[[totalCost]]</p>
</div>
7. HTML to Image (HTML CSS to Image) Converts HTML to a professional image/PDF file.
Configuration:
PO_[[poNumber]]_[[date]].pdf
8. Archive to Google Drive (Google Drive) Uploads the PO image to your cloud storage.
Configuration:
/TaskAGI_POs/ (create this folder first)PO_[[poNumber]]_[[date]].pdf
9. Email PO to Supplier (Gmail) Delivers the final PO to the supplier.
Configuration:
[[nodes.6360.supplierEmail]]
Purchase Order [[nodes.6360.poNumber]] from [[companyName]]
10. Log PO Details (Core Function) Records PO information in your system for auditing and reporting.
Configuration:
11. Notify Procurement Team (Slack) Sends a notification to your team channel.
Configuration:
#procurement (or your designated channel)✅ PO Generated Successfully
PO Number: [[poNumber]]
Supplier: [[supplierName]]
Amount: $[[totalCost]]
Status: Sent to Supplier
12. Respond Success (Webhook Response) Returns confirmation to the request source.
Configuration:
{
"success": true,
"poNumber": "[[nodes.6364.poNumber]]",
"supplier": "[[supplierName]]",
"totalCost": "[[totalCost]]",
"status": "PO Generated and Sent"
}
Before running your first test, verify:
TaskAGI_POs exists#procurement is createdStep 1: Send a Test Request Use a tool like Postman or cURL to send a test webhook request:
curl -X POST https://your-taskagi-webhook-url \
-H "Content-Type: application/json" \
-d '{
"itemDescription": "Test Office Supplies",
"quantity": 50,
"estimatedCost": 2500,
"requesterEmail": "test@company.com",
"approvalThreshold": 10000
}'
Step 2: Monitor Execution In TaskAGI, open the Execution History tab and watch the workflow progress:
Step 3: Verify Each Output
| Node | What to Check | Expected Result |
|---|---|---|
| 6359 | Approval email sent | Email arrives in approver's inbox |
| 6360 | Supplier selected | AI returns valid supplier with reasoning |
| 6361 | HTML generated | HTML contains all PO details |
| 6363 | Image created | PDF file is generated and readable |
| 6364 | File archived | PDF appears in Google Drive folder |
| 6365 | Supplier email sent | Email with attachment reaches supplier |
| 6366 | Slack notification | Message appears in #procurement channel |
Your workflow is functioning correctly when:
Issue: "Integration not connected" error
Issue: Approval email not received
send permissionIssue: PDF not created
Issue: Slack message not appearing
Once basic testing succeeds, test with higher volumes:
Congratulations! Your Purchase Order automation workflow is now live. Here's what to do next
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