Monitors Gmail for new orders, extracts invoice data, validates stock in Sheets, auto-creates PR or WO, and notifies teams via email and Slack.
The AI agent ingests incoming order emails, extracts structured invoice details, and standardizes data for processing. It checks stock against Google Sheets and decides whether to create a Purchase Requisition or a Work Order. It logs every action in Sheets and notifies the right teams via email and Slack to close the loop.
Automates data capture, stock validation, and downstream actions.
Extracts order and invoice details from incoming emails
Normalizes fields into a consistent data model (order_id, item_code, quantity, customer_name)
Checks stock levels in Google Sheets and compares against required quantity
Creates a Purchase Requisition when stock is insufficient
Creates a Work Order when stock is available
Notifies procurement via email and operations via Slack and logs all actions in Sheets
This AI agent reduces manual data entry and errors by automatically extracting and normalizing invoice data, and it accelerates procurement decisions by validating stock in real time. It automates the end-to-end decision flow from receipt to PR/WO creation and team notifications.
A simple three-step flow anyone can follow.
Monitors a defined Gmail address for new order emails and downloads the attached invoice for processing.
Uses OCR or document extraction to capture order_id, item_code, quantity, and customer_name.
Checks stock in Google Sheets; if stock is insufficient, creates a Purchase Requisition and notifies procurement; if stock is available, creates a Work Order and notifies operations.
A realistic shipment scenario showing task, time, and outcome.
Scenario: At 9:15 AM, an email arrives for 150 units of SKU-XYZ. Stock on hand is 120 units, so stock is insufficient. The AI agent creates Purchase Requisition PR-2026-042 in Google Sheets, emails procurement for approval, and logs the event. Outcome: PR created and awaiting approval; no Work Order is generated until stock is replenished. The workflow remains auditable in Sheets.
One supporting sentence.
Streamlines PR creation and reduces cycle time.
Receives timely WO notifications to start fulfillment.
Ensures stock is validated before orders move.
Gives auditable records of all actions.
Scales automated procurement processes without increasing headcount.
Eases integration with existing tools and data sources.
One supporting sentence with short explanation.
Parses incoming order emails and downloads invoice attachments.
Stores stock data, PR/WO records, and logs actions for auditing.
Sends real-time notifications to the operations channel and relevant teams.
One supporting sentence with short explanation.
One supporting sentence with short explanation.
Yes. The AI agent can be configured to monitor a dedicated inbox or alias, and the core data extraction logic can be adapted to other email providers through standard connectors. Attachment handling and parsing rules may require adjustments, but the end-to-end flow remains the same: receive, extract, validate, route, and notify. For best results, keep a single, consistent inbound channel to simplify data integrity and auditing.
Invoice data is processed within your environment and stored in Google Sheets under your account. Access is restricted by user permissions and role-based controls. If you connect to external systems, data transfer can be governed by secure APIs and encryption. Audit logs are retained for compliance and can be exported when needed.
Stock data should come from a single source of truth (Google Sheets). The agent reads and updates stock levels in real time during checks, but you can configure a separate reconciliation step to handle discrepancies. Regular data maintenance is recommended to avoid stale values. If mismatches occur, a manual reconciliation workflow with an audit trail can be triggered.
Yes. The extractor supports multiple line items and can route based on per-item stock availability. The system logs outcomes for each item to preserve traceability and optimize fulfillment when partial stock exists.
Essential fields are enforced as required (order_id, item_code, quantity, customer_name). If missing, processing stops and procurement gets alerted. You can add fallback rules and a manual review path, with an audit trail to track the issue and resolution.
Yes. The workflow can be extended to create records in external ERP or procurement systems via API calls. You provide mapping rules and credentials, and a test mode can validate mappings before live use.
All actions are logged in Sheets with timestamps and identifiers. Logs are retained per your policy, are exportable, and support traceability across the end-to-end process for audits and compliance.
Monitors Gmail for new orders, extracts invoice data, validates stock in Sheets, auto-creates PR or WO, and notifies teams via email and Slack.
