Schedule Supplier Follow-ups from Airtable POs to Google Calendar with AI, Slack & Gmail β€” n8n Workflow

High complexity⏰ Scheduled16 nodes🏷️ Project Managementby Rahul Joshi

Overview

πŸ“Š Description Ensure suppliers never miss a follow-up by automating overdue purchase order tracking and scheduling. πŸ“¦β° This workflow checks Airtable every weekday morning for open POs older than seven days without scheduled follow-ups, generates Google Calendar events, updates Airtable with the follow-up link, and sends notifications to your team via Slack and Gmail. It centralizes supplier management and eliminates manual reminders, helping operations teams stay on top of aging purchase orders

Nodes used

AirtableSlackGoogle CalendarGmailAI AgentOpenAI Chat ModelSimple MemoryStructured Output Parser

Workflow Preview

πŸ”„ Automated Supplier Follow-up System
How it works
This workflow monitors overdue purchase orders in Airta
⏰ Trigger & Data Fetch
Runs every weekday at 10 AM to pull overdue purchase or
πŸ€– AI Processing & Validation
Filters POs with valid supplier emails, then uses GPT-4
πŸ“… Calendar & Notifications
Creates Google Calendar events with AI-generated agenda
πŸ” Credentials & Security
Use OAuth2 for Google Calendar, Slack, and Gmail. Airta
🚨 Error Monitoring
Catches errors from key nodes (AI, Notion, Sheets) and
Helps ensure the automation runs reliably.
memorymodelparser
⚑
S
Schedule Trigger
Fetch Overdue POs from A…
P
Process Each PO Individu…
Save Calendar Link to Ai…
Send Slack Notification
Create Calendar Event
Send Email Confirmation
Initial Slack Alert
I
If
Parse AI Output (Structu…
AI Model: GPT-4 Screenin…
AI Memory: Candidate Con…
AI Agent: Agent Writer
Send a message
⚑
E
Error Trigger
Slack - Error Alert
16 nodes15 edges

How it Works

  1. 1

    Trigger

    The workflow starts with a scheduled trigger, running on a defined schedule.

  2. 2

    Process

    Data flows through 16 nodes, connecting agent, airtable, errortrigger.

  3. 3

    Output

    The workflow completes its automation and delivers the result to the configured destination.

Node Details (16)

AI

Airtable

airtable

#1
SL

Slack

slack

#2
GO

Google Calendar

googleCalendar

#3
GM

Gmail

gmail

#4
AI

AI Agent

n8n-nodes-langchain.agent

#5
OP

OpenAI Chat Model

n8n-nodes-langchain.lmChatOpenAi

#6
SI

Simple Memory

n8n-nodes-langchain.memoryBufferWindow

#7
ST

Structured Output Parser

n8n-nodes-langchain.outputParserStructured

#8

How to Import This Workflow

  1. 1Click Download JSON button on the right to save the workflow file.
  2. 2Open your n8n instance. Go to Workflows β†’ New β†’ Import from file.
  3. 3Select the downloaded schedule-supplier-follow-ups-from-airtable-pos-to-google-calendar-with-ai-slack-gmail file and click Import.
  4. 4Set up credentials for each service node (API keys, OAuth, etc.).
  5. 5Click Test Workflow to verify everything works, then activate it.

Or paste directly in n8n β†’ Import from JSON:

{ "name": "Schedule Supplier Follow-ups from Airtable POs to Google Calendar with AI, Slack & Gmail", "nodes": [...], ...}

Integrations

agentairtableerrortriggergmailgooglecalendariflmchatopenaimemorybufferwindowoutputparserstructuredscheduletriggerslacksplitinbatches

Get This Workflow

Download and import in one click

Download JSONView on n8n.io
Nodes16
Complexityhigh
Triggerscheduled
CategoryProject Management

Created by

Rahul Joshi

Rahul Joshi

@rahul08

Tags

agentairtableerrortriggergmailgooglecalendariflmchatopenaimemorybufferwindowoutputparserstructuredscheduletrigger
⚑

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