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Inventory Automation — Real-Time Stock Sync & Auto-Reorder (n8n)
Stock levels monitored across every channel and warehouse in real time. When an SKU drops below its safety threshold,
the system flags it, generates a replenishment order with the right quantity, and sends it to the supplier — before
anyone notices the alert. Zero stockouts, zero manual reorders.
The problem
Stockouts kept catching the team off guard. Inventory was tracked in the ERP, but nobody watched it in real time —
somebody noticed when the warehouse called, or when an order failed to ship. By then, the SKU had been below safety
stock for days, the supplier lead time was already eating into the next sales cycle, and somebody had to manually
draft and send a purchase order.
What I built
A fully automated inventory-to-supplier pipeline that closes the loop without anyone watching:
Real-time stock sync — n8n pulls inventory levels from the ERP / WMS / e-commerce platforms continuously (or via webhooks where supported), keeping a single source of truth.
Threshold engine — every SKU has its own minimum, lead time and reorder quantity. The engine evaluates them on every update.
Critical-stock detection — when an SKU drops below its threshold, it gets flagged, isolated and queued for action.
Replenishment order generation — the system drafts a purchase order with the correct quantity (based on consumption velocity + lead time + safety buffer), assigns it to the right supplier, and sends it via email or EDI.
Audit trail + alerts — every action is logged. The team gets a Slack/email summary, not a fire drill.
The stack
n8n · ERP / WMS / e-commerce connectors · AI for demand-aware reorder quantities · Email / EDI supplier dispatch ·
Slack/email alerts · Audit-ready logs.
Outcome
0 stockouts on monitored SKUs since the pipeline went live
73% reduction in manual reorder hours per week
Supplier orders sent same-day instead of "when someone notices"
Single source of truth across ERP, warehouse and online channels
Want something similar?
The same engine handles multi-warehouse balancing, channel-level allocation, supplier scorecards, and demand
forecasting. Anywhere stock data and a buying decision live in different systems, this closes the gap.
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n8n + AI Vision — Automated Invoice Processing (PDF → ERP)
Supplier invoices arrive as PDFs in a shared inbox. AI Vision reads each invoice, extracts header, line items and
totals, validates the math, and posts the entry directly to the ERP — SAP, NetSuite, Dynamics, Odoo or Sage.
Exceptions only escalate when truly needed.
The problem
Accounts payable was bottlenecked by inbox triage. Someone had to open every supplier invoice PDF, retype headers,
line items, VAT and totals into the ERP, and chase the supplier when numbers didn't match. Slow, error-prone, and the
backlog built up every month-end.
What I built
A fully automated invoice-to-ERP pipeline that handles the full document flow without a human touch unless something
is genuinely off:
Inbox watcher detects new invoices in the AP shared mailbox.
AI Vision (GPT-4) parses the PDF — supplier data, invoice number, dates, line items, subtotals, VAT, totals.
Validation layer checks the math, matches the supplier against the master vendor list, flags duplicates and missing fields.
ERP posting — entry written directly into SAP / NetSuite / Dynamics / Odoo / Sage via official API or DB connector.
Exception queue — only documents that fail validation hit a human, with the reason pre-explained.
The stack
n8n · GPT-4 Vision (OCR + structured extraction) · ERP connectors (SAP / NetSuite / Microsoft Dynamics / Odoo / Sage)
· Validation engine · Slack/email exception alerts · Audit-ready logs.
Outcome
+400 invoices/month processed end-to-end without human entry
0 typing errors on posted entries — the AI doesn't fat-finger numbers
Month-end closes faster — the AP backlog stops being a bottleneck
Same-day visibility on flagged exceptions
Want something similar?
The same engine handles purchase orders, delivery notes, contracts, customer onboarding forms — anywhere a structured
document arrives by email and gets retyped into a system today.
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n8n + AI — Automated Order Intake from Email PDF to ERP
Supplier orders arrive as PDF attachments. AI reads them, extracts line items, validates against the supplier catalog,
posts to the ERP, and flags only what needs a human. Built with n8n + GPT-4 vision. Zero manual entry, zero
transcription errors.
Body / case study
The problem
The supplier admin team was spending several hours every week opening PDF order emails, copying line items into the
ERP, and emailing suppliers back when something didn't match. Errors crept in. Mondays were the worst — the inbox
piled up over the weekend and the rest of the week ran behind it.
What I built
A fully automated email-to-ERP order pipeline that takes over the entire flow:
Email connector monitors the supplier inbox in real time.
AI vision (GPT-4) reads the PDF attachment, extracts header data and every line item with quantities, references and prices.
Validation rules check each line against the supplier catalog (known SKUs, valid quantities, expected price ranges).
ERP connector posts the order automatically when everything matches.
Exception alerts fire to Slack/email only when a line item needs human review (mismatched totals, unknown SKU, missing fields).
The stack
n8n as the workflow engine · GPT-4 with vision for OCR and line-item extraction · email + ERP API integrations ·
Slack/email alerts for exceptions · structured logging to Google Sheets / SharePoint for audit.
What this kind of automation is good for
Order intake, invoice processing, supplier document classification, email-to-CRM lead capture, automated data entry
from any structured PDF. Essentially: anywhere a person currently opens a document and types its contents into a
system.
Outcome
40 hours/month of manual data entry recovered for the admin team
0 transcription errors on automated orders
Exceptions handled the same day instead of "next time we open it"
Pipeline runs 24/7 — orders arriving at 11pm are already in the ERP by morning
Want something similar?
This same pattern applies to invoices, delivery notes, contracts, customer onboarding forms, or any structured
document workflow that today goes through a human inbox. Happy to scope it on a call.
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