Applied AI & Workflow Automation

Automating Purchase Order Processing with an AI Agent

Context

Within customer success operations, purchase order processing required manual email triage, document extraction, standardized file naming, and organized storage. This repetitive workflow created unnecessary friction and delayed downstream execution.

Problem

Purchase orders arrived via email in inconsistent formats and required manual review, renaming, and filing. The process was time-intensive, prone to inconsistency, and slowed internal coordination.

Opportunity

Design a production-ready AI workflow that could:

  • Detect relevant purchase order emails

  • Extract key information

  • Apply standardized naming conventions

  • Automatically file documents into structured cloud storage

  • Draft response confirmations when appropriate

Solution Architecture

Using n8n as an orchestration layer, I built a multi-step AI agent integrating:

  • Gmail API for inbox monitoring and retrieval

  • Anthropic LLM for content parsing and conditional decision logic

  • Google Drive API for structured document storage

The workflow includes:

  • Conditional branching logic for PO detection

  • LLM-based extraction of relevant metadata

  • Automated document renaming and folder routing

  • Draft email response generation

  • Error handling pathways for ambiguous inputs

The agent runs in production and supports daily operational workflows.

Product Capabilities Demonstrated

  • AI workflow orchestration using n8n

  • Multi-step conditional logic design

  • API integration across Gmail, Anthropic, and Google Drive

  • LLM prompt engineering for structured extraction

  • Production deployment of automation systems

  • Converting manual processes into scalable internal products

Impact

  • Reduced manual email triage time

  • Standardized file naming and storage conventions

  • Accelerated internal response cycles

  • Clarified undocumented process assumptions through structured agent design

In documenting and building the workflow, I translated implicit team behavior into explicit system logic, improving overall process clarity.