Automated Inventory Management with Airtable and Brevo

This n8n workflow automates the process of managing inventory, specifically focusing on Purchase Order (PO) creation and sending supplier emails, by integrating with Airtable and Brevo (formerly Sendinblue). It periodically checks your Airtable base for items that need attention and then takes action based on predefined logic.

What it does

This workflow simplifies inventory management by automating the following steps:

1. Triggers on a Schedule: The workflow runs automatically at regular intervals (e.g., daily, hourly) to check for updates.
2. Fetches Data from Airtable: It connects to a specified Airtable base and table to retrieve inventory records.
3. Processes Data with Custom Logic: A Code node is used to apply custom JavaScript logic to the fetched Airtable data. This likely involves filtering records, calculating quantities, or determining which items require a PO or supplier email.
4. Sends Emails via Brevo: Based on the logic in the Code node, the workflow sends emails to suppliers or internal teams using Brevo, potentially for PO creation or inventory alerts.

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Instance: A running n8n instance (cloud or self-hosted).
• Airtable Account: An Airtable account with an existing base and table containing your inventory data.
  • Airtable API Key: Configured as an n8n credential.
• Brevo (Sendinblue) Account: An account with Brevo for sending emails.
  • Brevo API Key: Configured as an n8n credential.

Setup/Usage

1. Import the Workflow:
   • Download the provided JSON file for this workflow.
   • In your n8n instance, go to "Workflows" and click "New".
   • Click the "Import from JSON" button and paste the workflow JSON.
2. Configure Credentials:
   • Locate the "Airtable" node and select or create your Airtable API credential.
   • Locate the "Brevo" node and select or create your Brevo API credential.
3. Configure Airtable Node:
   • In the "Airtable" node, specify your Base ID and Table Name where your inventory data is stored.
   • Adjust any filters or view settings as needed to fetch the relevant records.
4. Customize Code Node:
   • Open the "Code" node. This is where you'll define the specific logic for processing your Airtable data.
   • Modify the JavaScript code to:
     • Filter inventory items that need a Purchase Order.
     • Extract necessary information for supplier emails (e.g., supplier name, item details, quantities).
     • Prepare the data structure for the Brevo email.
5. Configure Brevo Node:
   • In the "Brevo" node, configure the email details:
     • Sender Email and Sender Name.
     • Recipient Email(s) (these can be dynamically pulled from the previous nodes).
     • Subject and HTML Content for the email. Use expressions to inject data from the Code node (e.g., {{ $json.supplierEmail }}, {{ $json.poDetails }}).
6. Set Schedule Trigger:
   • Open the "Schedule Trigger" node and set your desired interval for the workflow to run (e.g., every 1 hour, once a day at a specific time).
7. Activate the Workflow:
   • Once all configurations are complete, save the workflow and activate it by toggling the "Active" switch in the top right corner of the workflow editor.

The workflow will now run automatically based on your schedule, checking Airtable for inventory updates and sending emails via Brevo as configured.