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Generate AI-curated sales quotes with OpenAI, Qdrant & CraftMyPDF PDF delivery

Cong NguyenCong Nguyen
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2/3/2026
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👀 Short Description

Turn form submissions into AI-curated quotes with SKU selection straight from Qdrant, branded PDF generation, and automatic email—now streamlined for quoting only (FAQ removed). (Improved from the previous workflow: Automated Request-to-Quote System with OpenAI, Google Sheets & CraftMyPDF Email Delivery)

🎉What’s new vs. the old version

  • Products now come directly from Qdrant (no Google Sheets catalog in the loop).
  • Focused quote-only flow — removed FAQ/RAG nodes for a leaner, faster pipeline.
  • Agent enforces a JSON-only contract, keeping pricing/stock grounded in Qdrant payloads.
  • Easier to maintain; fewer moving parts and lower token usage.

📄 What this workflow does

  • Captures lead details via Form: Request a Quote.
  • Searches your Qdrant collection (products) for relevant SKUs by keyword, use-case, features, and budget hints.
  • An AI Agent (OpenAI) selects in-stock SKUs, respects min_qty, and returns a strict JSON quote (optional discount ≤ 10%).
  • A Code step computes line totals, discount, VAT, generates a unique invoice_number (e.g., Q-YYYYMMDD-ABCDE), and validates or falls back the due_date.
  • CraftMyPDF renders a branded PDF; the file is fetched and SMTP emails the quote to the customer.

👤 Who this is for

  • SMBs and sales teams needing instant, accurate quotes from website forms.
  • Ops teams storing product data in Qdrant and wanting AI-assisted SKU selection.
  • Agencies or shops that must generate consistent, branded PDFs and send them automatically.

✅ Requirements

  • Self-hosted n8n instance.
  • Qdrant collection (default: products) with payload fields:
  • sku, name, uom, unit_price, currency, in_stock (true/false), min_qty, handle/url, features.
  • Connected credentials: OpenAI (or compatible), Qdrant API, CraftMyPDF, SMTP.
  • A CraftMyPDF template aligned with the Code node output (invoice_number, items[], gross_total, etc.).

⚙️ How to set up

  1. Import the workflow JSON into n8n.
  2. In Qdrant Vector Store (Products), set collection=products and your Qdrant API credentials.
  3. In Sales Quote Agent, keep or change the model (default gpt-4.1-mini) and the JSON-only system prompt.
  4. In Create a PDF, set your CraftMyPDF templateId.
  5. In Email: Send Quote, set fromEmail and SMTP credentials.
  6. Submit a test form; verify: Agent JSON → PDF render → email delivery.
  7. (Optional) Adjust defaults in the Code node: vat_pct (default 10), payment_terms, currency fallback, valid_days.

🔁 How it works (end-to-end)

  1. Trigger → Form captures: Full Name, Email, Company, Requirements, Budget Min/Max, Need By, Notes.
  2. Product Search → Agent calls PRODUCTS_QDRANT to retrieve relevant SKUs and payload fields from Qdrant.
  3. Agent Quote → Selects SKUs and qty, applies pricing and ≤10% discount.

💡 About Margin AI

Margin AI is your AI Service Companion. We help organizations design intelligent, human-centric automation — from content pipelines and branding workflows to customer insights and sales enablement. Our tailored AI solutions scale marketing, operations, and creative processes with ease.

n8n AI-Curated Sales Quotes with OpenAI, Qdrant, and CraftMyPDF Delivery

This n8n workflow automates the generation of AI-curated sales quotes and delivers them via email, leveraging the power of OpenAI for intelligent content generation, Qdrant for vector-based information retrieval, and an external PDF generation service (CraftMyPDF, inferred from the directory name, though not explicitly in the JSON).

What it does

This workflow streamlines the process of creating and sending personalized sales quotes by:

  1. Triggering on form submission: Initiates the workflow when a new form is submitted, likely containing customer and product details for the quote.
  2. Preparing data: Uses an "Edit Fields" node to manipulate or set specific data points for subsequent AI processing.
  3. Generating embeddings: Utilizes OpenAI Embeddings to convert input text into vector representations, crucial for similarity searches in the vector store.
  4. Retrieving relevant information: Queries a Qdrant Vector Store to find and retrieve relevant product information, pricing, or past sales data based on the generated embeddings.
  5. Generating sales quote content with AI: Employs an OpenAI Chat Model (or Google Gemini Chat Model, if configured) and an AI Agent, potentially using a "Vector Store Question Answer Tool," to craft a personalized sales quote based on the retrieved information and the initial form submission.
  6. Delivering the quote: Sends the generated sales quote via email.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running instance of n8n.
  • OpenAI API Key: For the OpenAI Embeddings and OpenAI Chat Model nodes.
  • Qdrant Instance: Access to a Qdrant vector database for storing and retrieving product/sales data.
  • SMTP Credentials: For the "Send Email" node to deliver the quotes.
  • External PDF Generation Service (e.g., CraftMyPDF): Although not explicitly defined in the JSON, the workflow's directory name suggests an integration with a PDF generation service like CraftMyPDF for creating the final quote document. This would likely involve an HTTP Request node configured to interact with such a service.
  • Google Gemini API Key (Optional): If you choose to use the Google Gemini Chat Model instead of OpenAI.

Setup/Usage

  1. Import the workflow: Download the provided JSON and import it into your n8n instance.
  2. Configure Credentials:
    • Set up your OpenAI API Key credential for the Embeddings OpenAI and OpenAI Chat Model nodes.
    • Configure your Qdrant credential for the Qdrant Vector Store and Answer questions with a vector store nodes.
    • Set up your SMTP credential for the Send Email node.
    • If using Google Gemini, configure its API key for the Google Gemini Chat Model.
  3. Configure the n8n Form Trigger:
    • Activate the On form submission trigger node.
    • Define the form fields that will be submitted to initiate the quote generation (e.g., customerName, productInterest, quantity, specialRequests).
  4. Customize "Edit Fields": Adjust the Edit Fields node (ID: 38) to transform or prepare the incoming form data as needed for the AI agent and vector store queries.
  5. Configure Qdrant Vector Store: Ensure your Qdrant instance is populated with relevant product information, pricing, and any other data that should be used to generate quotes. Configure the Qdrant Vector Store node (ID: 1248) with your collection name and host details.
  6. Customize AI Agent and Language Model:
    • Review the AI Agent node (ID: 1119) and the chosen OpenAI Chat Model (ID: 1153) or Google Gemini Chat Model (ID: 1262) for specific instructions or prompts to guide the quote generation.
    • The Answer questions with a vector store tool (ID: 1269) should be linked to your Qdrant setup.
  7. Configure PDF Generation (Hypothetical): If using a PDF generation service, an HTTP Request node (not explicitly shown in the provided JSON but implied by the directory name) would be placed before the Send Email node. Configure this node to send the AI-generated quote content to your chosen PDF service (e.g., CraftMyPDF) and retrieve the generated PDF.
  8. Configure "Send Email":
    • Specify the recipient email address (e.g., from the form submission).
    • Define the email subject and body, including the AI-generated quote content and potentially attaching the generated PDF.
  9. Activate the workflow: Once configured, activate the workflow to start automating your sales quote generation.

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