n8n workflow template

n8n supplier purchase order approval template

This n8n supplier purchase order approval template routes every purchase request to the right approver by amount, with one-click signed approve or reject links. Approved orders become a formatted purchase order emailed to the supplier automatically, with the requester copied.

All templates
From $159.99
One-time purchase. No retainer. Setup guide included.
  • The workflow file: n8n workflow (JSON)
  • A step-by-step setup guide (PDF) with a verified cost breakdown
  • Failure handling: error log with the raw data, a separate Slack failure alert, and a clean response
  • No credentials included. You connect your own accounts

Make version: coming soon

What this workflow does

  1. Receives a purchase request with line items, validates it, and prices it exactly in cents
  2. Chooses the approval level by total: automatic, manager or director, using limits you set
  3. Emails the approver a summary with two signed buttons, each opening a confirmation page so nothing happens until the approver confirms
  4. On approval emails a formatted purchase order to the supplier, copies the requester, and records the PO number and status
  5. The requester is told the outcome either way, and every request keeps a full audit row

If something fails

  • Every step retries three times automatically
  • If the supplier email fails the row shows supplier_emailed failed, so nothing is lost or silently skipped
  • Approval links are signed, expire and cannot be reused once decided. Failures are logged to an Errors sheet and alerted in Slack

Apps and accounts you need

  • n8n
  • Google Sheets
  • An email account (SMTP)
  • Slack

What it costs to run

ItemCost
n8n (self-hosted)Free software plus roughly $5 to $7 per month for a small server.
n8n Cloud StarterRoughly $20 to $24 per month for 2,500 executions.
Email sendingUse your own email provider. Resend, for example, is free up to 3,000 emails per month (100 per day).
Google Sheets and Slack$0 on free plans.

Each request is one n8n execution, plus one for each approval page opened and one for the confirmation.

Who it is for

Useful for businesses where purchases need sign-off but approvals still happen in email threads and get lost. A Make version is coming soon.

Why a Conviq template

Each template is built to a production standard: failure handling is real, every cost is listed before you buy, and nothing ships with credentials. Browse all n8n workflow templates, learn about our n8n automation services, or have us tailor one as a custom automation project.

Frequently asked questions

Can I set my own approval limits?
Yes. The automatic limit and the manager limit are settings in the Config node, and above the manager limit the request goes to the director.
Can a link scanner approve an order?
No. The link opens a page that shows the request, and a person must press Confirm there. Links are signed and expire.
Is there a Make version?
A Make version is coming soon. The n8n version is available now.

Related

n8n Refund and Return Processing template

Read more

n8n Inventory Low-stock Alerts template

Read more

n8n Expense Receipt Processing template

Read more