Raw Material Inventory Management and Usage Approval Automation Workflow

Workflow Name

Raw Material Inventory Management and Usage Approval Automation Workflow

Key Features and Highlights

This workflow automates raw material receipt, real-time inventory updates, material usage request approvals, and inventory alerts, significantly enhancing inventory management efficiency and accuracy. Highlights include:

• Automatic receipt of raw material inbound data, automatic total cost calculation, and recording into inventory logs;
• Online submission of material usage requests with auto-generated approval links, supporting one-click approval or rejection via email;
• Real-time inventory changes synchronized efficiently between Google Sheets and Supabase database;
• Automatic email alerts triggered when inventory falls below preset thresholds to prompt timely replenishment;
• Full-process support for Webhook triggers enabling seamless integration between systems.

Core Problems Addressed

Traditional raw material inventory management relies heavily on manual data entry and approval processes, which are prone to errors, approval delays, and stockout risks. This workflow automates material receipt, usage approval, and inventory updates, eliminating manual bottlenecks, reducing error rates, and improving inventory accuracy and responsiveness.

Application Scenarios

• Raw material procurement and usage management in manufacturing enterprises
• Dynamic warehouse inventory monitoring and alerting
• Multi-level approval workflows for material issuance
• Enterprises managing inventory using Google Forms, Supabase database, and email systems

Main Process Steps

1. Raw Material Receipt

   • Receive raw material inbound information via Webhook
   • Standardize and validate data format
   • Calculate total cost and add records to the “Raw Materials” table in Google Sheets and Supabase
   • Query existing inventory and update stock quantities (add new or update existing)
   • Trigger low inventory alert emails when stock falls below predefined thresholds

2. Material Usage Request

   • Receive usage request via Webhook, standardize and validate request data
   • Record the request in the “Materials Issued” table
   • Check current inventory to verify stock sufficiency
   • Send approval request email with approval link to designated approver(s)
   • Receive approval or rejection results via Webhook
   • If approved, deduct inventory and update stock records
   • If stock is insufficient or approval is denied, update request status accordingly
   • Reassess inventory levels post-update and send low stock alert emails if necessary

3. Inventory and Approval Data Synchronization

   • Bidirectional synchronization of inventory data between Google Sheets and Supabase database
   • Real-time updates of request and approval statuses to ensure data consistency

Involved Systems and Services

• Google Sheets: Stores raw material inbound records, current inventory data, and material usage logs
• Supabase: Database for synchronizing inventory and material issuance data, supporting backend queries and maintenance
• n8n Webhook: Receives raw material inbound and usage request data, and approval responses
• Gmail: Sends approval request emails and low inventory alert notifications
• Custom JavaScript Code Nodes: Implements data standardization, validation, inventory calculations, and business logic decisions

Target Users and Value

• Inventory managers and procurement teams in manufacturing companies seeking to improve inventory management efficiency through automation;
• Enterprises requiring standardized material usage approval processes to reduce manual approval delays and errors;
• n8n users managing inventory data with tools like Google Sheets and Supabase;
• Small and medium-sized businesses aiming to automate raw material inventory updates and alerts via integrated Webhook, email, and database workflows.

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By integrating multiple services, this workflow delivers comprehensive lifecycle management and approval automation for raw material inventory, helping enterprises reduce inventory risks, improve operational efficiency, and ensure a smooth and transparent material supply chain.