Turn order emails into spreadsheet rows
Reads order emails hourly, has AI pull out each line item, and appends it to your order sheet.
Apps it connects
Authenticate each one once and the workflow is ready to run.
What it does
Each integration step this workflow runs, in order, what it is for, and the conditions and loops that decide when it runs.
- 1Google SheetsRead rowsChecks that row 1 of your tab carries the six headings in order before any row is added.
- 2GmailList emailsLists inbox emails matching your order search, leaving out any already labelled 'Order logged' or 'Order needs review'.
For each
emailFor each
orderRow- 3Google SheetsAppend rowAdds one row per ordered item, written exactly as read and ending with the Gmail message id it came from.
- 3
- 4GmailAdd label to messageLabels each email 'Order logged' once its rows are added, or 'Order needs review' when anything was unclear.
How it works
What happens on each run, in plain English.
Every hour, the order emails matching your Gmail search are read from your inbox, an AI pulls out who is ordering and every item and quantity, and one row per item is added to the tab you name in your spreadsheet. Each row records the customer, order reference, item, quantity, requested delivery date and the email it came from, so any row can be traced back. An order that gives no reference or delivery date is still logged, with 'Not given' in that column.
The workflow refuses to guess. If an email is not clearly an order, or any item's name or quantity is missing or unclear, nothing from it is written and it is labelled 'Order needs review' for a person. Handled emails are labelled 'Order logged' and both labels are left out of the search, so no order is recorded twice. If the AI cannot be reached or the sheet will not take rows, the emails are left unlabelled to be tried again next hour and the run is marked as failed, saying what went wrong.
You need Gmail, Google Sheets and OpenAI connected, a link to your spreadsheet, the tab's name with the six headings in row 1, and a Gmail search that finds your order emails.
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