🔬 Track contract utilization and send risk alerts with Groq and Google Sheets
⚡ 4 views · 🔬 Document Extraction & Analysis
Description
Quick overview
This workflow runs every 6 hours to combine contract and spend data from Google Sheets, calculate utilization per contract, and then update the contracts sheet while sending low- and high-utilization alerts via Gmail and Slack, using Groq to generate insights for underutilized contracts.
How it works
- Runs every 6 hours on a schedule.
- Reads contract records from Google Sheets and keeps only active rows with a non-empty contract ID.
- Reads spend records from Google Sheets, normalizes key fields, and merges spend with contracts by contract ID.
- Aggregates spend per contract and calculates utilization as total spend divided by total contract value.
- For contracts below 0.4 utilization, Groq generates a short insight and recommended action, the workflow writes utilization/risk/action back to Google Sheets, and it sends alerts via Gmail and Slack.
- For contracts above 0.9 utilization, the workflow updates the contract in Google Sheets as inactive and sends completion notifications via Gmail and Slack; otherwise it updates the contract with the latest utilization and a “No action required” note.
Setup
- Add Google Sheets credentials and set the correct spreadsheet ID and sheet names for the Contracts and spend tabs.
- Ensure the Contracts sheet includes columns used for matching and updates (at least contract_id, total_value, status, utilization , risk, action , and last_updated) and the spend sheet includes spend_id, contract_id, amount, date, vendor, and category.
- Add a Groq API credential for the Groq chat model used to generate low-utilization insights.
- Add Gmail credentials and set the recipient(s) for the low-utilization and completion emails.
- Add Slack credentials and select the target channel for low-utilization and completion notifications.
Additional info
How To Customize Nodes
- Modify utilization thresholds
- Edit AI prompt
- Adjust Google Sheets mapping
- Customize email/Slack messages
Add-Ons
- Dashboard integration
- SMS alerts
- Weekly reports
- Vendor scoring
- Contract expiry alerts
Use Case Examples
- Detect underutilized contracts
- Track contract completion
- Automate procurement monitoring
- Optimize contract usage
- Enable real-time alerts
Troubleshooting Guide
| Issue | Possible Cause | Solution |
|---|---|---|
| No data processed | Contracts not active | Check status field |
| Utilization = 0 | Invalid number format | Ensure numeric values |
| Merge not working | Contract ID mismatch | Verify field mapping |
| No alerts | Credential issues | Reconnect apps |
Need Help?
Contact WeblineIndia, if you need help setting up, customizing or building advanced automation solutions.
🔗 Nodes Used
Google Sheets, Slack, Gmail, Schedule Trigger, AI Agent, Groq Chat Model
📥 Import
Download workflow.json and import into n8n:
Workflow menu → Import from File