Bigdoor Ai Labs

Case study · Wholesale operations

How Zosmetics automated wholesale inventory delivery with n8n

A form-to-email workflow built to turn a wholesale inventory enquiry into a tracked lead and a shared inventory sheet.

Discuss an inventory workflow

Implementation verified against the seven-step n8n export. Delivery-time results await record review.

At a glance

Business
Zosmetics
Use case
Wholesale inventory enquiries
Orchestration
n8n
Connected tools
Google Sheets, Google Drive and Gmail
Bigdoor Ai Labs role
Workflow design and implementation
Evidence status
The reviewed export is marked active. Completed deliveries, usage volume and speed improvement are not yet independently verified.
Published

The workflow problem

Inventory requests need a reliable path from enquiry to delivery.

For a wholesale buyer, asking for current inventory is an early step in evaluating a supplier. Handling that request manually means collecting contact details, preparing a shareable file, granting access, sending the link and recording what happened. Each handoff takes attention and can leave the sales team without a clear delivery record.

The Zosmetics workflow was built to connect those steps. Its purpose is straightforward: capture the enquiry, send the inventory copy to the buyer and keep the lead log updated.

What was built

One form submission starts the full sequence.

The n8n form collects the buyer’s name, email, WhatsApp number and city. The workflow prepares those fields and appends an enquiry row in Google Sheets. It then copies the master inventory file in Google Drive, shares that copy with the submitted email address and sends the buyer a Gmail message containing the file link. The final step updates the enquiry row with the copied file details and share status.

That log gives the operating team a record of the enquiry and the intended delivery. It does not, by itself, establish that every message was received or that a buyer acted on it.

Sanitized workflow diagram

Seven steps, one enquiry

  1. 01Form submissionBuyer enters contact details
  2. 02Prepare fieldsStructure the form data
  3. 03Log enquiryAppend a Google Sheets row
  4. 04Copy inventoryCreate a Google Drive copy
  5. 05Grant accessShare the copy with the buyer
  6. 06Email the linkSend the inventory URL through Gmail
  7. 07Update the logRecord file details and share status
Redrawn from the selected seven-node n8n export. Customer data, file identifiers, credentials and endpoint details are omitted.

Operating handoff

The lead record stays with the business.

The enquiry sheet captures the submitted contact details, the copied inventory file and its share status. The buyer receives the link by email. The sales team can use the logged enquiry for its own follow-up; this seven-step workflow does not include CRM sync, WhatsApp delivery or automatic sales follow-up.

Measurement status

Delivery speed is the next claim to verify.

The workflow export shows the configured path and is marked active, but an export is not an execution history. Before reporting a speed result, we will compare timestamped manual enquiries with completed automated runs using the same interval: enquiry received to inventory email sent. The comparison will state each period, sample size and median time. No delivery-speed or conversion improvement is claimed here.

Implementation lessons

Keep the delivery and the record connected.

  1. Start with the buyer event. The form submission is the trigger for both fulfilment and lead logging.
  2. Share a copy. The workflow prepares a buyer-specific inventory file rather than sending the master file link.
  3. Record the handoff. Updating the same enquiry row makes the intended delivery visible to the operating team.