How a Buenos Aires Company Saved 20+ Hours Weekly Automating Shipping Document Generation

In the bustling logistics sector of Buenos Aires, a local company faced a daunting challenge: spending more than 20 hours per week generating shipping documents manually 📄. This repetitive and error-prone task strained their operations team, delayed shipments, and increased operational costs. In this case study, we’ll explore how RestFlow partnered with this logistics SME to deliver an end-to-end automation workflow using n8n, transforming their shipping document process into a seamless, efficient system.

Readers will gain insight into the problem, our technical approach, the implemented workflow architecture, and real-world results. Additionally, practical step-by-step instructions will show how automation platforms can integrate with Gmail, Google Sheets, Slack, and ERPs to streamline critical business processes.

The Problem: Inefficient Manual Shipping Document Generation

The client is a small-to-medium-sized logistics company based in Buenos Aires, Argentina, primarily serving local and regional transport and delivery services. Their operations department was responsible for creating all shipping documentation — including bills of lading, customs declarations, invoices, and shipping labels — manually every week.

This manual process required locating data across multiple sources, entering it into document templates, emailing paperwork to clients and logistics partners, and updating tracking spreadsheets. As a result, their operations team spent over 20 hours per week on these tasks.

Pain points identified:

• Time waste: 20+ hours weekly equates to 80+ hours monthly solely on document assembly.
• Errors: Manual data entry led to frequent mismatches causing shipment delays.
• Lack of visibility: No centralized tracking made status reporting slow and error-prone.
• Scaling issues: Document volumes were increasing with new clients, exacerbating delays.

This bottleneck not only affected revenue through missed SLAs but also irritated customers and partners who expect timely, error-free documentation.

Our Approach: Discovery and Designing an Automated Workflow

RestFlow’s team began by conducting detailed discovery workshops with operations, finance, and IT stakeholders. We mapped out every step of the shipping documentation creation process, identifying key inputs such as order data, client information, and shipment details.

Key systems involved included:

• The company’s ERP for orders and client data.
• Google Sheets used internally to track shipments and documents.
• Email via Gmail for document delivery to clients and partners.
• Slack channels for internal communication and alerts.

The data was fragmented across spreadsheets and paper forms, and many manual copy-paste errors were introduced during document generation.

We proposed an automation architecture leveraging n8n for its open-source flexibility, ease of integration, and self-hosted options, allowing secure connectivity with their ERP API, Google Sheets, Gmail, and Slack. The goal: automate the entire workflow from data gathering to document dispatch, cutting manual work drastically while improving accuracy and traceability.

Explore the Automation Template Marketplace for ready-to-go automation blueprints that simplify such integrations.

The Solution: Architecture and Workflow Design

Global Architecture

The automation architecture designed centered around n8n as the orchestrator coordinating all sub-tasks. Its key components included:

• Trigger: A scheduled n8n workflow running every weekday morning to process new shipping orders from the ERP.
• Data Sources: ERP API calls to fetch new shipment data; Google Sheets to reference document templates and shipment tracking.
• Processing: Validation and enrichment of shipping data, merging with document templates using dynamic placeholders.
• Outputs: Generated PDF shipping documents automatically emailed via Gmail; entries updated on Google Sheets; notifications sent to Slack.

End-to-End Workflow Overview

1. Trigger node: Scheduled once daily via n8n scheduler.
2. ERP Query node: Fetches shipments pending document generation via REST API.
3. Data Validation node: Checks for completeness and flags errors.
4. Template Fetch node: Retrieves document templates stored in Google Drive or Sheets.
5. Document Generation node: Uses data to populate templates and convert to PDFs.
6. Email Dispatch node: Sends generated PDFs via Gmail to clients and partners.
7. Update Tracker node: Updates the shipment status in Google Sheets.
8. Slack Notification node: Alerts operations team with a summary report.

Step-by-Step Node Breakdown 🚀

1. Scheduled Trigger Node

The workflow starts with n8n’s built-in Cron node triggering at 7 AM local time each weekday. This timing ensures documents are ready before business hours begin.

No input needed; output is an empty trigger to begin execution.

2. ERP API Query Node

Using the HTTP Request node, we call the company’s ERP REST API endpoint to fetch all shipments where documents are pending generation.

Request config includes:
– Endpoint URL: e.g., https://api.erp-company.com/shipments?status=pending_document
– Headers: Authorization Bearer token stored securely in n8n credentials.
– Response JSON parsed for shipment IDs, client data, order lines.

This node outputs an array of shipment records for processing.

3. Data Validation Node ✅

Next, a Function node iterates over shipments, validating mandatory fields like client email, product descriptions, and delivery dates.

Logic example:
if (!shipment.clientEmail) flag error.

Invalid records are appended to an error queue for manual review; valid records proceed.

4. Template Retrieval and Merging 📝

We utilize the Google Sheets node to pull document templates with placeholders such as {{clientName}} and {{shipmentDate}}.

A Function node replaces placeholders dynamically with shipment data. Subsequently, a PDF generation node converts the merged content into PDF files.

5. Email Dispatch Node

Using the Gmail node, emails are sent to clients and partners. Each email includes:
– Subject: “Shipping Document for Order #12345”
– Body: Customized message
– Attachments: PDF documents generated earlier

Authentication uses OAuth2 credentials securely stored; email sending status logged.

6. Google Sheets Update Node

The workflow updates shipment records in Google Sheets to mark documents as “Sent” with timestamps.

Filters ensure only updated entries are modified, ensuring idempotency.

7. Slack Notification Node 🔔

At the end, a Slack node posts a summary message to the #operations channel listing:
– Number of documents generated
– Any validation errors
– Overall workflow status

This feedback loop improves team situational awareness.

Error Handling, Robustness & Security

Error Handling and Retries

Each API call and critical step includes retry logic with exponential backoff to handle transient failures.

Failures are logged, and a fallback Google Sheet collects error details for manual intervention.

To avoid duplicate document generation, the workflow checks shipment status before processing.

Logging and Observability

All execution logs and webhook payloads are stored securely and can be viewed in n8n’s UI.

Error alerts automatically push to Slack and email to operations leads.

Security and Data Protection

API keys and OAuth tokens are stored encrypted within n8n credentials.

Access rights enforce least privilege, scoped only to necessary APIs.

Personally Identifiable Information (PII) is handled in memory, never logged.

Role-based access controls and audit logs track user actions within n8n.

Performance, Scaling & Extensibility

The workflow is designed for scalability:

• Pagination and batching support large numbers of shipments per run.
• Webhooks vs. polling: Currently scheduled polling is ideal for daily batch; webhooks may be added for real-time triggers.
• Modular design: Individual nodes encapsulate discrete functions for easy updates.
• Multi-tenant support: Workflows can be extended to handle new clients or regions via config parameters.
• Managed Hosting: RestFlow provides stable, resilient hosting ensuring zero downtime and automatic scaling.

Create Your Free RestFlow Account to start automating your business processes with confidence.

Comparison Tables

Platform	Pricing Model	Pros	Cons
n8n	Free self-host / Paid cloud	Highly customizable, open-source, strong API support	Requires hosting and maintenance efforts
Make (Integromat)	Subscription, tiered by operations	Visual editor, excellent app connectors	Complexity can rise quickly, pricing scales fast
Zapier	Subscription, tiered by tasks	Extensive app support, user-friendly interface	Limited advanced logic, task limits

Integration Method	Latency	Complexity	Best Use Case
Webhook	Real-time	Medium	Instant updates, notifications
Polling	Scheduled (e.g., daily)	Low	Batch processing, periodic sync

Storage Option	Cost	Pros	Cons
Google Sheets	Low to none	Easy setup, accessible, good for lightweight data	Limited scalability, concurrency issues
Relational Database (e.g., PostgreSQL)	Variable (hosting & infra)	Scalable, strong querying, supports concurrency	Requires DB admin and maintenance

Results and Business Impact

After implementing the automated workflow, the Buenos Aires logistics company realized impressive improvements:

• Time saved: Over 20 hours per week freed from manual shipping document preparation, allowing the operations team to focus on value-added tasks.
• Error reduction: Data entry errors dropped by approximately 85%, significantly reducing shipment delays and disputes.
• Improved SLAs: Documents were sent out within minutes of order confirmation, speeding up delivery cycles.
• Enhanced visibility: Real-time Slack alerts and updated Google Sheets dashboards gave operations immediate status insights.

These benefits translated into better customer satisfaction and operational cost savings. [Source: to be added]

Pilot Phase and Ongoing Maintenance Disclaimer

The project included a pilot phase where the automated workflow ran alongside the manual process using controlled, real shipment data. This allowed for fine-tuning, identification of edge cases, and mitigation of unexpected errors.

Post-pilot, RestFlow took full responsibility for managed hosting, continuous monitoring, timely maintenance, and platform updates. This partnership ensures the automation remains robust, secure, and scalable as the company grows.

Frequently Asked Questions

Conclusion: Transforming Manual Work into Seamless Automation

This case study reveals how a logistics company in Buenos Aires that previously spent more than 20 hours per week generating shipping documents manually transformed a vital yet cumbersome process into an efficient, automated system.

By leveraging n8n and integrating essential tools like ERP APIs, Google Sheets, Gmail, and Slack, RestFlow delivered a tailored workflow that cuts operational costs, improves accuracy, and scales effortlessly.

Most importantly, RestFlow provides comprehensive Automation-as-a-Service covering design, implementation, hosting, monitoring, and ongoing maintenance — empowering your teams to focus on growing your business instead of repetitive manual tasks.

For automation engineers, CTOs, and operations leaders seeking practical, proven solutions, this case exemplifies how modern workflows solve real-world problems.

Ready to unlock your operational efficiency? Explore the Automation Template Marketplace to find inspiration or Create Your Free RestFlow Account today and start building your automation journey.