Subcontractor onboarding portal automation
Production n8n backend for a qualification portal: OCR-backed document intelligence, multi-agent LLM judging, scored audit reports, and tiered alerts for expirations, application intake, account status, and background-check failures.
Results at a glance
Five published workflows covering qualification, alerts, and admin routing
Automated 60 / 30 / 7-day document expiration escalations
Live production deployment with monitored executions
Challenge
Manual subcontractor onboarding could not scale: document reviews were inconsistent, expiry tracking lived in inboxes, and admins lacked immediate signals when applications or background checks failed. The business needed auditable automation that matched compliance expectations.
What Habrig built
- Portal UX remained the source of uploads; automation reacted via webhooks and structured payloads—no duplicate data entry
- Qualification pipeline combining OCR image extraction, looping document batches, and specialized LLM judges per document type
- Final aggregation step emitting scored audit outputs consumable by downstream teams
- Separate graphs for expiration watches, account-state transitions, new submissions, and negative background outcomes—each independently deployable
- Published versus draft workflow hygiene with shared credential vault patterns
- Email routing templates for approval-required, action-required, suspension, and FYI classes of events
Outcomes
- Reviewers spend time on exceptions instead of rereading every upload
- Expiration risk surfaced automatically instead of discovered during audits
- Admin teams receive deterministic notifications tied to the portal record that triggered them
Technology
frontend
Existing portal surfaces; automation integrates through triggers and messaging channels teams already monitor
backend
n8n graphs with AI Agent nodes, OCR paths, LLM judges, and transactional email steps
database
Operational state mirrored from portal systems of record; automation persists only what it needs for retries and audits
infrastructure
Production-grade hosted runners with webhook ingress hardened against replay abuse
monitoring
Execution metrics per workflow, dead-letter handling for malformed uploads, and reconciliation hooks for stuck reviews
cicd
Incremental rollout per workflow so qualification logic can ship ahead of ancillary alert graphs
Execution detail
Product & frontend
- Portal UX remained the source of uploads; automation reacted via webhooks and structured payloads—no duplicate data entry
Backend & data
- Qualification pipeline combining OCR image extraction, looping document batches, and specialized LLM judges per document type
- Final aggregation step emitting scored audit outputs consumable by downstream teams
- Separate graphs for expiration watches, account-state transitions, new submissions, and negative background outcomes—each independently deployable
Platform & delivery
- Published versus draft workflow hygiene with shared credential vault patterns
- Email routing templates for approval-required, action-required, suspension, and FYI classes of events
Gallery
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