Automating the extraction of specific line items, like travel fees, can save your team hours of manual data entry. This guide walks you through setting up a workflow that uses AI to identify travel fees from a raw list of products and automatically updates the corresponding deal in Monday.com.

By triggering an AI prompt via a webhook, you can parse unstructured lists, isolate the exact travel cost, and sync it directly to your CRM.

Workflow Overview

Here is how the data flows through the automation:

flowchart TD
    A["Webhook Trigger"] -->|"Receives Products, Fees & PulseID"| B["Delay Queue"]
    B -->|"0.1 min delay"| C["AI Extraction"]
    C -->|"Isolates Travel Fee"| D["Update Monday.com"]

Prerequisites

Before building this workflow, ensure you have:

• A Monday.com board (e.g., "Deals") with a numeric column ready to receive the travel fee.

• The WebHook CLI, Delay CLI, AI CLI, and Monday CLI apps enabled in your workspace.

• A source system capable of sending an HTTP webhook containing the Products list, Fees list, and the Monday.com PulseID.

Setting up the automation

Follow these steps to configure the extraction workflow.

1. 1

   Configure the Webhook Trigger

   Start by creating a new workflow and adding a WebHook trigger. This webhook will act as the entry point for your data.

   Ensure your source system sends the following payload variables to this webhook:

   • Products: A list or array of product names.

   • Fees: A corresponding list of costs.

   • PulseID: The unique ID of the Monday.com item you want to update.

2. 2

   Add a Delay Queue

   Add a Delay action immediately after the webhook. This ensures that rapid, successive webhooks don't overwhelm your Monday.com API limits.

   • Queue Title: TravelFeeCals

   • Delay Value: 0.1

   • Delay Unit: minutes

   Using a delay queue is a best practice when processing bulk orders or folder creations, as it spaces out the AI and Monday.com API requests.

3. 3

   Configure the AI Prompt

   Add an AI Completion action. This step uses a targeted prompt to analyze the lists and extract only the travel-related cost.

   Copy and paste the following into the Instructions field, ensuring you map the {{1__Products}} and {{1__Fees}} variables from your webhook step:

   You are a master of data extraction and financial analysis. You are asked to identify and extract specific fee information.
   
   Given the following two lists:
   Products: {{1__Products}}
   Fees: {{1__Fees}}
   
   Your task is to find and return only the travel fee cost from these lists. The travel fee should be associated with a travel-related product or service.
   
   Please follow these guidelines:
   1. Scan both lists to find any travel-related items.
   2. Identify the corresponding fee for the travel item.
   3. Return only the numerical value of the travel fee.
   4. If no travel-related item or fee is found, return '0'.
   
   Desired output format: A single number representing the travel fee cost, without any currency symbols or additional text.
   
   <example>
   Input:
   Products: [Laptop, Airfare, Hotel, Office Supplies]
   Fees: [1200, 500, 300, 150]
   
   Output: 500
   </example>

   Output Schema Setup:
   Define the output schema to expect a string named travel_fee. The AI will return just the number (or '0'), which makes it perfect for mapping directly to a numeric database column.

4. 4

   Update Monday.com

   Finally, add a Monday.com action to update the item with the extracted fee.

   Set up the action parameters as follows:

   Parameter	Value	Description
   Action	Change Multiple Columns Value	Updates specific fields on an existing item.
   Board ID	7932413985	The ID of your Deals board.
   Item ID	{{1__PulseID}}	Mapped from your initial Webhook trigger.
   Column Value	{{3__travel_fee}}	Map the AI output to your numeric column (e.g., numbers_mknct13).

Expected Results

Once activated, any system that sends a payload to your webhook will trigger the workflow. The AI will cross-reference the Products and Fees lists, isolate the travel cost, and update the Monday.com item within a few seconds.