{ "workflow": { "id": 3998, "name": "Automate medical billing with Google Sheets and Gmail", "views": 740, "recentViews": 0, "totalViews": 740, "createdAt": "2025-05-12T14:37:10.030Z", "description": "# Automate Medical Billing with Google Sheets and Gmail\n\n**Note**: This template is designed for self-hosted n8n instances. The workflow image above shows the complete automation flow.\n\nThis n8n workflow automates the patient billing processβ€”from form submission to invoice generation, email delivery, and Google Sheets logging.\n\n---\n\n## πŸ₯ Who is this for?\n\nThis workflow is ideal for:\n\n* Private medical clinics\n* Health service providers\n* Medical office administrators\n* Telehealth services\n* Billing departments\n\n---\n\n## πŸ’‘ What problem does this workflow solve?\n\nMedical billing often involves repetitive data entry, invoice calculation, and communication. This workflow:\n\n* Eliminates manual invoice generation\n* Ensures accurate and consistent pricing for treatments\n* Sends automated, personalized invoices to patients\n* Logs all billing details in a Google Sheet for recordkeeping\n* Alerts staff when patient data is missing\n\n---\n\n## βš™οΈ What this workflow does\n\nThis automation builds a streamlined billing system that:\n\n1. **Captures patient info via an embedded n8n form**\n2. **Formats visit dates** for professional presentation\n3. **Calculates invoice totals** based on treatment selection\n4. **Sends email invoices** to patients using Gmail\n5. **Logs billing data** into Google Sheets\n6. **Notifies admin** via Slack if submission is incomplete\n\n---\n\n## βœ… Setup Instructions\n\n### πŸ”‘ Prerequisites\n\nBefore starting, ensure you have:\n\n* A self-hosted **n8n** instance\n* A **Google account** with access to:\n\n * Gmail\n * Google Sheets\n* A **Slack Webhook URL** (optional but included)\n* A designated **Google Sheet** to store invoices\n\n---\n\n### πŸ“‹ Step 1: Google Sheet Setup\n\nCreate a new Google Sheet and add the following columns in the first row (**must match exactly**):\n\n```\nInvoice No | Patient Name | Email | Date | Total Cost | Line Items | Payment Status\n```\n\n> βœ… **Customizable**: You can add columns like β€œInsurance Provider” or β€œPayment Status” if neededβ€”just update the mapping in the Google Sheets node.\n\n---\n\n### πŸ—‚οΈ Step 2: Configure Google Credentials in n8n\n\nIn n8n:\n\n* Go to **Settings β†’ Credentials**\n* Add:\n\n * **Google Sheets OAuth2**\n * **Gmail OAuth2**\n* Ensure proper scopes are granted:\n\n * `.../auth/spreadsheets`\n * `.../auth/gmail.send`\n\n---\n\n### 🧾 Step 3: Configure Treatment Pricing\n\nIn the `Calculate prices` code node:\n\n```js\nconst treatmentPrices = {\n \"General Consultation\": 60,\n \"Blood Test - Basic Panel\": 45,\n \"Blood Test - Comprehensive\": 120,\n \"X-Ray - Single\": 80,\n \"Physical Therapy Session\": 75,\n \"Vaccination - Standard\": 40,\n \"Specialist Consultation\": 120,\n \"Minor Procedure\": 150\n};\n```\n\n> ✏️ **Customizable**: Add, remove, or change treatment names and prices.\n\n---\n\n### 🌐 Step 4: Embed the Patient Billing Form\n\nIn the `On form submission` node:\n\n* The form collects:\n\n * Patient Name\n * Email Address\n * Visit Date\n * Selected Treatments (multi-select dropdown)\n\n> ✏️ **Customizable**: Modify the form fields to include phone number, insurance info, etc.\n\n---\n\n### πŸ“¬ Step 5: Customize the Email Template\n\nOpen the `Send Patient Invoice Email` node:\n\nExample message:\n\n```\nHi {{ $json.patientName }},\n\nThank you for visiting MediSure Clinic on {{ $json.formattedDate }}.\nHere is a summary of your treatments:\n{{ $json.lineItems }}\n\nTotal Due: **${{ $json.totalCost }}**\n\nBest regards, \nMediSure Billing Department\n```\n\n> ✏️ **Customizable**: Adjust the message, branding, and subject line to match your practice.\n\n---\n\n### 🧠 Step 6: Handle Errors\n\nThe `Error Check` and `Generate Error Message` nodes ensure:\n\n* No invoice is sent without an email\n* Admins are alerted via Slack if critical info is missing\n\n> ✏️ **Customizable**: Replace Slack with email, webhook, or CRM notification if preferred.\n\n---\n\n### 🧾 Step 7: Log to Google Sheets\n\nThe `Log Invoice to Googlesheets` node appends each record:\n\n* Invoice number\n* Patient name\n* Email\n* Date\n* Total cost\n* Line items\n\n> ✏️ **Customizable**: You can change the target spreadsheet or sheet name.\n\n---\n\n## πŸ”„ Testing\n\nOnce configured:\n\n1. Toggle the workflow **Active**\n2. Submit a test form\n3. Check:\n\n * Email receipt is accurate\n * Data is correctly appended in Google Sheets\n * No errors are logged\n\n---\n\n## ✨ How to Customize This Workflow\n\n| Component | How to Customize |\n| ----------------------- | ---------------------------------------------- |\n| **Treatment Prices** | Edit `Calculate prices` node code |\n| **Form Fields** | Modify the `On form submission` node |\n| **Email Body** | Change message in `Send Patient Invoice Email` |\n| **Slack Alerts** | Replace Slack node with email or CRM action |\n| **Google Sheet Fields** | Add/remove columns and update mappings |\n\n---\n\n## 🧩 Integrate with Your Stack\n\nAdd downstream automations easily:\n\n* Push to **QuickBooks** or **Stripe** for payment processing\n* Create a **calendar invite** for follow-ups\n* Sync with a **CRM** like HubSpot\n\n---\n\n## πŸ› οΈ Troubleshooting\n\n| Issue | Fix |\n| ------------------------ | --------------------------------- |\n| Email not sent | Check Gmail credentials & quotas |\n| Spreadsheet not updating | Confirm sheet ID and column names |\n| Pricing not accurate | Review `Calculate prices` logic |\n| Slack alert not sent | Check webhook URL format |\n\n---\n\n## 🀝 Need Help?\n\n* Review [n8n documentation](https://docs.n8n.io/)\n* Ask questions in the [n8n community forum](https://community.n8n.io)\n* Contact the template creator: **David Olusola**\n* Support Email : Dimejicole21@gmail.com\n\n\n\n", "workflow": { "id": "pJLEzimgy33CTesQ", "meta": { "instanceId": "2000c64071c20843606b95c63795bb0797c41036047055a6586498e855b96efc", "templateCredsSetupCompleted": true }, "name": "Medical Biling AUTOMATION TEMPLATE", "tags": [], "nodes": [ { "id": "a35b7936-081d-40cd-ab1d-be7104135780", "name": "Data Structure1", "type": "n8n-nodes-base.set", "position": [ -240, 980 ], "parameters": {}, "typeVersion": 1 }, { "id": "c7c3c834-7415-478a-8d14-9435249da169", "name": "Error Check1", "type": "n8n-nodes-base.if", "position": [ 400, 980 ], "parameters": {}, 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