{ "workflow": { "id": 6316, "name": "Automated invoice payment reminders with Google Sheets and Gmail", "views": 732, "recentViews": 0, "totalViews": 732, "createdAt": "2025-07-23T09:55:39.314Z", "description": "## How It Works βš™οΈ\n\nThis workflow systematically ensures you never miss sending an invoice reminder:\n\n1. **Daily Schedule Trigger:** ⏰ The workflow starts automatically at a set time each day (e.g., every morning). This ensures continuous monitoring of your invoice statuses.\n2. **Read Invoice Data (Google Sheets):** πŸ“Š The workflow connects to your specified Google Sheet to retrieve a list of all your invoices and their details. **Ensure your sheet has required columns like `InvoiceID`, `ClientName`, `ClientEmail`, `Amount`, `DueDate`, and `Status`.**\n3. **Filter & Prepare Reminders (Function):** 🧹 This is the core logic. It processes each invoice row:\n * Compares the `DueDate` with the current date.\n * Identifies invoices that are due soon (e.g., within 3 days) or are already overdue (e.g., up to 7 days past due).\n * Skips invoices marked as 'Paid'.\n * Prepares a custom subject line and email body for each relevant reminder.\n4. **If Invoices to Remind?:** 🚦 This node acts as a gate. If the previous step found any invoices needing reminders, the workflow proceeds. If not, it stops gracefully.\n5. **Send Invoice Reminder (Gmail):** πŸ“§ For each filtered invoice, this node sends a personalized email reminder to the client. The email uses the dynamic subject and body prepared in the 'Filter & Prepare Reminders' step.\n\n## How to Set Up πŸ› οΈ\n\nFollow these steps carefully to get your \"Automated Invoice Reminder\" workflow up and running:\n\n1. **Import Workflow JSON:**\n * Open your n8n instance.\n * Click on 'Workflows' in the left sidebar.\n * Click the '+' button or 'New' to create a new workflow.\n * Click the '...' (More Options) icon in the top right.\n * Select 'Import from JSON' and paste the entire JSON code provided in the previous response for this workflow.\n\n2. **Configure Daily Schedule Trigger:**\n * Locate the 'Daily Schedule Trigger' node (1. Daily Schedule Trigger).\n * **Adjust 'interval', 'value', and 'timezone'** to your preferred daily reminder time (e.g., every 24 hours at 9 AM in your local timezone).\n\n3. **Configure Read Invoice Data (Google Sheets):**\n * Locate the 'Read Invoice Data (Google Sheets)' node (2. Read Invoice Data).\n * **Credentials:** Select your existing Google Sheets OAuth2 credential or click 'Create New' to set one up. Replace `YOUR_GOOGLE_SHEETS_CREDENTIAL_ID` with the actual ID or name of your credential from your n8n credentials.\n * **Sheet ID:** Replace `YOUR_GOOGLE_SHEET_ID` with the actual ID of your Google Sheet where invoice data is stored.\n * **Range:** Ensure the 'range' (e.g., `Invoices!A:F`) correctly covers all your invoice data. **Crucially, ensure your Google Sheet has columns with exact names: `InvoiceID`, `ClientName`, `ClientEmail`, `Amount`, `DueDate` (in a parsable date format like YYYY-MM-DD), and `Status` (e.g., 'Pending', 'Paid').**\n\n4. **Configure Filter & Prepare Reminders (Function):**\n * Locate the 'Filter & Prepare Reminders' node (3. Filter & Prepare Reminders).\n * **Date & Field Names:** Review the `functionCode` inside the node. **Adjust the variable names (e.g., `invoice.InvoiceID`, `invoice.DueDate`)** if your Google Sheet uses different column headers than the defaults assumed in the code.\n * **Reminder Window:** You can modify `remindBeforeDays` (e.g., 3 days before) and `remindAfterDays` (e.g., 7 days after) to adjust how many days before/after the due date reminders are sent.\n * **Email Content:** Modify the `subjectPrefix` and `bodyText` within the code to customize the reminder message for 'due soon' and 'overdue' invoices.\n\n5. **Configure Send Invoice Reminder (Gmail):**\n * Locate the 'Send Invoice Reminder (Gmail)' node (5. Send Invoice Reminder).\n * **Credentials:** Select your existing Gmail OAuth2 credential or click 'Create New'. Replace `YOUR_GMAIL_CREDENTIAL_ID` with the actual ID or name of your credential from your n8n credentials.\n * **From Email:** Replace `YOUR_SENDER_EMAIL@example.com` with the email address you want the reminders to be sent from.\n * **Email Content:** The 'subject' and 'html' fields are dynamically generated by the previous 'Function' node (`={{ $json.subject }}` and `={{ $json.body }}`). You can further customize the HTML email template here if needed.\n\n6. **Review and Activate:**\n * Thoroughly review all node configurations. Ensure all placeholder values (like `YOUR_...`) are replaced and settings are correct.\n * Click the 'Save' button in the top right corner.\n * Finally, toggle the 'Inactive' switch to 'Active' to enable your workflow. 🟒 Your automated invoice reminder is now live and ready to improve your cash flow!\n\n**Troubleshooting Tips:** πŸ’‘\n* **Execution History:** Always check the 'Executions' tab in n8n for detailed error messages if the workflow fails.\n* **Google Sheet Data:** Ensure your Google Sheet data is clean and matches the expected column headers and date formats.\n* **Function Node Logic:** If invoices aren't being filtered correctly, the `Function` node is the place to debug. Use the 'Test Workflow' feature to inspect the data flowing into and out of this node.\n* **Credential Issues:** Double-check that all credentials are correctly set up and active in n8n.", "workflow": { "id": "n3Pu61XoZKS5Rnqz", "meta": { "instanceId": "a287613f1596da776459594685fbf4e2b4a12124f80ab8c8772f5e37bff103ae", "templateCredsSetupCompleted": true }, "name": "Automated Invoice Reminder", "tags": [], "nodes": [ { "id": "4715b40c-0219-4c12-825a-bd17f18201e6", "name": "1. Daily Schedule Trigger", "type": "n8n-nodes-base.scheduleTrigger", "position": [ -380, 260 ], "parameters": { "rule": { "interval": [ {} ] } }, "description": "Triggers the workflow daily to check for invoices.", "typeVersion": 1 }, { "id": "49793210-3a62-4aa5-8148-e4b4b61c7608", "name": "2. Read Invoice Data (Google Sheets)", "type": "n8n-nodes-base.googleSheets", "position": [ -140, 260 ], "parameters": { "range": "Invoices!A:F", "options": {}, "sheetId": "YOUR_GOOGLE_SHEET_ID" }, "credentials": { "googleSheetsOAuth2Api": { "id": "credential-id", "name": "googleSheetsOAuth2Api Credential" } }, "description": "Reads invoice details from your specified Google Sheet. Make sure your sheet has columns like: InvoiceID, ClientName, ClientEmail, Amount, DueDate, Status.", "typeVersion": 2 }, { "id": "0b9b181c-817f-4b93-8f5e-8362409a6189", "name": "3. Filter & Prepare Reminders", "type": "n8n-nodes-base.function", "position": [ 120, 260 ], "parameters": { "functionCode": "const now = new Date();\nnow.setHours(0, 0, 0, 0); // Normalize to start of day for accurate comparison\n\nconst remindBeforeDays = 3; // Remind 3 days before due date\nconst remindAfterDays = 7; // Remind up to 7 days after due date\n\nconst itemsToRemind = [];\n\nfor (const item of items) {\n const invoice = item.json;\n \n // --- ASSUMPTIONS: Adjust these field names to match your Google Sheet columns ---\n const invoiceId = invoice.InvoiceID;\n const clientName = invoice.ClientName || 'Pelanggan Yth.'; // Default name if not provided\n const clientEmail = invoice.ClientEmail;\n const amount = invoice.Amount;\n const dueDateStr = invoice.DueDate; // e.g., 'YYYY-MM-DD' or 'MM/DD/YYYY'\n const status = invoice.Status; // e.g., 'Paid', 'Pending', 'Overdue'\n\n // Skip if already paid or missing critical info\n if (!invoiceId || !clientEmail || !amount || !dueDateStr || (status && status.toLowerCase() === 'paid')) {\n continue;\n }\n\n const dueDate = new Date(dueDateStr);\n if (isNaN(dueDate.getTime())) { // Check for invalid date\n console.warn(`Invalid DueDate for InvoiceID ${invoiceId}: ${dueDateStr}`);\n continue;\n }\n dueDate.setHours(0, 0, 0, 0); // Normalize to start of day\n\n const timeDiff = dueDate.getTime() - now.getTime();\n const daysDiff = Math.ceil(timeDiff / (1000 * 60 * 60 * 24)); // Days until due date (positive) or since due date (negative)\n\n let reminderType = null;\n let subjectPrefix = '';\n let bodyText = '';\n\n if (daysDiff >= 0 && daysDiff <= remindBeforeDays) {\n reminderType = 'due_soon'; // Invoice due in X days\n subjectPrefix = `Pengingat: Faktur #${invoiceId} Akan Jatuh Tempo!`;\n bodyText = `Faktur Anda #${invoiceId} sebesar Rp${amount} akan jatuh tempo pada ${dueDateStr}. Mohon segera lakukan pembayaran.`;\n } else if (daysDiff < 0 && daysDiff >= -remindAfterDays) {\n reminderType = 'overdue'; // Invoice overdue by X days\n subjectPrefix = `Segera! Faktur #${invoiceId} Sudah Jatuh Tempo!`;\n bodyText = `Faktur Anda #${invoiceId} sebesar Rp${amount} telah melewati jatuh tempo pada ${dueDateStr}. Mohon segera lakukan pembayaran Anda.`;\n }\n\n if (reminderType) {\n itemsToRemind.push({\n json: {\n clientName: clientName,\n clientEmail: clientEmail,\n invoiceId: invoiceId,\n amount: amount,\n dueDate: dueDateStr,\n reminderType: reminderType,\n daysDiff: Math.abs(daysDiff),\n subject: subjectPrefix,\n body: bodyText\n }\n });\n }\n}\n\nreturn itemsToRemind;" }, "description": "Filters invoices that are due soon or overdue, and prepares email content for each.", "typeVersion": 1 }, { "id": "70a688ea-b6c3-46fc-8784-6dbb31ee5602", "name": "4. If Invoices to Remind?", "type": "n8n-nodes-base.if", "position": [ 380, 260 ], "parameters": {}, "description": "Checks if there are any invoices that need reminders.", "typeVersion": 1 }, { "id": "b1a9f0fb-952a-4ca9-b71e-1aa4e6601f74", "name": "5. Send Invoice Reminder (Gmail)", "type": "n8n-nodes-base.gmail", "position": [ 620, 260 ], "parameters": { "subject": "={{ $json.subject }}", "additionalFields": {} }, "credentials": { "gmailOAuth2": { "id": "credential-id", "name": "gmailOAuth2 Credential" } }, "description": "Sends a personalized invoice reminder email to the client.", "typeVersion": 1 }, { "id": "b3c00aab-cfc2-4d30-97d7-02cffdb8311d", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ -480, 200 ], "parameters": { "color": 3, "width": 1300, "height": 240, "content": "## Flow" }, "typeVersion": 1 }, { "id": "e227328a-de6b-429c-a6be-1dfefb9e85b9", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ -480, 480 ], "parameters": { "color": 5, "width": 940, "height": 2400, "content": "# Workflow Documentation: Automated Invoice Reminder\n\n## Problem 😩\nBusinesses often struggle with delayed payments due to outstanding invoices. Manually tracking due dates and sending timely reminders is a repetitive, time-consuming task that can lead to:\n* **Cash flow issues:** Funds are tied up in unpaid invoices.\n* **Lost time:** Staff spend hours on manual accounts receivable.\n* **Missed opportunities:** Focus shifts from growth to debt collection.\n* **Awkward client interactions:** Late reminders can feel less professional.\n\n## Solution ✨\nThis n8n workflow automates the crucial process of sending invoice reminders. It periodically checks your invoice data and automatically dispatches personalized email reminders to clients whose invoices are either:\n* **Due soon:** Reminding them before the due date.\n* **Overdue:** Prompting for payment if the due date has passed.\n\nThis ensures timely payments, improves cash flow, and frees up your team to focus on core business activities.\n\n## For Who 🀝\nThis workflow is perfect for:\n* **Freelancers & Consultants:** To ensure timely payment for services.\n* **Small & Medium Businesses (SMBs):** To automate accounts receivable and improve cash flow.\n* **Agencies:** To streamline billing processes and reduce administrative burden.\n* **Anyone** who manages invoices and wants to simplify payment collection.\n\n## Scope 🎯\n* **Input Data:** Invoice details (e.g., InvoiceID, ClientName, ClientEmail, Amount, DueDate, Status) from a Google Sheet.\n* **Trigger:** Daily scheduled check.\n* **Logic:** Filters invoices due within a configurable window (e.g., 3 days before and 7 days after the due date) and skips already paid invoices.\n* **Output:** Personalized email reminders sent via Gmail (or another email service).\n* **Customization:** Easily adaptable to different email templates and reminder logic.\n\n## How It Works βš™οΈ\n\nThis workflow systematically ensures you never miss sending an invoice reminder:\n\n1. **Daily Schedule Trigger:** ⏰ The workflow starts automatically at a set time each day (e.g., every morning). This ensures continuous monitoring of your invoice statuses.\n2. **Read Invoice Data (Google Sheets):** πŸ“Š The workflow connects to your specified Google Sheet to retrieve a list of all your invoices and their details. **Ensure your sheet has required columns like `InvoiceID`, `ClientName`, `ClientEmail`, `Amount`, `DueDate`, and `Status`.**\n3. **Filter & Prepare Reminders (Function):** 🧹 This is the core logic. It processes each invoice row:\n * Compares the `DueDate` with the current date.\n * Identifies invoices that are due soon (e.g., within 3 days) or are already overdue (e.g., up to 7 days past due).\n * Skips invoices marked as 'Paid'.\n * Prepares a custom subject line and email body for each relevant reminder.\n4. **If Invoices to Remind?:** 🚦 This node acts as a gate. If the previous step found any invoices needing reminders, the workflow proceeds. If not, it stops gracefully.\n5. **Send Invoice Reminder (Gmail):** πŸ“§ For each filtered invoice, this node sends a personalized email reminder to the client. The email uses the dynamic subject and body prepared in the 'Filter & Prepare Reminders' step.\n\n## How to Set Up πŸ› οΈ\n\nFollow these steps carefully to get your \"Automated Invoice Reminder\" workflow up and running:\n\n1. **Import Workflow JSON:**\n * Open your n8n instance.\n * Click on 'Workflows' in the left sidebar.\n * Click the '+' button or 'New' to create a new workflow.\n * Click the '...' (More Options) icon in the top right.\n * Select 'Import from JSON' and paste this entire JSON code (from the previous response).\n\n2. **Configure Daily Schedule Trigger:**\n * Locate the 'Daily Schedule Trigger' node (1. Daily Schedule Trigger).\n * **Adjust 'interval', 'value', and 'timezone'** to your preferred daily reminder time (e.g., every 24 hours at 9 AM in your local timezone).\n\n3. **Configure Read Invoice Data (Google Sheets):**\n * Locate the 'Read Invoice Data (Google Sheets)' node (2. Read Invoice Data).\n * **Credentials:** Select your existing Google Sheets OAuth2 credential or click 'Create New' to set one up. Replace `YOUR_GOOGLE_SHEETS_CREDENTIAL_ID` with the actual ID or name of your credential.\n * **Sheet ID:** Replace `YOUR_GOOGLE_SHEET_ID` with the actual ID of your Google Sheet where invoice data is stored.\n * **Range:** Ensure the 'range' (e.g., `Invoices!A:F`) correctly covers all your invoice data. **Crucially, ensure your Google Sheet has columns with exact names: `InvoiceID`, `ClientName`, `ClientEmail`, `Amount`, `DueDate` (in a parsable date format like YYYY-MM-DD), and `Status` (e.g., 'Pending', 'Paid').**\n\n4. **Configure Filter & Prepare Reminders (Function):**\n * Locate the 'Filter & Prepare Reminders' node (3. Filter & Prepare Reminders).\n * **Date & Field Names:** Review the `functionCode`. **Adjust the variable names (e.g., `invoice.InvoiceID`, `invoice.DueDate`)** if your Google Sheet uses different column headers.\n * **Reminder Window:** You can modify `remindBeforeDays` and `remindAfterDays` to adjust how many days before/after the due date reminders are sent.\n * **Email Content:** Modify the `subjectPrefix` and `bodyText` within the code to customize the reminder message for 'due soon' and 'overdue' invoices.\n\n5. **Configure Send Invoice Reminder (Gmail):**\n * Locate the 'Send Invoice Reminder (Gmail)' node (5. Send Invoice Reminder).\n * **Credentials:** Select your existing Gmail OAuth2 credential or click 'Create New'. Replace `YOUR_GMAIL_CREDENTIAL_ID` with the actual ID or name of your credential.\n * **From Email:** Replace `YOUR_SENDER_EMAIL@example.com` with the email address you want the reminders to be sent from.\n * **Email Content:** The 'subject' and 'html' fields are dynamically generated by the previous 'Function' node (`={{ $json.subject }}` and `={{ $json.body }}`). You can further customize the HTML email template here if needed.\n\n6. **Review and Activate:**\n * Thoroughly review all node configurations. Ensure all placeholder values (like `YOUR_...`) are replaced and settings are correct.\n * Click the 'Save' button in the top right corner.\n * Finally, toggle the 'Inactive' switch to 'Active' to enable your workflow. 🟒 Your automated invoice reminder is now live and ready to improve your cash flow!\n\n**Troubleshooting Tips:** πŸ’‘\n* **Execution History:** Always check the 'Executions' tab in n8n for detailed error messages if the workflow fails.\n* **Google Sheet Data:** Ensure your Google Sheet data is clean and matches the expected column headers and date formats.\n* **Function Node Logic:** If invoices aren't being filtered correctly, the `Function` node is the place to debug. Use the 'Test Workflow' feature to inspect the data flowing into and out of this node.\n* **Credential Issues:** Double-check that all credentials are correctly set up and active in n8n." }, "typeVersion": 1 } ], "active": false, "pinData": {}, "settings": { "executionOrder": "v1" }, "versionId": "a2ff031f-c190-4ca6-b3ee-06b6c3dd7c21", "connections": { "1. Daily Schedule Trigger": { "main": [ [ { "node": "2. Read Invoice Data (Google Sheets)", "type": "main", "index": 0 } ] ] }, "4. If Invoices to Remind?": { "main": [ [ { "node": "5. Send Invoice Reminder (Gmail)", "type": "main", "index": 0 } ], [] ] }, "3. Filter & Prepare Reminders": { "main": [ [ { "node": "4. If Invoices to Remind?", "type": "main", "index": 0 } ] ] }, "2. Read Invoice Data (Google Sheets)": { "main": [ [ { "node": "3. Filter & Prepare Reminders", "type": "main", "index": 0 } ] ] } } }, "lastUpdatedBy": 29, "workflowInfo": { "nodeCount": 7, "nodeTypes": { "n8n-nodes-base.if": { "count": 1 }, "n8n-nodes-base.gmail": { "count": 1 }, "n8n-nodes-base.function": { "count": 1 }, "n8n-nodes-base.stickyNote": { "count": 2 }, "n8n-nodes-base.googleSheets": { "count": 1 }, "n8n-nodes-base.scheduleTrigger": { "count": 1 } } }, "status": "published", "user": { "name": "Marth", "username": "marth", "bio": "Simplifying Business with Smart Automation. I create and share user-friendly, highly efficient n8n workflow templates for SMEs, focusing on digital marketing, sales, and operational excellence. Get ready to automate, innovate, and elevate your business.\n\nConnect me on Linkedin for custom solutions.", "verified": true, "links": [ "https://www.linkedin.com/in/bhetamaranatha" ], "avatar": "https://gravatar.com/avatar/b171aefe1210cde17102cd98e0b287ee9ea093abef7da61644ae1d0a6c506894?r=pg&d=retro&size=200" }, "nodes": [ { "id": 14, "icon": "fa:code", "name": "n8n-nodes-base.function", "codex": { "data": { "alias": [ "Code", "Javascript", "Custom Code", "Script", "cpde" ], "details": "The Function node allows you to execute JavaScript in your workflow. Unlike the Function Item node, this node does not operate on incoming node data per-item. Instead, you must iterate over multiple items of incoming data yourself. This can be useful if you're performing data transformation where you want to manipulate the number of items being outputted by the node (i.e. 1 item is inputted in with nested object, 10 items are outputted without any nested objects)", "resources": { "generic": [ { "url": "https://n8n.io/blog/2021-goals-level-up-your-vocabulary-with-vonage-and-n8n/", "icon": "🎯", "label": "2021 Goals: Level Up Your Vocabulary With Vonage and n8n" }, { "url": "https://n8n.io/blog/learn-to-automate-your-factorys-incident-reporting-a-step-by-step-guide/", "icon": "🏭", "label": "Learn to Automate Your Factory's Incident Reporting: A Step by Step Guide" }, { "url": "https://n8n.io/blog/2021-the-year-to-automate-the-new-you-with-n8n/", "icon": "β˜€οΈ", "label": "2021: The Year to Automate the New You with n8n" }, { "url": "https://n8n.io/blog/why-business-process-automation-with-n8n-can-change-your-daily-life/", "icon": "🧬", "label": "Why business process automation with n8n can change your daily life" }, 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"https://n8n.io/blog/how-goomer-automated-their-operations-with-over-200-n8n-workflows/", "icon": "πŸ›΅", "label": "How Goomer automated their operations with over 200 n8n workflows" }, { "url": "https://n8n.io/blog/aws-workflow-automation/", "label": "7 no-code workflow automations for Amazon Web Services" } ], "primaryDocumentation": [ { "url": "https://docs.n8n.io/integrations/builtin/core-nodes/n8n-nodes-base.code/" } ] }, "categories": [ "Development", "Core Nodes" ], "nodeVersion": "1.0", "codexVersion": "1.0", "subcategories": { "Core Nodes": [ "Data Transformation" ] } } }, "group": "[\"transform\"]", "defaults": { "name": "Function", "color": "#FF9922" }, "iconData": { "icon": "code", "type": "icon" }, "displayName": "Function", "typeVersion": 1, "nodeCategories": [ { "id": 5, "name": "Development" }, { "id": 9, "name": "Core Nodes" } ] }, { "id": 18, "icon": "file:googleSheets.svg", "name": "n8n-nodes-base.googleSheets", "codex": { "data": { "alias": [ "CSV", "Sheet", 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