{ "workflow": { "id": 7039, "name": "Send school fee reminders with payment links via email & WhatsApp", "views": 1192, "recentViews": 0, "totalViews": 1192, "createdAt": "2025-08-06T07:05:30.791Z", "description": "# 📚 Automated School Fee Reminder Workflow with Payment Link\n\nAutomatically sends fee reminders (via email and WhatsApp) to parents with secure payment links, 3 days before the due date.\n\n\n## 🔧 Main Components\n\n* **Daily Fee Check – 8 AM**\n Scheduled trigger that starts the workflow daily at 8 AM.\n\n* **Read Pending Fees**\n Fetches student fee records from an Excel sheet (using `getAll` method).\n\n* **Process Fee Reminders**\n Filters records to find pending fees due within the next 3 days.\n\n* **Prepare Email Reminder**\n Generates personalized email messages with payment links.\n\n* **Wait for Email Preparation**\n Adds delay/wait condition for email logic readiness.\n\n* **Send Email Reminder**\n Sends the fee reminder email with a secure payment link to the parent.\n\n* **Prepare WhatsApp Reminder**\n Generates WhatsApp-friendly messages with fee and payment details.\n\n* **Wait for WhatsApp Preparation**\n Waits for WhatsApp message logic to complete.\n\n* **Send WhatsApp Message**\n Sends the message to the parent’s WhatsApp number using a message API.\n\n* **Update Reminder Status**\n Updates the Excel file to mark reminders as sent to avoid duplicates.\n\n\n## 🧩 Channels Used\n\n* 📧 **Email** – with personalized payment link\n* 💬 **WhatsApp** – formatted reminder message\n\n\n## 🔐 Payment Integration\n\nSecure payment links are auto-generated per student to enable direct and safe online fee payments.\n\n\n## ✅ Essential Prerequisites\n\n* Excel sheet with fee records (`student_fee_data.xlsx`)\n* SMTP credentials for sending email\n* WhatsApp API or provider integration (like Twilio or Gupshup)\n* Access to a payment gateway or service for link generation\n* File storage access to update reminder status in Excel\n\n\n## 📁 Required Excel File Structure (`student_fee_data.xlsx`)\n\n| Student ID | Name | Email | Phone | Fee Due Date | Amount | Reminder Sent |\n| ---------- | ---- | ----- | ----- | ------------ | ------ | ------------- |\n\n\n## 🧾 Expected Input Format Example\n\n```json\n{\n \"studentId\": \"ST123\",\n \"name\": \"Ria Mehta\",\n \"email\": \"ria.mehta@example.com\",\n \"phone\": \"+919123456789\",\n \"dueDate\": \"2025-08-10\",\n \"amount\": \"₹5000\",\n \"reminderSent\": \"No\"\n}\n```\n\n\n## 🚀 Key Features\n\n* ⏰ **Scheduled Daily Execution** – Fully automated at 8 AM\n* 🧮 **Due-Date Filtering** – Only targets fees due in the next 3 days\n* 💬 **Multi-Channel Notifications** – Sends reminders via both Email and WhatsApp\n* 🔗 **Secure Payment Links** – Auto-generated for each student\n* 🔄 **Reminder Tracking** – Prevents duplicate reminders by updating status\n\n\n## ⚙️ Quick Setup Guide\n\n1. **Import Workflow JSON** into your n8n instance.\n2. Configure **schedule** in the “Daily Fee Check” node (default: 8 AM).\n3. Set **Excel file path** in the “Read Pending Fees” node.\n4. Update your **fee processing logic** in the “Process Fee Reminders” node.\n5. Add **email credentials** in the “Send Email Reminder” node.\n6. Integrate **WhatsApp provider** API in the “Send message” node.\n7. Define how you **generate secure payment links**.\n8. Test with sample data and activate workflow.\n\n\n## 🛠️ Parameters to Configure\n\n| Parameter | Description |\n| ------------------ | ------------------------------------------ |\n| `excel_file_path` | Path to the fee tracking Excel file |\n| `smtp_host` | SMTP server for sending email reminders |\n| `smtp_user` | Email username |\n| `smtp_password` | Email password |\n| `whatsapp_api_key` | WhatsApp API key for sending messages |\n| `payment_api_url` | URL for generating payment links |\n| `admin_email` | (Optional) Admin email for error reporting |\n\n\n", "workflow": { "id": "Pq2ofdKSIXGjpA4G", "meta": { "instanceId": "dd69efaf8212c74ad206700d104739d3329588a6f3f8381a46a481f34c9cc281", "templateCredsSetupCompleted": true }, "name": "Automated School Fee Reminder Workflow with Payment Link", "tags": [], "nodes": [ { "id": "a4054030-d07a-4d6c-831a-ab4feb752d28", "name": "Daily Fee Check - 8 AM", "type": "n8n-nodes-base.scheduleTrigger", "position": [ 40, 340 ], "parameters": { "rule": { "interval": [ { "triggerAtHour": 8 } ] } }, "typeVersion": 1.2 }, { "id": "4f2d2d48-1816-47ea-a5e3-763a47fb5153", "name": "Read Pending Fees", "type": "n8n-nodes-base.microsoftExcel", "position": [ 260, 340 ], "parameters": { "filters": { "fields": [ { "value": "Pending", "column": "Status" } ] }, "resource": "worksheet", "workbook": { "__rl": true, "mode": "id", "value": "=fee-records-workbook" } }, "credentials": { "microsoftExcelOAuth2Api": { "id": "credential-id", "name": "microsoftExcelOAuth2Api Credential" } }, "typeVersion": 2 }, { "id": "abdbf0e0-202e-4a77-bade-0923c269bd47", "name": "Process Fee Reminders", "type": "n8n-nodes-base.code", "position": [ 480, 340 ], "parameters": { "jsCode": "const currentDate = new Date();\nconst reminderDate = new Date();\nreminderDate.setDate(currentDate.getDate() + 3);\n\nconst feeRecords = $input.all();\nconst reminders = [];\n\nfor (const record of feeRecords) {\n const feeData = record.json;\n const dueDate = new Date(feeData.dueDate);\n \n if (dueDate <= reminderDate && dueDate > currentDate) {\n const paymentLink = `https://payments.school.edu/pay?student=${feeData.studentId}&amount=${feeData.amount}&ref=${feeData.feeId}`;\n \n reminders.push({\n studentName: feeData.studentName,\n parentName: feeData.parentName,\n parentEmail: feeData.parentEmail,\n parentPhone: feeData.parentPhone,\n feeType: feeData.feeType,\n amount: feeData.amount,\n dueDate: feeData.dueDate,\n feeId: feeData.feeId,\n paymentLink: paymentLink,\n daysRemaining: Math.ceil((dueDate - currentDate) / (1000 * 60 * 60 * 24))\n });\n }\n}\n\nreturn reminders.map(item => ({ json: item }));" }, "typeVersion": 2 }, { "id": "4d9a3063-7660-4f5e-bae3-43264b93d500", "name": "Prepare Email Reminder", "type": "n8n-nodes-base.code", "position": [ 700, 240 ], "parameters": { "jsCode": "const feeData = $input.first().json;\n\nconst emailSubject = `Fee Reminder: ${feeData.feeType} Due in ${feeData.daysRemaining} days`;\nconst emailBody = `Dear ${feeData.parentName},\n\nThis is a friendly reminder that the ${feeData.feeType} for ${feeData.studentName} is due on ${feeData.dueDate}.\n\nFee Details:\n- Student: ${feeData.studentName}\n- Fee Type: ${feeData.feeType}\n- Amount: $${feeData.amount}\n- Due Date: ${feeData.dueDate}\n- Days Remaining: ${feeData.daysRemaining}\n\n💳 PAY NOW: ${feeData.paymentLink}\n\nTo avoid late fees, please complete payment before the due date. If you have any questions, contact our finance office.\n\nThank you,\nSchool Finance Office`;\n\nreturn [{\n json: {\n to: feeData.parentEmail,\n subject: emailSubject,\n body: emailBody,\n parentName: feeData.parentName,\n studentName: feeData.studentName,\n paymentLink: feeData.paymentLink\n }\n}];" }, "typeVersion": 2 }, { "id": "00e52e34-38e0-449c-aeb7-ebd7abad5d19", "name": "Prepare WhatsApp Reminder", "type": "n8n-nodes-base.code", "position": [ 700, 440 ], "parameters": { "jsCode": "const feeData = $input.first().json;\n\nconst whatsappMessage = `🏫 *Fee Reminder*\\n\\nDear ${feeData.parentName},\\n\\n💰 ${feeData.feeType} for *${feeData.studentName}*\\n💵 Amount: $${feeData.amount}\\n📅 Due: ${feeData.dueDate}\\n⏰ ${feeData.daysRemaining} days remaining\\n\\n🔗 *Pay Now:* ${feeData.paymentLink}\\n\\n_Please pay before due date to avoid late fees._\\n\\nSchool Finance Office`;\n\nreturn [{\n json: {\n phone: feeData.parentPhone,\n message: whatsappMessage,\n parentName: feeData.parentName,\n studentName: feeData.studentName,\n paymentLink: feeData.paymentLink\n }\n}];" }, "typeVersion": 2 }, { "id": "feb3bb1d-09c8-4f3d-93d7-5f8a290610e0", "name": "Send Email Reminder", "type": "n8n-nodes-base.emailSend", "position": [ 1140, 240 ], "webhookId": "ec15504f-ec8a-4e65-aeab-350fdde894aa", "parameters": { "text": "={{$json.body}}", "options": {}, "subject": "={{$json.subject}}", "toEmail": "={{$json.to}}", "fromEmail": "user@example.com", "emailFormat": "text" }, "credentials": { "smtp": { "id": "credential-id", "name": "smtp Credential" } }, "typeVersion": 2.1 }, { "id": "5ba21990-c355-4c14-b9a8-30289b096b33", "name": "Update Reminder Status", "type": "n8n-nodes-base.microsoftExcel", "position": [ 1360, 340 ], "parameters": { "options": {}, "dataMode": "autoMap", "resource": "worksheet", "workbook": { "__rl": true, "mode": "id", "value": "=fee-records-workbook" }, "operation": "update", "worksheet": { "__rl": true, "mode": "id", "value": "=345yhhgt43wedf" }, "columnToMatchOn": "=name" }, "credentials": { "microsoftExcelOAuth2Api": { "id": "credential-id", "name": "microsoftExcelOAuth2Api Credential" } }, "typeVersion": 2 }, { "id": "d8213541-6f43-4550-b8f8-c3ff32a5892a", "name": "Workflow Info", "type": "n8n-nodes-base.stickyNote", "position": [ -40, -240 ], "parameters": { "color": 3, "width": 540, "height": 400, "content": "### **Fee Reminder Workflow**\n\n**⏰ Daily Check:** Runs at 8 AM\n\n**🔍 Process:**\n1. Read pending fees from Excel\n2. Filter fees due in 3 days\n3. Generate payment links\n4. Send email & WhatsApp reminders\n5. Update reminder status\n\n**📧 Channels:**\n- Email with payment link\n- WhatsApp with formatted message\n\n**🔗 Payment Integration:**\nAutomatically generates secure payment links for each fee reminder." }, "typeVersion": 1 }, { "id": "8f415190-7c68-43fe-b9ac-8259fe14bce8", "name": "Wait For Prepare Reminder", "type": "n8n-nodes-base.wait", "position": [ 920, 240 ], "webhookId": "b0bb8dc9-00fc-4852-881b-666558e014f2", "parameters": {}, "typeVersion": 1.1 }, { "id": "08cea390-d569-4399-b1de-f84d9397c218", "name": "Wait For Prepare Reminder for WhatsApp", "type": "n8n-nodes-base.wait", "position": [ 920, 440 ], "webhookId": "b0bb8dc9-00fc-4852-881b-666558e014f2", "parameters": {}, "typeVersion": 1.1 }, { "id": "0c791c6b-f9c1-47ce-8dd2-a5f84afa51dd", "name": "Send message", "type": "n8n-nodes-base.whatsApp", "position": [ 1140, 440 ], "webhookId": "2cc05be0-40ea-4c21-b903-c26193603d20", "parameters": { "textBody": "={{$json.body}}", "operation": "send", "phoneNumberId": "=+919988776655", "additionalFields": {}, "recipientPhoneNumber": "={{$json.toforwp}}" }, "credentials": { "whatsAppApi": { "id": "credential-id", "name": "whatsAppApi Credential" } }, "typeVersion": 1 } ], "active": false, "pinData": {}, "settings": { "executionOrder": "v1" }, "versionId": "439c53c8-91d7-41ec-8903-0c266343961d", "connections": { "Send message": { "main": [ [ { "node": "Update Reminder Status", "type": "main", "index": 0 } ] ] }, "Read Pending Fees": { "main": [ [ { "node": "Process Fee Reminders", "type": "main", "index": 0 } ] ] }, "Send Email Reminder": { "main": [ [ { "node": "Update Reminder Status", "type": "main", "index": 0 } ] ] }, "Process Fee Reminders": { "main": [ [ { "node": "Prepare Email Reminder", "type": "main", "index": 0 }, { "node": "Prepare WhatsApp Reminder", "type": "main", "index": 0 } ] ] }, "Daily Fee Check - 8 AM": { "main": [ [ { "node": "Read Pending Fees", "type": "main", "index": 0 } ] ] }, "Prepare Email Reminder": { "main": [ [ { "node": "Wait For Prepare Reminder", "type": "main", "index": 0 } ] ] }, "Prepare WhatsApp Reminder": { "main": [ [ { "node": "Wait For Prepare Reminder for WhatsApp", "type": "main", "index": 0 } ] ] }, "Wait For Prepare Reminder": { "main": [ [ { "node": "Send Email Reminder", "type": "main", "index": 0 } ] ] }, "Wait For Prepare Reminder for WhatsApp": { "main": [ [ { "node": "Send message", "type": "main", "index": 0 } ] ] } } }, "lastUpdatedBy": 29, "workflowInfo": { "nodeCount": 11, "nodeTypes": { "n8n-nodes-base.code": { "count": 3 }, "n8n-nodes-base.wait": { "count": 2 }, "n8n-nodes-base.whatsApp": { "count": 1 }, "n8n-nodes-base.emailSend": { "count": 1 }, "n8n-nodes-base.stickyNote": { "count": 1 }, "n8n-nodes-base.microsoftExcel": { "count": 2 }, "n8n-nodes-base.scheduleTrigger": { "count": 1 } } }, "status": "published", "user": { "name": "Oneclick AI Squad", "username": "oneclick-ai", "bio": "The AI Squad Initiative is a pioneering effort to build, automate and scale AI-powered workflows using n8n.io. 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