Automated invoice management with Nextcloud, email and Telegram notifications

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Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

This workflow automatically fetches PDF invoices from a Nextcloud folder ( ), sends them via email to a fixed recipient ( ), sends a Telegram notification, and archives the file to . Key Steps: 1. ...

Best for

Invoice Processing automation workflows
intermediate n8n builders looking for reusable templates

Tools used

n8n-nodes-base.scheduletrigger, n8n-nodes-base.nextcloud, n8n-nodes-base.if, n8n-nodes-base.emailsend, n8n-nodes-base.telegram, n8n-nodes-base.stickynote, n8n-nodes-base.set

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Joachim Hummel.

Original n8n.io source

1.1 Workflow description

Title: Automated invoice management with Nextcloud, email and Telegram notifications
Workflow name: Automated invoice management with Nextcloud, email and Telegram notifications

This workflow automatically fetches PDF invoices from a Nextcloud folder (/Invoice/Incoming), sends them via email to a fixed recipient ([email protected]), sends a Telegram notification, and archives the file to /Invoice/2025/archive.

Key Steps:

Triggered daily at 8 AM
Lists files in /Invoice/Incoming
Filters for existing entries
Downloads the file
Sends the invoice via email
Sends a Telegram message with filename
Moves the file to archive

📦 Technologies used:

Nextcloud
SMTP Email
Telegram Bot

⚙️ Use case: Perfect for freelancers or small businesses to automate recurring invoice sending with minimal effort.

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - Start

Type / Role: n8n-nodes-base.scheduleTrigger - scheduleTrigger
Config choices: Version 1

Block 2 - List Incoming Invoices

Type / Role: n8n-nodes-base.nextCloud - nextCloud
Config choices: Version 1

Block 3 - File Exists?

Type / Role: n8n-nodes-base.if - if
Config choices: Version 1

Block 4 - Download Invoice

Type / Role: n8n-nodes-base.nextCloud - nextCloud
Config choices: Version 1

Block 5 - Send Email

Type / Role: n8n-nodes-base.emailSend - emailSend
Config choices: Version 1

Block 6 - Archive File

Type / Role: n8n-nodes-base.nextCloud - nextCloud
Config choices: Version 1

Block 7 - Notify Telegram

Type / Role: n8n-nodes-base.telegram - telegram
Config choices: Version 1

Block 8 - Sticky Note

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 9 - Set Parameters

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

3. Summary Table

Workflow	Automated invoice management with Nextcloud, email and Telegram notifications
Complexity	intermediate
Nodes	9
Categories	Invoice Processing
Author	Joachim Hummel
Published	04 Jun 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/4655/4655.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source Invoice Processing workflows

Frequently asked questions

What does Automated invoice management with Nextcloud, email and Telegram notifications do?

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your Invoice Processing use case.

Joachim Hummel

4 workflows

Nodes

n8n-nodes-base.scheduletrigger n8n-nodes-base.nextcloud n8n-nodes-base.if n8n-nodes-base.emailsend n8n-nodes-base.telegram n8n-nodes-base.stickynote n8n-nodes-base.set

Complexity

intermediate

Published 04 Jun 2025

Likes 0

View on n8n.io Download Workflow

Install path: /data/workflows/4655/4655.json

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Automated invoice management with Nextcloud, email and Telegram notifications

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Start

Block 2 - List Incoming Invoices

Block 3 - File Exists?

Block 4 - Download Invoice

Block 5 - Send Email

Block 6 - Archive File

Block 7 - Notify Telegram

Block 8 - Sticky Note

Block 9 - Set Parameters

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions