Automated tour payment reminders via WhatsApp & email with payment links
Workflow preview
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Important notice
This workflow is provided as-is. Please review and test before using in production.
Overview
This workflow automatically notifies travelers about their pending trip payments and provides secure payment links through Email and WhatsApp. It runs twice daily (at 7 AM and 7 PM) to ensure timely reminders before the due date. Designed for travel agencies, it simplifies payment tracking, reduces manual follow-up, and ensures every traveler receives personalized reminders with real-time payment status updates.
🔧 Main Components
Daily Payment Check – 7 AM & 7 PM
Scheduled triggers that start the workflow daily at 7 AM and 7 PM.
Read Pending Travel Payment
Fetches traveler payment records from an Excel sheet (using getAll method).
Process Payment Reminders
Filters records to find pending payments due within the next 3 days.
Create Payment Reminders
Generates personalized payment reminders.
Make Reminder For Email
Prepares email-friendly messages with payment links.
Send Email Reminder
Sends the payment reminder email with a secure payment link to the traveler.
Prepare WhatsApp Reminder
Generates WhatsApp-friendly messages with payment and payment details.
Send WhatsApp Message
Sends the message to the traveler’s WhatsApp number using a message API.
Update Status Of Reminder
Updates the Excel file to mark reminders as sent to avoid duplicates.
🧩 Channels Used
📧 Email – with personalized payment link
💬 WhatsApp – formatted reminder message
🔐 Payment Integration
Secure payment links are auto-generated per traveler to enable direct and safe online payments.
✅ Essential Prerequisites
- Excel sheet with payment records (travel_payment_data.xlsx)
- SMTP credentials for sending email
- WhatsApp API or provider integration (like Twilio or Gupshup)
- Access to a payment gateway or service for link generation
- File storage access to update reminder status in Excel
📁 Required Excel File Structure (travel_payment_data.xlsx)
| Traveler ID | Name | Phone | Payment Due Date | Amount | Reminder Sent | |
|---|---|---|---|---|---|---|
| TR001 | Arjun Patel | [email protected] | +919876543210 | 2025-10-20 | ₹3000 | No |
🧾 Expected Input Format Example
{ "travelerId": "TR001", "name": "Arjun Patel", "email": "[email protected]", "phone": "+919876543210", "dueDate": "2025-10-20", "amount": "₹3000", "reminderSent": "No" }
🚀 Key Features
- ⏰ Scheduled Daily Execution – Fully automated at 7 AM and 7 PM
- 🧮 Due-Date Filtering – Only targets payments due in the next 3 days
- 💬 Multi-Channel Notifications – Sends reminders via both Email and WhatsApp
- 🔗 Secure Payment Links – Auto-generated for each traveler
- 🔄 Reminder Tracking – Prevents duplicate reminders by updating status
⚙️ Quick Setup Guide
- Import Workflow JSON into your n8n instance.
- Configure schedule in the “Daily Payment Check” node (default: 7 AM & 7 PM).
- Set Excel file path in the “Read Pending Travel Payment” node.
- Update your payment processing logic in the “Process Payment Reminders” node.
- Add email credentials in the “Send Email Reminder” node.
- Integrate WhatsApp provider API in the “Send WhatsApp Message” node.
- Define how you generate secure payment links.
- Test with sample data and activate workflow.