Automatically send monthly sales reports from Square via Gmail

Automatically Send Monthly Sales Reports from Square via Gmail

What It Does

This workflow automatically connects to the Square API and generates a monthly sales summary report for all your Square locations. The report matches the figures displayed in Square Dashboard > Reports > Sales Summary.

It's designed to run monthly and pull the previous month’s sales into a CSV file, which is then sent to a manager/finance team for analysis.

This workflow builds on my previous template, which allows users to automatically pull data from the Square API into n8n for processing. (See here: https://n8n.io/workflows/6358)

Prerequisites

To use this workflow, you'll need:

• A Square API credential (configured as a Header Auth credential)
• A Gmail credential

How to Set Up Square Credentials:

• Go to Credentials > Create New
• Choose Header Auth
• Set the Name to Authorization
• Set the Value to your Square Access Token (e.g., Bearer <your-api-key>)

How It Works

1. Trigger: The workflow runs on the 1st of every month at 8:00 AM
2. Fetch Locations: An HTTP request retrieves all Square locations linked to your account
3. Fetch Orders: For each location, an HTTP request pulls completed orders for the previous calendar month
4. Filter Empty Locations: Locations with no sales are ignored
5. Aggregate Sales Data: A Code node processes the order data and produces a summary identical to Square’s built-in Sales Summary report
6. Create CSV File: A CSV file is created containing the relevant data
7. Send Email: An email is sent using Gmail to the chosen third party

Example Use Cases

• Automatically send monthly Square sales data to management for forecasting and planning
• Automatically send data to an external third party, such as a landlord or agent, who is paid via commission
• Automatically send data to a bookkeeper for entry into QuickBooks

How to Use

• Configure both HTTP Request nodes to use your Square API credential
• Set the workflow to Active so it runs automatically
• Enter the email address of the person you want to send the report to and update the message body
• If you want to remove the n8n attribution, you can do so in the last node

Customization Options

• Add pagination to handle locations with more than 1,000 orders per month
• Adjust the date filters in the HTTP node to cover the full calendar month (e.g., use Luxon or JavaScript to calculate start_date and end_date)

Why It's Useful

This workflow saves time, reduces manual report pulling from Square, and enables smarter automation around sales data — whether for operations, finance, or performance monitoring.