Send fleet document expiry alerts from Google Sheets via Gmail

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1. Workflow Overview

Quick overview This workflow runs every weekday at 8:00 AM, reads a fleet register from Google Sheets, checks vehicle document dates for expiries within the next 30 days (or already expired), and s...

Best for

Document Extraction automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.scheduletrigger, n8n-nodes-base.googlesheets, n8n-nodes-base.code, n8n-nodes-base.if, n8n-nodes-base.gmail, n8n-nodes-base.noop, n8n-nodes-base.stickynote

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Send fleet document expiry alerts from Google Sheets via Gmail
Workflow name: Send fleet document expiry alerts from Google Sheets via Gmail

Quick overview

This workflow runs every weekday at 8:00 AM, reads a fleet register from Google Sheets, checks vehicle document dates for expiries within the next 30 days (or already expired), and sends an HTML summary email via Gmail to the fleet manager.

How it works

Runs every weekday at 8:00 AM on a schedule.
Reads all rows from a Google Sheets fleet spreadsheet.
Checks Insurance, MOT/Inspection, Road Tax, and Service dates per vehicle and flags items that are expired or due within 30 days (marking ≤7 days as urgent).
If no expiries are found, the workflow stops without sending notifications.
Builds an HTML email report that summarizes counts by status and lists all flagged vehicles and document types.
Sends the report via Gmail to the configured fleet manager email address with a subject line highlighting expired and urgent counts.

Setup

Add Google Sheets credentials and replace YOUR_GOOGLE_SHEET_ID with your fleet spreadsheet ID.
Ensure your Google Sheet contains columns for Plate, Model, Driver, Insurance Date, MOT Date, Road Tax Date, and Service Date using a consistent date format (for example, YYYY-MM-DD).
Add Gmail credentials and set the recipient address in the Gmail node (for example, [email protected]).

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 - Every weekday at 8 AM

Type / Role: n8n-nodes-base.scheduleTrigger - scheduleTrigger
Config choices: Version 1.2

Block 2 - Read Fleet Sheet

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.5

Block 3 - Check Expiries (30-day window)

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 4 - Any expiries found?

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2

Block 5 - Build HTML Email

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 6 - Send Email to Fleet Manager

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.1

Block 7 - No expiries today

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

Block 8 - 📋 SETUP INSTRUCTIONS

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

Block 9 - 📝 Note — Trigger

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

Block 10 - 📝 Note — Read Sheet

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

Block 11 - 📝 Note — Check Expiries

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

Block 12 - 📝 Note — Gate

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

Block 13 - 📝 Note — Build Email

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

Block 14 - 📝 Note — Send Email

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

Block 15 - 📝 Note — No Expiries

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

3. Summary Table

Workflow	Send fleet document expiry alerts from Google Sheets via Gmail
Complexity	advanced
Nodes	15
Categories	Document Extraction
Author	Federico
Published	04 Jun 2026

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/16119/16119.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 Document Extraction workflows

Frequently asked questions

What does Send fleet document expiry alerts from Google Sheets via Gmail 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 Document Extraction use case.

Federico

2 workflows

Nodes

n8n-nodes-base.scheduletrigger n8n-nodes-base.googlesheets n8n-nodes-base.code n8n-nodes-base.if n8n-nodes-base.gmail n8n-nodes-base.noop n8n-nodes-base.stickynote

Complexity

advanced

Published 04 Jun 2026

Likes 0

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Install path: /data/workflows/16119/16119.json

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Send fleet document expiry alerts from Google Sheets via Gmail

Workflow preview

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

Quick overview

How it works

Setup

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Every weekday at 8 AM

Block 2 - Read Fleet Sheet

Block 3 - Check Expiries (30-day window)

Block 4 - Any expiries found?

Block 5 - Build HTML Email

Block 6 - Send Email to Fleet Manager

Block 7 - No expiries today

Block 8 - 📋 SETUP INSTRUCTIONS

Block 9 - 📝 Note — Trigger

Block 10 - 📝 Note — Read Sheet

Block 11 - 📝 Note — Check Expiries

Block 12 - 📝 Note — Gate

Block 13 - 📝 Note — Build Email

Block 14 - 📝 Note — Send Email

Block 15 - 📝 Note — No Expiries

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