Italian payment reminders sent by Gmail from a Google Sheet

Italian payment reminders sent by Gmail from a Google Sheet

An n8n workflow that chases unpaid invoices. At 8am on weekdays it reads an invoice tab in Google Sheets and finds the
invoices that are not paid and are due within three days or already late. Gmail then sends each customer a short, polite
reminder in Italian.

What is inside

• workflow.json: the workflow as n8n exports it, five nodes. One is a sticky note. It holds no credential.
• README.md: these notes.

What we changed from the original copy

• Gmail's send step defaults to HTML. The Italian text is plain lines, which HTML would have run together, so
  Send Payment Reminder now sends plain text.
• The "sent with n8n" footer on each email is switched off. These emails go to your customers.
• Find Due and Overdue Invoices now skips a row whose Email has no @. One empty address would otherwise stop the run
  at that invoice, and the invoices after it would get no reminder.
• The schedule now follows Rome time. The workflow setting was empty, so the 8am check ran on the time zone of the n8n
  instance.
• The sheet and the tab were empty choices. They are now the placeholders <YOUR_SHEET_ID> and <YOUR_TAB_NAME>, and the
  sign-off is <YOUR_COMPANY_NAME>.
• The four nodes have English names, and the sticky note is rewritten. The Italian columns, the Italian email text and the
  wiring are unchanged.

Before you start

• A Google Sheet with a tab that has these names in row 1: Numero, Cliente, Email, Importo, Scadenza and
  Stato.
• Scadenza must read dd/mm/yyyy, as text or as a date cell shown that way.
• Stato is Pagata for a paid invoice. Any other value, or an empty one, counts as unpaid.
• A Gmail account you can connect to n8n with OAuth2. It sends the reminders.

Set it up

1. In n8n, create a workflow, open its menu and choose Import from File. Pick workflow.json.
2. Add a Google Sheets OAuth2 credential and select it in Read Invoices. Replace <YOUR_SHEET_ID> with your sheet's
   id, the part of its address between /d/ and /edit, and <YOUR_TAB_NAME> with the tab's name.
3. Add a Gmail OAuth2 credential and select it in Send Payment Reminder.
4. In the message of Send Payment Reminder, replace <YOUR_COMPANY_NAME> with your company name.
5. Add a row with your own email address and a due date in the next three days. Run the workflow once by hand, check the
   email, and then publish it.

How a run goes

1. Weekday 8am Check starts the run Monday to Friday at 8am.
2. Read Invoices reads every row of the tab.
3. Find Due and Overdue Invoices skips paid rows, rows without an email address and rows whose date it cannot read. For
   each other row it counts the days from today to the due date. A row with 3 days or fewer, or a date in the past, goes
   on.
4. Send Payment Reminder emails the customer. The subject says the invoice is overdue or due soon, and the message gives
   the invoice number, the amount and the due date.

Change the result

• How early a reminder starts: the number 3 in Find Due and Overdue Invoices.
• The time of the check: the cron expression in Weekday 8am Check and the time zone in the workflow settings.
• The wording and the language: the subject and the message in Send Payment Reminder.
• The column names: the code in Find Due and Overdue Invoices and row 1 of your tab.

Good to know

• This sends real email to your customers from your Gmail account. Test with your own address first.
• An unpaid invoice gets a reminder every weekday morning, from three days before the due date until Stato says
  Pagata. Nothing counts the reminders already sent.
• Google Sheets returns a date cell as text in the cell's own format. If your sheet shows dates another way, the row is
  skipped.
• The amount is printed as the sheet returns it, after a euro sign, so 1200.5 appears as 1200.5.
• Mindket did not run this workflow against Google Sheets or Gmail. These notes follow n8n's published node code, and the
  Code step was run on sample rows on a local computer.