{ "id": "uOMGyPBvAP5ytb64", "meta": { "templateCredsSetupCompleted": true }, "name": "AI-Powered Invoice Reminder & Payment Tracker for Finance & Accounting", "tags": [], "nodes": [ { "id": "5e70b579-3fec-471f-8788-2205c066e21f", "name": "Schedule Daily Check", "type": "n8n-nodes-base.scheduleTrigger", "notes": "Runs every day at 9 AM", "position": [ 0, -304 ], "parameters": { "rule": { "interval": [ { "field": "cronExpression", "expression": "0 9 * * *" } ] } }, "notesInFlow": true, "typeVersion": 1.2 }, { "id": "75c19552-8451-4c27-978c-54d6ea422b84", "name": "Fetch Pending Invoices", "type": "n8n-nodes-base.postgres", "notes": "Query database for unpaid/overdue invoices", "position": [ 224, -304 ], "parameters": { "query": "SELECT \n invoice_id,\n client_name,\n client_email,\n invoice_number,\n invoice_amount,\n currency,\n issue_date,\n due_date,\n payment_status,\n days_overdue,\n last_reminder_sent\nFROM invoices \nWHERE payment_status != 'paid' \nAND due_date <= CURRENT_DATE + INTERVAL '7 days'\nORDER BY due_date ASC;", "options": {}, "operation": "executeQuery" }, "credentials": { "postgres": { "name": "" } }, "notesInFlow": true, "typeVersion": 2.4 }, { "id": "3bf276a9-2041-4f5c-995c-ca3ffb4f0cd0", "name": "Filter Overdue Invoices", "type": "n8n-nodes-base.if", "notes": "Separate overdue from upcoming", "position": [ 448, -304 ], "parameters": { "options": {}, "conditions": { "options": { "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "condition-1", "operator": { "type": "string", "operation": "equals" }, "leftValue": "={{ $json.payment_status }}", "rightValue": "unpaid" }, { "id": "condition-2", "operator": { "type": "number", "operation": "gte" }, "leftValue": "={{ $json.days_overdue }}", "rightValue": 0 } ] } }, "notesInFlow": true, "typeVersion": 2 }, { "id": "000ea7a3-3db4-409d-bdea-b416590933e4", "name": "Calculate Reminder Logic", "type": "n8n-nodes-base.code", "notes": "Smart logic for reminder timing", "position": [ 672, -304 ], "parameters": { "jsCode": "const invoices = $input.all();\nconst today = new Date();\nconst results = [];\n\nfor (const invoice of invoices) {\n const dueDate = new Date(invoice.json.due_date);\n const issueDate = new Date(invoice.json.issue_date);\n const lastReminder = invoice.json.last_reminder_sent ? new Date(invoice.json.last_reminder_sent) : null;\n \n // Calculate days overdue\n const daysOverdue = Math.floor((today - dueDate) / (1000 * 60 * 60 * 24));\n \n // Calculate days since last reminder\n const daysSinceReminder = lastReminder ? Math.floor((today - lastReminder) / (1000 * 60 * 60 * 24)) : 999;\n \n // Determine reminder type and urgency\n let reminderType = '';\n let urgencyLevel = '';\n let shouldSendReminder = false;\n \n if (daysOverdue > 30 && daysSinceReminder >= 3) {\n reminderType = 'final_notice';\n urgencyLevel = 'critical';\n shouldSendReminder = true;\n } else if (daysOverdue > 14 && daysSinceReminder >= 5) {\n reminderType = 'second_reminder';\n urgencyLevel = 'high';\n shouldSendReminder = true;\n } else if (daysOverdue > 0 && daysSinceReminder >= 7) {\n reminderType = 'first_reminder';\n urgencyLevel = 'medium';\n shouldSendReminder = true;\n } else if (daysOverdue === 0) {\n reminderType = 'due_today';\n urgencyLevel = 'medium';\n shouldSendReminder = true;\n } else if (daysOverdue < 0 && daysOverdue >= -3 && !lastReminder) {\n reminderType = 'upcoming_reminder';\n urgencyLevel = 'low';\n shouldSendReminder = true;\n }\n \n if (shouldSendReminder) {\n results.push({\n json: {\n ...invoice.json,\n daysOverdue,\n daysSinceReminder,\n reminderType,\n urgencyLevel,\n shouldSendReminder\n }\n });\n }\n}\n\nreturn results;" }, "notesInFlow": true, "typeVersion": 2 }, { "id": "2879e970-5943-4a87-b74c-dd92e9c83662", "name": "Prepare AI Prompt", "type": "n8n-nodes-base.set", "position": [ 896, -304 ], "parameters": { "options": {}, "assignments": { "assignments": [ { "id": "ai-prompt", "name": "aiPrompt", "type": "string", "value": "=Generate a professional and friendly payment reminder email for the following invoice:\n\nClient Name: {{ $json.client_name }}\nInvoice Number: {{ $json.invoice_number }}\nAmount: {{ $json.currency }} {{ $json.invoice_amount }}\nIssue Date: {{ $json.issue_date }}\nDue Date: {{ $json.due_date }}\nDays Overdue: {{ $json.daysOverdue }}\nReminder Type: {{ $json.reminderType }}\nUrgency: {{ $json.urgencyLevel }}\n\nThe email should:\n- Be courteous and professional\n- Clearly state the outstanding amount and invoice details\n- Mention the due date and overdue status if applicable\n- Include a polite call-to-action for payment\n- Provide payment instructions or link\n- Be appropriately urgent based on the reminder type\n- End with a professional signature\n\nFormat the response as a complete email with subject line." } ] } }, "typeVersion": 3.4 }, { "id": "5e61c6ea-62df-4c69-95d8-5b5dd7a0eb66", "name": "Format Email", "type": "n8n-nodes-base.code", "notes": "Format email with HTML styling", "position": [ 1472, -304 ], "parameters": { "jsCode": "const items = $input.all();\nconst results = [];\n\nfor (const item of items) {\n const aiResponse = item.json.message?.content || item.json.response || '';\n \n // Extract subject and body from AI response\n const subjectMatch = aiResponse.match(/Subject:(.+?)\\n/i);\n const subject = subjectMatch ? subjectMatch[1].trim() : `Payment Reminder - Invoice ${item.json.invoice_number}`;\n \n // Remove subject line from body\n let body = aiResponse.replace(/Subject:(.+?)\\n/i, '').trim();\n \n // Add invoice details table\n const invoiceTable = `\n
\n

Invoice Details

\n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n
Invoice Number:${item.json.invoice_number}
Amount:${item.json.currency} ${item.json.invoice_amount}
Due Date:${item.json.due_date}
Status: 0 ? '#d32f2f' : '#f57c00'};\">\n ${item.json.daysOverdue > 0 ? `Overdue by ${item.json.daysOverdue} days` : 'Due Soon'}\n
\n
\n `;\n \n // Convert body to HTML format\n body = body.replace(/\\n/g, '
').replace(/\\*\\*(.+?)\\*\\*/g, '$1');\n \n // Combine into HTML email\n const htmlBody = `\n \n \n ${body.split('
')[0]}\n ${invoiceTable}\n ${body.split('
').slice(1).join('
')}\n
\n

This is an automated reminder. If you have already made the payment, please disregard this email.

\n
\n \n \n `;\n \n results.push({\n json: {\n ...item.json,\n emailSubject: subject,\n emailBody: htmlBody,\n emailBodyPlain: body.replace(/<[^>]*>/g, '')\n }\n });\n}\n\nreturn results;" }, "notesInFlow": true, "typeVersion": 2 }, { "id": "49d9b854-ffda-4125-b07f-9997b799d5aa", "name": "Send Email Reminder", "type": "n8n-nodes-base.emailSend", "notes": "Send the reminder email", "position": [ 1696, -304 ], "parameters": { "options": { "appendAttribution": false, "allowUnauthorizedCerts": false }, "subject": "={{ $json.emailSubject }}", "toEmail": "user@example.com", "fromEmail": "user@example.com" }, "credentials": { "smtp": { "name": "" } }, "notesInFlow": true, "typeVersion": 2.1 }, { "id": "6f307b3e-9222-4df7-a92b-9c7dbcea6d79", "name": "Update Reminder Status", "type": "n8n-nodes-base.postgres", "notes": "Log reminder sent in database", "position": [ 1920, -304 ], "parameters": { "query": "=UPDATE invoices \nSET \n last_reminder_sent = CURRENT_TIMESTAMP,\n reminder_count = reminder_count + 1,\n last_reminder_type = '{{ $json.reminderType }}'\nWHERE invoice_id = '{{ $json.invoice_id }}';", "options": {}, "operation": "executeQuery" }, "credentials": { "postgres": { "name": "" } }, "notesInFlow": true, "typeVersion": 2.4 }, { "id": "07f23377-e924-49b1-b803-88aedd3de5bd", "name": "Create Activity Log", "type": "n8n-nodes-base.set", "position": [ 2144, -304 ], "parameters": { "options": {}, "assignments": { "assignments": [ { "id": "log-entry", "name": "logEntry", "type": "object", "value": "={\n \"timestamp\": \"{{ $now.toISO() }}\",\n \"invoice_id\": \"{{ $json.invoice_id }}\",\n \"invoice_number\": \"{{ $json.invoice_number }}\",\n \"client_name\": \"{{ $json.client_name }}\",\n \"client_email\": \"{{ $json.client_email }}\",\n \"amount\": \"{{ $json.invoice_amount }}\",\n \"reminder_type\": \"{{ $json.reminderType }}\",\n \"urgency_level\": \"{{ $json.urgencyLevel }}\",\n \"days_overdue\": {{ $json.daysOverdue }},\n \"status\": \"reminder_sent\"\n}" } ] } }, "typeVersion": 3.4 }, { "id": "5884f963-de92-4613-ab16-5fc5bff620cd", "name": "Save to Activity Log", "type": "n8n-nodes-base.postgres", "position": [ 2368, -304 ], "parameters": { "table": { "__rl": true, "mode": "list", "value": "invoice_activity_log" }, "schema": { "__rl": true, "mode": "list", "value": "public" }, "columns": { "value": {}, "schema": [], "mappingMode": "autoMapInputData", "matchingColumns": [] }, "options": {} }, "credentials": { "postgres": { "name": "" } }, "typeVersion": 2.4 }, { "id": "473efd7a-44f7-4724-a638-731e337e21e2", "name": "Generate Daily Summary", "type": "n8n-nodes-base.code", "notes": "Create summary report", "position": [ 2592, -304 ], "parameters": { "jsCode": "const allItems = $input.all();\nconst summary = {\n totalReminders: allItems.length,\n byUrgency: {},\n byType: {},\n totalAmountOutstanding: 0,\n clients: []\n};\n\nfor (const item of allItems) {\n // Count by urgency\n summary.byUrgency[item.json.urgencyLevel] = (summary.byUrgency[item.json.urgencyLevel] || 0) + 1;\n \n // Count by type\n summary.byType[item.json.reminderType] = (summary.byType[item.json.reminderType] || 0) + 1;\n \n // Sum outstanding amounts\n summary.totalAmountOutstanding += parseFloat(item.json.invoice_amount);\n \n // Collect client info\n summary.clients.push({\n name: item.json.client_name,\n invoice: item.json.invoice_number,\n amount: item.json.invoice_amount,\n daysOverdue: item.json.daysOverdue,\n urgency: item.json.urgencyLevel\n });\n}\n\nreturn [{ json: summary }];" }, "notesInFlow": true, "typeVersion": 2 }, { "id": "6a8c062f-093c-40cd-869f-e459ea3b0eac", "name": "Send Summary to Finance Team", "type": "n8n-nodes-base.emailSend", "position": [ 2816, -304 ], "parameters": { "options": {}, "subject": "=Daily Invoice Reminder Report - {{ $now.toFormat('yyyy-MM-dd') }}", "toEmail": "user@example.com", "fromEmail": "user@example.com" }, "credentials": { "smtp": { "name": "" } }, "typeVersion": 2.1 }, { "id": "29cc7161-00b3-4ad6-8df4-e582296fc2ed", "name": "Webhook: Payment Received", "type": "n8n-nodes-base.webhook", "notes": "Trigger when payment is received", "position": [ -48, 368 ], "parameters": { "path": "invoice-paid", "options": {}, "httpMethod": "POST", "responseMode": "responseNode" }, "notesInFlow": true, "typeVersion": 2 }, { "id": "7338b886-106f-4aad-86b7-dd4cb743d8d1", "name": "Update Payment Status", "type": "n8n-nodes-base.postgres", "position": [ 208, 368 ], "parameters": { "query": "=UPDATE invoices \nSET \n payment_status = 'paid',\n payment_date = CURRENT_TIMESTAMP,\n payment_amount = {{ $json.body.amount }},\n payment_method = '{{ $json.body.payment_method }}'\nWHERE invoice_number = '{{ $json.body.invoice_number }}'\nRETURNING *;", "options": {}, "operation": "executeQuery" }, "credentials": { "postgres": { "name": "" } }, "typeVersion": 2.4 }, { "id": "f1699fe0-c7fe-48f7-9e39-62e983a7b063", "name": "Webhook Response", "type": "n8n-nodes-base.respondToWebhook", "position": [ 464, 144 ], "parameters": { "options": {}, "respondWith": "json", "responseBody": "={\n \"success\": true,\n \"message\": \"Payment recorded successfully\",\n \"invoice_number\": \"{{ $json.invoice_number }}\",\n \"amount_paid\": {{ $json.payment_amount }},\n \"status\": \"{{ $json.payment_status }}\"\n}" }, "typeVersion": 1.1 }, { "id": "5554a9a8-1fc3-4743-9f98-896ae8a2b146", "name": "Send Payment Confirmation", "type": "n8n-nodes-base.emailSend", "position": [ 480, 576 ], "parameters": { "options": {}, "subject": "=Payment Confirmation - Invoice {{ $json.invoice_number }}", "toEmail": "user@example.com", "fromEmail": "user@example.com" }, "credentials": { "smtp": { "name": "" } }, "typeVersion": 2.1 }, { "id": "8a45b060-fd84-4e2f-a880-5bb2db6e5cb4", "name": "Generate Email", "type": "@n8n/n8n-nodes-langchain.lmChatOpenAi", "notes": "Use AI to generate personalized email", "position": [ 1200, -80 ], "parameters": { "model": "=gpt-4o-mini", "options": { "maxTokens": 500, "temperature": 0.7 } }, "credentials": { "openAiApi": { "name": "" } }, "notesInFlow": true, "typeVersion": 1 }, { "id": "51c1516e-e53b-4435-ab0f-a8c147b3478a", "name": "AI Agent For Generate Email Content", "type": "@n8n/n8n-nodes-langchain.agent", "position": [ 1120, -304 ], "parameters": { "options": {} }, "typeVersion": 2.2 }, { "id": "278e2272-baa8-4c0e-81db-836db7204219", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ -32, -416 ], "parameters": { "width": 192, "height": 288, "content": "Starts the workflow automatically each morning." }, "typeVersion": 1 }, { "id": "77598975-6120-472e-b9a1-d1b23c64f651", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ 640, -416 ], "parameters": { "width": 192, "height": 288, "content": "Decides when and how to send reminders.\n" }, "typeVersion": 1 }, { "id": "98bbe714-19b0-4be2-8610-95074be891e8", "name": "Sticky Note2", "type": "n8n-nodes-base.stickyNote", "position": [ 416, -416 ], "parameters": { "width": 192, "height": 288, "content": "Keeps only overdue invoices.\n" }, "typeVersion": 1 }, { "id": "d4b28ef6-da2a-4d6a-8486-5cb60c272115", "name": "Sticky Note3", "type": "n8n-nodes-base.stickyNote", "position": [ 192, -416 ], "parameters": { "width": 192, "height": 288, "content": "Gets unpaid invoices from the database.\n" }, "typeVersion": 1 }, { "id": "7789557b-f95a-4336-ae2a-2247b215cc6e", "name": "Sticky Note4", "type": "n8n-nodes-base.stickyNote", "position": [ 864, -416 ], "parameters": { "width": 192, "height": 288, "content": "Creates a personalized AI prompt for each client.\n" }, "typeVersion": 1 }, { "id": "9e5d7552-ab77-48bd-9f64-78a82f9676b1", "name": "Sticky Note5", "type": "n8n-nodes-base.stickyNote", "position": [ 2096, -416 ], "parameters": { "width": 192, "height": 288, "content": "Records reminder activity for audit.\n" }, "typeVersion": 1 }, { "id": "63b897b8-e59e-42c4-9d3f-194c52c850e6", "name": "Sticky Note6", "type": "n8n-nodes-base.stickyNote", "position": [ 1872, -416 ], "parameters": { "width": 192, "height": 288, "content": "Marks reminder as sent in the database.\n" }, "typeVersion": 1 }, { "id": "9ea47eb5-9b59-47df-873f-1f1060ae9bf5", "name": "Sticky Note7", "type": "n8n-nodes-base.stickyNote", "position": [ 1648, -416 ], "parameters": { "width": 192, "height": 288, "content": "Sends the email via Gmail or SMTP.\n" }, "typeVersion": 1 }, { "id": "9e881563-1895-40a0-8b1b-9f8fe886e284", "name": "Sticky Note8", "type": "n8n-nodes-base.stickyNote", "position": [ 1424, -416 ], "parameters": { "width": 192, "height": 288, "content": "Converts AI text to a professional HTML email.\n" }, "typeVersion": 1 }, { "id": "1b036318-bfc1-4bef-bde8-06c3523c5ccf", "name": "Sticky Note9", "type": "n8n-nodes-base.stickyNote", "position": [ 1104, -416 ], "parameters": { "width": 272, "height": 288, "content": "Uses AI to draft reminder emails.\n" }, "typeVersion": 1 }, { "id": "b570ef63-5ee6-4605-b461-429f1d817b8b", "name": "Sticky Note10", "type": "n8n-nodes-base.stickyNote", "position": [ 2544, -416 ], "parameters": { "width": 192, "height": 288, "content": "Prepares a report of reminders sent.\n" }, "typeVersion": 1 }, { "id": "10b172aa-f4bb-4ccc-a102-2593e0d78ff8", "name": "Sticky Note11", "type": "n8n-nodes-base.stickyNote", "position": [ 2768, -416 ], "parameters": { "width": 192, "height": 288, "content": "Emails summary to the finance team.\n" }, "typeVersion": 1 }, { "id": "a0c95551-0747-4c97-9cf7-d61ff9c12fd8", "name": "Sticky Note12", "type": "n8n-nodes-base.stickyNote", "position": [ 2320, -416 ], "parameters": { "width": 192, "height": 288, "content": "Stores raw workflow data for review.\n" }, "typeVersion": 1 }, { "id": "4e422ead-f833-4de8-8f86-3b78116b2eab", "name": "Sticky Note13", "type": "n8n-nodes-base.stickyNote", "position": [ 432, 0 ], "parameters": { "width": 192, "height": 288, "content": "Generates thank-you massage via AI.\n" }, "typeVersion": 1 }, { "id": "0816a7b8-03bd-4416-aa58-a30f1e3af0f5", "name": "Sticky Note14", "type": "n8n-nodes-base.stickyNote", "position": [ -96, 240 ], "parameters": { "width": 192, "height": 288, "content": "Captures payment notifications.\n" }, "typeVersion": 1 }, { "id": "0f6e79b9-107d-4ddb-bbaa-421a07d47078", "name": "Sticky Note15", "type": "n8n-nodes-base.stickyNote", "position": [ 160, 240 ], "parameters": { "width": 192, "height": 288, "content": "Updates invoice as \u201cpaid.\u201d\n" }, "typeVersion": 1 }, { "id": "ce1221dd-7976-47d1-9cc9-81389efc72fe", "name": "Sticky Note16", "type": "n8n-nodes-base.stickyNote", "position": [ 448, 416 ], "parameters": { "width": 192, "height": 288, "content": "Sends payment receipt to client." }, "typeVersion": 1 } ], "active": false, "settings": { "executionOrder": "v1" }, "versionId": "cb6d5397-a382-40d3-92c0-69022ceec1a5", "connections": { "Format Email": { "main": [ [ { "node": "Send Email Reminder", "type": "main", "index": 0 } ] ] }, "Generate Email": { "ai_languageModel": [ [ { "node": "AI Agent For Generate Email Content", "type": "ai_languageModel", "index": 0 } ] ] }, "Prepare AI Prompt": { "main": [ [ { "node": "AI Agent For Generate Email Content", "type": "main", "index": 0 } ] ] }, "Create Activity Log": { "main": [ [ { "node": "Save to Activity Log", "type": "main", "index": 0 } ] ] }, "Send Email Reminder": { "main": [ [ { "node": "Update Reminder Status", "type": "main", "index": 0 } ] ] }, "Save to Activity Log": { "main": [ [ { "node": "Generate Daily Summary", "type": "main", "index": 0 } ] ] }, "Schedule Daily Check": { "main": [ [ { "node": "Fetch Pending Invoices", "type": "main", "index": 0 } ] ] }, "Update Payment Status": { "main": [ [ { "node": "Webhook Response", "type": "main", "index": 0 }, { "node": "Send Payment Confirmation", "type": "main", "index": 0 } ] ] }, "Fetch Pending Invoices": { "main": [ [ { "node": "Filter Overdue Invoices", "type": "main", "index": 0 } ] ] }, "Generate Daily Summary": { "main": [ [ { "node": "Send Summary to Finance Team", "type": "main", "index": 0 } ] ] }, "Update Reminder Status": { "main": [ [ { "node": "Create Activity Log", "type": "main", "index": 0 } ] ] }, "Filter Overdue Invoices": { "main": [ [ { "node": "Calculate Reminder Logic", "type": "main", "index": 0 } ] ] }, "Calculate Reminder Logic": { "main": [ [ { "node": "Prepare AI Prompt", "type": "main", "index": 0 } ] ] }, "Webhook: Payment Received": { "main": [ [ { "node": "Update Payment Status", "type": "main", "index": 0 } ] ] }, "AI Agent For Generate Email Content": { "main": [ [ { "node": "Format Email", "type": "main", "index": 0 } ] ] } } }