Automated Invoice Generation & Payment Reminders with Quickbooks, Jotform &…

The workflow JSON

Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →

{
  "id": "iwPkwhyyDLOePuom",
  "meta": {
    "templateCredsSetupCompleted": true
  },
  "name": "Generate Invoices and Send Reminders for Customers with Jotform, QuickBooks and Gmail",
  "tags": [],
  "nodes": [
    {
      "id": "9c594f0d-b9d7-4329-8017-90bbc445cc43",
      "name": "Receive form submission",
      "type": "n8n-nodes-base.webhook",
      "position": [
        -464,
        0
      ],
      "parameters": {
        "path": "ebee0263-fc61-414f-a9cc-faf3269ce30d",
        "options": {},
        "httpMethod": "POST"
      },
      "typeVersion": 2.1
    },
    {
      "id": "20ea495b-ef6e-4bb4-a3a4-8fa95b17a77d",
      "name": "If",
      "type": "n8n-nodes-base.if",
      "position": [
        320,
        0
      ],
      "parameters": {
        "options": {},
        "conditions": {
          "options": {
            "version": 2,
            "leftValue": "",
            "caseSensitive": true,
            "typeValidation": "strict"
          },
          "combinator": "and",
          "conditions": [
            {
              "id": "bfa24559-7702-4ebf-909d-c5c2a60ad817",
              "operator": {
                "type": "object",
                "operation": "exists",
                "singleValue": true
              },
              "leftValue": "={{ $json }}",
              "rightValue": 0
            },
            {
              "id": "b4301cfe-a22a-490f-a72b-50d266bc1c5e",
              "operator": {
                "type": "string",
                "operation": "exists",
                "singleValue": true
              },
              "leftValue": "={{ $json.Id }}",
              "rightValue": ""
            }
          ]
        }
      },
      "typeVersion": 2.2
    },
    {
      "id": "16ccee04-eefb-4e38-a5d4-3c65e26f779f",
      "name": "Get the product",
      "type": "n8n-nodes-base.quickbooks",
      "position": [
        1248,
        0
      ],
      "parameters": {
        "limit": 1,
        "filters": {
          "query": "=WHERE name = '{{ $json.item.name }}'"
        },
        "resource": "item",
        "operation": "getAll"
      },
      "credentials": {
        "quickBooksOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1
    },
    {
      "id": "51fda0e5-2c6e-40cc-a967-76426f4bcf36",
      "name": "Create the invoice",
      "type": "n8n-nodes-base.quickbooks",
      "position": [
        1856,
        0
      ],
      "parameters": {
        "Line": [
          {
            "Amount": 1,
            "itemId": "={{ $json.item.id }}",
            "DetailType": "SalesItemLineDetail",
            "Description": "Jotform submission"
          }
        ],
        "resource": "invoice",
        "operation": "create",
        "CustomerRef": "={{ $json.customer.id }}",
        "additionalFields": {}
      },
      "credentials": {
        "quickBooksOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1
    },
    {
      "id": "2e729c72-459b-4448-892c-4f7b14af1eb6",
      "name": "Send the invoice",
      "type": "n8n-nodes-base.quickbooks",
      "position": [
        2160,
        0
      ],
      "parameters": {
        "email": "={{ $('Add item id').item.json.customer.email }}",
        "resource": "invoice",
        "invoiceId": "={{ $json.Id }}",
        "operation": "send"
      },
      "credentials": {
        "quickBooksOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1
    },
    {
      "id": "9fb60975-4ab2-465d-b0c3-27669702b49f",
      "name": "Check if the customer exists",
      "type": "n8n-nodes-base.quickbooks",
      "position": [
        112,
        0
      ],
      "parameters": {
        "limit": 1,
        "filters": {
          "query": "=Where PrimaryEmailAddr = '{{ $json.customer.email }}'"
        },
        "operation": "getAll"
      },
      "credentials": {
        "quickBooksOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1
    },
    {
      "id": "465941dd-9b14-4651-bff1-d5c62a6b52aa",
      "name": "Sticky Note",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -544,
        -112
      ],
      "parameters": {
        "color": 7,
        "width": 256,
        "height": 320,
        "content": "## Receive Submission\nReceives the product/service form submission from Jotform"
      },
      "typeVersion": 1
    },
    {
      "id": "fd542ca6-d362-4d9d-8469-0a0493d8092e",
      "name": "Sticky Note1",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        64,
        -112
      ],
      "parameters": {
        "color": 7,
        "width": 400,
        "height": 320,
        "content": "## Check If Customer exists \nChecks if the customer exists in QBO or not"
      },
      "typeVersion": 1
    },
    {
      "id": "10412197-c39a-4b71-a8ae-f025c30c6a88",
      "name": "Sticky Note2",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        512,
        -336
      ],
      "parameters": {
        "color": 7,
        "width": 304,
        "height": 336,
        "content": "## Customer Exists\nNow since the customer exists we will update the customer details like updating the billing details with the new one"
      },
      "typeVersion": 1
    },
    {
      "id": "77b8565e-bd0a-4fd7-a23c-7bdd2c94cd42",
      "name": "Create the customer",
      "type": "n8n-nodes-base.quickbooks",
      "position": [
        608,
        176
      ],
      "parameters": {
        "operation": "create",
        "displayName": "=",
        "additionalFields": {
          "BillAddr": {
            "details": {
              "City": "={{ $('Format data').item.json.address.city }}",
              "Line1": "={{ $('Format data').item.json.address.line1 }}",
              "PostalCode": "={{ $('Format data').item.json.address.postalZipCode }}"
            }
          },
          "GivenName": "={{ $('Format data').item.json.customer.name }}",
          "PrimaryPhone": "={{ $('Format data').item.json.customer.phone }}",
          "PrimaryEmailAddr": "={{ $('Format data').item.json.customer.email }}"
        }
      },
      "credentials": {
        "quickBooksOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1
    },
    {
      "id": "aa96c6e2-418b-45d1-848d-cef54e891550",
      "name": "Update the customer",
      "type": "n8n-nodes-base.quickbooks",
      "position": [
        608,
        -192
      ],
      "parameters": {
        "operation": "update",
        "customerId": "={{ $json.Id }}",
        "updateFields": {
          "BillAddr": {
            "details": {
              "City": "={{ $('Format data').item.json.address.city }}",
              "Line1": "={{ $('Format data').item.json.address.line1 }}",
              "PostalCode": "={{ $('Format data').item.json.address.postalZipCode }}"
            }
          },
          "GivenName": "={{ $('Format data').item.json.customer.name }}",
          "PrimaryPhone": "={{ $('Format data').item.json.customer.phone }}"
        }
      },
      "credentials": {
        "quickBooksOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1
    },
    {
      "id": "a27bb89f-7797-4e4e-b104-0b739d05ee0d",
      "name": "Sticky Note3",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        512,
        48
      ],
      "parameters": {
        "color": 7,
        "width": 304,
        "height": 320,
        "content": "## Customer Doesn't Exist\nNow since the customer doesn't exist we will create new customer"
      },
      "typeVersion": 1
    },
    {
      "id": "3c029901-edd6-4085-a4b9-578adecf5164",
      "name": "Sticky Note4",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        1168,
        -112
      ],
      "parameters": {
        "color": 7,
        "width": 256,
        "height": 320,
        "content": "## Get The Item\nGets the selected product/service from QBO"
      },
      "typeVersion": 1
    },
    {
      "id": "4c978dba-767e-4327-a1b2-2626fac272a7",
      "name": "Sticky Note5",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        1776,
        -112
      ],
      "parameters": {
        "color": 7,
        "width": 256,
        "height": 320,
        "content": "## Create The Invoice\nCreates a new invoice for that customer"
      },
      "typeVersion": 1
    },
    {
      "id": "7eb0c556-eeb0-47ff-bc78-8050056f6dbe",
      "name": "Sticky Note6",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        2080,
        -112
      ],
      "parameters": {
        "color": 7,
        "width": 256,
        "height": 320,
        "content": "## Send The Invoice\nSends the newly created invoice for that customer(via email)"
      },
      "typeVersion": 1
    },
    {
      "id": "cb13f312-4f56-45ad-b462-fe120cd79c62",
      "name": "Sticky Note7",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -1664,
        -416
      ],
      "parameters": {
        "width": 1072,
        "height": 1280,
        "content": "## Generate Invoices and Send Reminders for Customers with Jotform, QuickBooks and Gmail\nThis workflow automates the entire process of receiving a product/service order, checking or creating a customer in **QuickBooks Online (QBO)**, generating an invoice, emailing it \u2014 all triggered by a form submission (via **Jotform**), and sending invoice reminders.\n\n## How It Works\n### 1- Receive Submission\n* Triggered when a user submits a form.\n* Collects data like customer details, selected product/service, etc.\n\n### 2- Check If Customer Exists\n* Searches QBO to determine if the customer already exists.\n* \u2705 **If Customer Exists:** **Update** customer details (e.g., billing address).\n* \u274c **If Customer Doesn\u2019t Exist:** **Create** a new customer in QBO.\n\n### 3- Get The Item\n* Retrieves the selected product or service from QBO.\n\n### 4- Create The Invoice\n* Generates a new invoice for the customer using the item selected.\n\n### 5- Send The Invoice\n* Automatically sends the invoice via email to the customer.\n\n### 6- Store The Invoice In DB\n* Stores the needed invoice details in the DB.\n\n### 7- Send Reminders\n* Every day at 8 AM, the automation checks each invoice to decide whether to:\n    * send a reminder email,\n    * skip and send it later, or\n    * delete the invoice from the DB (if it's paid or all reminders have been sent).\n\n## Who Can Benefit from This Workflow?\n* **Freelancers**\n* **Service Providers**\n* **Consultants & Coaches**\n* **Small Businesses**\n* **E-commerce or Custom Product Sellers**\n\n## Requirements\n- Jotform webhook setup, more info [here](https://www.jotform.com/help/245-how-to-setup-a-webhook-with-jotform/)\n- QuickBooks Online credentials, more info [here](https://developer.intuit.com/app/developer/qbo/docs/get-started/get-client-id-and-client-secret)\n- Email setup, update email nodes (`Send reminder email` & `Send reminders sent summary`), more info about Gmail setup [here](https://docs.n8n.io/integrations/builtin/credentials/google)\n- Create data table with the following columns:\n    * invoiceId (string)\n    * remainingAmount (number)\n    * currency (string)\n    * remindersSent (number)\n    * lastSentAt (date time)\n- Update `Add reminders config` node so update the data table id and intervals in days (default is after 2 days, then after 3 days and finally after 5 days )\n- LLM model credentials"
      },
      "typeVersion": 1
    },
    {
      "id": "f4d77f45-9142-4c1c-b125-e8e5f24ed59d",
      "name": "Sticky Note8",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -240,
        -112
      ],
      "parameters": {
        "color": 7,
        "width": 256,
        "height": 320,
        "content": "## Format Data\nFormats the data thus making it easier to be used in other nodes"
      },
      "typeVersion": 1
    },
    {
      "id": "b66c8925-e5af-4ad3-83bf-8b8db88fa5bc",
      "name": "Format data",
      "type": "n8n-nodes-base.code",
      "position": [
        -160,
        0
      ],
      "parameters": {
        "jsCode": "function extractAddressData(text) {\n  const regex = /Street Address:\\s*([^<]+)<br>Street Address Line 2:\\s*([^<]+)<br>City:\\s*([^<]+)<br>State \\/ Province:\\s*([^<]+)<br>Postal \\/ Zip Code:\\s*([^<]+)<br>Country:\\s*([^<]+)<br>/;\n  const matches = text.match(regex);\n  \n  if (matches) {\n    return {\n      line1: matches[1].trim(),\n      line2: matches[2].trim(),\n      city: matches[3].trim(),\n      stateProvince: matches[4].trim(),\n      postalZipCode: matches[5].trim(),\n      country: matches[6].trim()\n    };\n  }\n  \n  return {\n    line1: null,\n    line2: null,\n    city: null,\n    stateProvince: null,\n    postalZipCode: null,\n    country: null\n  }\n}\n\nreturn {\n  address: extractAddressData($input.first().json.body.billingAddress),\n  customer: {\n    name: $input.first().json.body.name,\n    email: $input.first().json.body.email,\n    phone: $input.first().json.body.phone\n  },\n  item: {\n    name: $input.first().json.body.itemName\n  }\n}"
      },
      "typeVersion": 2
    },
    {
      "id": "3ef848b5-f0c9-4e48-994a-1ec16d130c27",
      "name": "Sticky Note9",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        864,
        -112
      ],
      "parameters": {
        "color": 7,
        "width": 256,
        "height": 320,
        "content": "## Add Customer Id\nAdds customer id to the data"
      },
      "typeVersion": 1
    },
    {
      "id": "a475fc3d-1d1b-406e-92ae-f8d982232b33",
      "name": "Add customer id",
      "type": "n8n-nodes-base.code",
      "position": [
        944,
        0
      ],
      "parameters": {
        "jsCode": "return {\n  ...$('Format data').first().json,\n  customer: {\n    ...$('Format data').first().json.customer,\n    id: $input.first().json.Id\n  }\n}"
      },
      "typeVersion": 2
    },
    {
      "id": "d521cb5a-a497-4b2b-be64-0b2b0a755696",
      "name": "Sticky Note10",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        1472,
        -112
      ],
      "parameters": {
        "color": 7,
        "width": 256,
        "height": 320,
        "content": "## Add Item Id\nAdds item (service/product) id to the data"
      },
      "typeVersion": 1
    },
    {
      "id": "e5bdb990-3b56-4f97-beba-499d3e063961",
      "name": "Add item id",
      "type": "n8n-nodes-base.code",
      "position": [
        1552,
        0
      ],
      "parameters": {
        "jsCode": "return {\n  ...$('Add customer id').first().json,\n  item: {\n    ...$('Add customer id').first().json.item,\n    id: $input.first().json.Id\n  }\n}"
      },
      "typeVersion": 2
    },
    {
      "id": "9370f28d-d910-4e28-8001-414529a51f18",
      "name": "Add reminders config",
      "type": "n8n-nodes-base.set",
      "position": [
        960,
        704
      ],
      "parameters": {
        "mode": "raw",
        "options": {},
        "jsonOutput": "={\n  \"dataTableId\": \"\",\n  \"reminderIntervalsInDays\": [2, 3, 5],\n  isInvoiceTrigger: {{ $json[\"Day of week\"] ? false : true }}\n}\n "
      },
      "typeVersion": 3.4
    },
    {
      "id": "f1e1bc2a-c99e-461d-88fd-d87bfcff3a34",
      "name": "Insert invoice id to DB",
      "type": "n8n-nodes-base.dataTable",
      "position": [
        1664,
        512
      ],
      "parameters": {
        "columns": {
          "value": {
            "currency": "={{ $('Send the invoice').item.json.CurrencyRef.value }}",
            "invoiceId": "={{ $('Send the invoice').item.json.Id }}",
            "remindersSent": 0,
            "remainingAmount": "={{ $('Send the invoice').item.json.Balance }}"
          },
          "schema": [
            {
              "id": "invoiceId",
              "type": "string",
              "display": true,
              "removed": false,
              "readOnly": false,
              "required": false,
              "displayName": "invoiceId",
              "defaultMatch": false
            },
            {
              "id": "remainingAmount",
              "type": "number",
              "display": true,
              "removed": false,
              "readOnly": false,
              "required": false,
              "displayName": "remainingAmount",
              "defaultMatch": false
            },
            {
              "id": "currency",
              "type": "string",
              "display": true,
              "removed": false,
              "readOnly": false,
              "required": false,
              "displayName": "currency",
              "defaultMatch": false
            },
            {
              "id": "remindersSent",
              "type": "number",
              "display": true,
              "removed": false,
              "readOnly": false,
              "required": false,
              "displayName": "remindersSent",
              "defaultMatch": false
            }
          ],
          "mappingMode": "defineBelow",
          "matchingColumns": [],
          "attemptToConvertTypes": false,
          "convertFieldsToString": false
        },
        "options": {
          "optimizeBulk": false
        },
        "dataTableId": {
          "__rl": true,
          "mode": "id",
          "value": "={{ $('Add reminders config').item.json.dataTableId }}"
        }
      },
      "typeVersion": 1
    },
    {
      "id": "aabb6827-0dd5-4332-a36c-cc35f150956a",
      "name": "Get Invoices",
      "type": "n8n-nodes-base.dataTable",
      "position": [
        1664,
        880
      ],
      "parameters": {
        "operation": "get",
        "returnAll": true,
        "dataTableId": {
          "__rl": true,
          "mode": "id",
          "value": "={{ $('Add reminders config').item.json.dataTableId }}"
        }
      },
      "typeVersion": 1
    },
    {
      "id": "15f3089c-ebc8-4cad-85c0-67fc5bbf2802",
      "name": "Get the invoice",
      "type": "n8n-nodes-base.quickbooks",
      "position": [
        2368,
        1104
      ],
      "parameters": {
        "resource": "invoice",
        "invoiceId": "={{ $json.invoiceId }}"
      },
      "credentials": {
        "quickBooksOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1
    },
    {
      "id": "0f498328-0b7b-41d9-8f7a-edc45f92438a",
      "name": "If2",
      "type": "n8n-nodes-base.if",
      "position": [
        1312,
        704
      ],
      "parameters": {
        "options": {},
        "conditions": {
          "options": {
            "version": 2,
            "leftValue": "",
            "caseSensitive": true,
            "typeValidation": "strict"
          },
          "combinator": "and",
          "conditions": [
            {
              "id": "82853a4e-d488-49cd-8e36-ba1a737c519b",
              "operator": {
                "type": "boolean",
                "operation": "true",
                "singleValue": true
              },
              "leftValue": "={{ $json.isInvoiceTrigger }}",
              "rightValue": "0"
            }
          ]
        }
      },
      "typeVersion": 2.2
    },
    {
      "id": "e84c641c-5316-47fa-bd3c-827487d437a9",
      "name": "AI Agent",
      "type": "@n8n/n8n-nodes-langchain.agent",
      "position": [
        2736,
        544
      ],
      "parameters": {
        "text": "={{ $('Get today's sent reminders').all() }}",
        "options": {
          "systemMessage": "=You are an AI assistant that generates a daily reminder summary for invoices. You will receive a list of invoice data and your task is to summarize how many reminders have been sent for each invoice today.\n\nInput Data:\nThe input data is a list of invoices with the following fields:\n- remainingAmount: The remaining amount the customer still needs to pay.\n- currency: The currency of the remaining amount (e.g., USD, EUR).\n- remindersSent: The total number of reminders that have been sent for this invoice.\n\nGoal:\n1- Summarize the reminders sent today:\n- Count how many reminders have been sent for all invoices provided in the input.\n\n2- Generate a professional HTML email summary:\n- Use the information from the invoices to create a summary in HTML format.\n- Include a greeting for the team (e.g., \"Sales Team\", \"Finance Team\").\n- Display a total count of reminders sent today.\n- Include invoice-level details such as invoiceId, remainingAmount, currency, and remindersSent.\n\nFormatting Guidelines:\n1- The summary should always be structured as an HTML email.\n2- The summary should be clear, readable, and professional.\n3- You may choose the layout that feels most appropriate, but always include:\n  - A greeting (e.g., \"Dear Team,\").\n  - A total number of reminders sent today.\n  - A list of invoices with invoiceId, remainingAmount, currency, and remindersSent.\n4- Closing with generic sign-off.\n\nExample input:\n[\n  {\n    \"id\": 70,\n    \"createdAt\": \"2025-10-10T16:50:54.851Z\",\n    \"updatedAt\": \"2025-10-15T16:50:54.851Z\",\n    \"invoiceId\": \"158\",\n    \"remainingAmount\": 10,\n    \"currency\": \"USD\",\n    \"remindersSent\": 5\n  },\n  {\n    \"id\": 80,\n    \"createdAt\": \"2025-10-12T17:50:54.851Z\",\n    \"updatedAt\": \"2025-10-15T16:50:54.851Z\",\n    \"invoiceId\": \"160\",\n    \"remainingAmount\": 30,\n    \"currency\": \"EUR\",\n    \"remindersSent\": 3\n  }\n]\n\nExample of Expected Output:\n<!DOCTYPE html>\n<html lang=\"en\">\n<head>\n  <meta charset=\"UTF-8\">\n  <meta name=\"viewport\" content=\"width=device-width, initial-scale=1.0\">\n  <title>Reminder Summary for Today</title>\n  <style>\n    body { font-family: Arial, sans-serif; color: #333; line-height: 1.6; }\n    .table { width: 100%; margin-top: 20px; border-collapse: collapse; }\n    .table th, .table td { border: 1px solid #ddd; padding: 8px; text-align: left; }\n    .table th { background-color: #f2f2f2; }\n    .summary { font-size: 16px; margin-top: 20px; }\n  </style>\n</head>\n<body>\n  <div class=\"content\">\n    <p>Dear Sales Team,</p>\n    \n    <p>Here is a summary of the reminders sent today:</p>\n    \n    <div class=\"summary\">\n      <strong>Total reminders sent today: 2</strong>\n    </div>\n\n    <table class=\"table\">\n      <thead>\n        <tr>\n          <th>Invoice ID</th>\n          <th>Remaining Amount</th>\n          <th>Currency</th>\n          <th>Total Reminders Sent</th>\n        </tr>\n      </thead>\n      <tbody>\n        <tr>\n          <td>158</td>\n          <td>$10.00</td>\n          <td>USD</td>\n          <td>5</td>\n        </tr>\n        <tr>\n          <td>160</td>\n          <td>\u20ac30.00</td>\n          <td>EUR</td>\n          <td>3</td>\n        </tr>\n      </tbody>\n    </table>\n\n    <p>If you need further details, feel free to reach out!</p>\n\n    <p>Best regards,<br>AI Assistant</p>\n  </div>\n</body>\n</html>"
        },
        "promptType": "define"
      },
      "executeOnce": true,
      "typeVersion": 2.2
    },
    {
      "id": "93a4aa27-13ca-4989-a617-5211f3856ed9",
      "name": "OpenAI Chat Model",
      "type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
      "position": [
        2736,
        752
      ],
      "parameters": {
        "model": {
          "__rl": true,
          "mode": "list",
          "value": "gpt-4o-mini",
          "cachedResultName": "gpt-4o-mini"
        },
        "options": {}
      },
      "credentials": {
        "openAiApi": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1.2
    },
    {
      "id": "06381d7b-8067-4216-8ecb-a84876693bf3",
      "name": "Switch",
      "type": "n8n-nodes-base.switch",
      "position": [
        2672,
        1120
      ],
      "parameters": {
        "rules": {
          "values": [
            {
              "outputKey": "send now",
              "conditions": {
                "options": {
                  "version": 2,
                  "leftValue": "",
                  "caseSensitive": true,
                  "typeValidation": "strict"
                },
                "combinator": "and",
                "conditions": [
                  {
                    "id": "df179cc3-60b8-4b49-9fb7-0adabcc3e394",
                    "operator": {
                      "type": "boolean",
                      "operation": "true",
                      "singleValue": true
                    },
                    "leftValue": "={{ $json.Balance > 0 && DateTime.fromISO($('Loop over invoices').item.json.updatedAt).plus($('Add reminders config').item.json.reminderIntervalsInDays[$('Loop over invoices').item.json.remindersSent], 'days').format('yyyy-MM-dd') == $now.format('yyyy-MM-dd') }}",
                    "rightValue": ""
                  }
                ]
              },
              "renameOutput": true
            },
            {
              "outputKey": "already paid ",
              "conditions": {
                "options": {
                  "version": 2,
                  "leftValue": "",
                  "caseSensitive": true,
                  "typeValidation": "strict"
                },
                "combinator": "and",
                "conditions": [
                  {
                    "id": "cf03d75d-6560-42ed-8293-3d5e9399b9e3",
                    "operator": {
                      "type": "boolean",
                      "operation": "true",
                      "singleValue": true
                    },
                    "leftValue": "={{ $json.Balance == 0 }}",
                    "rightValue": ""
                  }
                ]
              },
              "renameOutput": true
            },
            {
              "outputKey": "send later",
              "conditions": {
                "options": {
                  "version": 2,
                  "leftValue": "",
                  "caseSensitive": true,
                  "typeValidation": "strict"
                },
                "combinator": "and",
                "conditions": [
                  {
                    "id": "81cb838e-79c8-4c92-964f-f7f5cd44a498",
                    "operator": {
                      "type": "boolean",
                      "operation": "true",
                      "singleValue": true
                    },
                    "leftValue": true,
                    "rightValue": ""
                  }
                ]
              },
              "renameOutput": true
            }
          ]
        },
        "options": {}
      },
      "typeVersion": 3.3
    },
    {
      "id": "242fe315-78c9-4bb5-8a53-2d6485574d54",
      "name": "Schedule reminders trigger",
      "type": "n8n-nodes-base.scheduleTrigger",
      "position": [
        608,
        704
      ],
      "parameters": {
        "rule": {
          "interval": [
            {
              "triggerAtHour": 8
            }
          ]
        }
      },
      "typeVersion": 1.2
    },
    {
      "id": "add99766-9f1f-4309-96b7-6e26d5503185",
      "name": "Sticky Note11",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        512,
        576
      ],
      "parameters": {
        "color": 7,
        "width": 304,
        "height": 320,
        "content": "## Schedule Trigger\nSchedules reminders trigger daily at 8 AM"
      },
      "typeVersion": 1
    },
    {
      "id": "fb8287f4-0b04-4adc-914d-875c5ff04e7c",
      "name": "Sticky Note12",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        864,
        528
      ],
      "parameters": {
        "color": 7,
        "width": 304,
        "height": 368,
        "content": "## Add Reminders Config\nAdds reminders config details like `intervals in days` so first reminder will be sent after 2 days, second one after 3 days and final one after 5 days"
      },
      "typeVersion": 1
    },
    {
      "id": "c07d8400-4ef0-40e4-bff2-22555692077d",
      "name": "Sticky Note13",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        1216,
        528
      ],
      "parameters": {
        "color": 7,
        "width": 304,
        "height": 368,
        "content": "## Check Trigger\nChecks if the previous node has been executed by the above workflow or by the schedule trigger"
      },
      "typeVersion": 1
    },
    {
      "id": "2c40665a-11db-454b-951f-e28890b633bd",
      "name": "Sticky Note14",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        1568,
        352
      ],
      "parameters": {
        "color": 7,
        "width": 304,
        "height": 336,
        "content": "## Insert Invoice To DB\nInserts newly created invoice needed details to DB so customer will be notified later on about the invoice"
      },
      "typeVersion": 1
    },
    {
      "id": "397c3156-6843-4596-8b1e-ac2dbe795b2e",
      "name": "Sticky Note15",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        1568,
        736
      ],
      "parameters": {
        "color": 7,
        "width": 304,
        "height": 336,
        "content": "## Get All Invoices\nGets all the invoices from DB"
      },
      "typeVersion": 1
    },
    {
      "id": "d23e89a3-885d-4251-8f24-9baece741836",
      "name": "Sticky Note16",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        1920,
        752
      ],
      "parameters": {
        "color": 7,
        "width": 304,
        "height": 320,
        "content": "## Loop Over Invoices\nLoops over invoices one by one"
      },
      "typeVersion": 1
    },
    {
      "id": "8621a71b-9813-4232-9a44-15c62332e75a",
      "name": "Loop over invoices",
      "type": "n8n-nodes-base.splitInBatches",
      "position": [
        2016,
        880
      ],
      "parameters": {
        "options": {}
      },
      "typeVersion": 3
    },
    {
      "id": "4c21d69d-5111-45bf-b76f-b5834379c1cc",
      "name": "Sticky Note17",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        2272,
        544
      ],
      "parameters": {
        "color": 7,
        "width": 304,
        "height": 352,
        "content": "## Get Sent Reminders\nGets today's sent reminders from DB"
      },
      "typeVersion": 1
    },
    {
      "id": "3270e7c4-c153-4341-a9f9-2f2c299264a6",
      "name": "Sticky Note18",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        2272,
        944
      ],
      "parameters": {
        "color": 7,
        "width": 304,
        "height": 368,
        "content": "## Get Invoice Details\nGets the invoice details from QBO so we know whether or not any changes have been made or not"
      },
      "typeVersion": 1
    },
    {
      "id": "c12c85f8-ea33-471b-80ff-491db349e784",
      "name": "Get today's sent reminders",
      "type": "n8n-nodes-base.dataTable",
      "position": [
        2368,
        688
      ],
      "parameters": {
        "filters": {
          "conditions": [
            {
              "keyName": "lastSentAt",
              "keyValue": "={{ $now.startOf('day').toUTC().toString() }}",
              "condition": "gte"
            }
          ]
        },
        "matchType": "allConditions",
        "operation": "get",
        "returnAll": true,
        "dataTableId": {
          "__rl": true,
          "mode": "id",
          "value": "={{ $('Add reminders config').item.json.dataTableId }}"
        }
      },
      "executeOnce": true,
      "typeVersion": 1
    },
    {
      "id": "2139421b-bd22-47a6-98d7-7ad641207c7f",
      "name": "Sticky Note19",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        2624,
        416
      ],
      "parameters": {
        "color": 7,
        "width": 592,
        "height": 480,
        "content": "## Summarize Sent Reminders & Send An Email\nSummarizes today's sent reminders using AI and send a summery email to the team like sales team or finance team"
      },
      "typeVersion": 1
    },
    {
      "id": "11869e18-01a0-4e33-906e-3d6b7b59d40c",
      "name": "Increase sent reminders",
      "type": "n8n-nodes-base.dataTable",
      "position": [
        3136,
        1072
      ],
      "parameters": {
        "columns": {
          "value": {
            "lastSentAt": "={{ $now.toISO() }}",
            "remindersSent": "={{ $('Loop over invoices').item.json.remindersSent + 1 }} "
          },
          "schema": [
            {
              "id": "invoiceId",
              "type": "string",
              "display": true,
              "removed": true,
              "readOnly": false,
              "required": false,
              "displayName": "invoiceId",
              "defaultMatch": false
            },
            {
              "id": "remainingAmount",
              "type": "number",
              "display": true,
              "removed": true,
              "readOnly": false,
              "required": false,
              "displayName": "remainingAmount",
              "defaultMatch": false
            },
            {
              "id": "currency",
              "type": "string",
              "display": true,
              "removed": true,
              "readOnly": false,
              "required": false,
              "displayName": "currency",
              "defaultMatch": false
            },
            {
              "id": "remindersSent",
              "type": "number",
              "display": true,
              "removed": false,
              "readOnly": false,
              "required": false,
              "displayName": "remindersSent",
              "defaultMatch": false
            },
            {
              "id": "lastSentAt",
              "type": "dateTime",
              "display": true,
              "removed": false,
              "readOnly": false,
              "required": false,
              "displayName": "lastSentAt",
              "defaultMatch": false
            }
          ],
          "mappingMode": "defineBelow",
          "matchingColumns": [],
          "attemptToConvertTypes": false,
          "convertFieldsToString": false
        },
        "filters": {
          "conditions": [
            {
              "keyName": "invoiceId",
              "keyValue": "={{ $('Loop over invoices').item.json.invoiceId }}"
            }
          ]
        },
        "options": {},
        "matchType": "allConditions",
        "operation": "update",
        "dataTableId": {
          "__rl": true,
          "mode": "id",
          "value": "={{ $('Add reminders config').item.json.dataTableId }}"
        }
      },
      "typeVersion": 1
    },
    {
      "id": "17e76636-622c-49c1-8993-cbb15022b41a",
      "name": "Delete invoice",
      "type": "n8n-nodes-base.dataTable",
      "position": [
        3616,
        1232
      ],
      "parameters": {
        "filters": {
          "conditions": [
            {
              "keyValue": "={{ $('Loop over invoices').item.json.id }}"
            }
          ]
        },
        "options": {},
        "matchType": "allConditions",
        "operation": "deleteRows",
        "dataTableId": {
          "__rl": true,
          "mode": "id",
          "value": "={{ $('Add reminders config').item.json.dataTableId }}"
        }
      },
      "typeVersion": 1
    },
    {
      "id": "34b07269-37f5-4946-8af7-83b200f31c81",
      "name": "If3",
      "type": "n8n-nodes-base.if",
      "position": [
        3344,
        1072
      ],
      "parameters": {
        "options": {},
        "conditions": {
          "options": {
            "version": 2,
            "leftValue": "",
            "caseSensitive": true,
            "typeValidation": "strict"
          },
          "combinator": "and",
          "conditions": [
            {
              "id": "f7c9422b-bfd2-4006-9d81-d2332e95532a",
              "operator": {
                "type": "boolean",
                "operation": "true",
                "singleValue": true
              },
              "leftValue": "={{ $json.remindersSent >= $('Add reminders config').item.json.reminderIntervalsInDays.length }}",
              "rightValue": 0
            }
          ]
        }
      },
      "typeVersion": 2.2
    },
    {
      "id": "32b570e6-b5fb-46bd-96f0-6815e30cf4b2",
      "name": "Sticky Note20",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        2624,
        944
      ],
      "parameters": {
        "color": 7,
        "width": 1184,
        "height": 480,
        "content": "## Send Reminders Logic\nThe logic that decides whether or not to send a reminder email now, skip it and send it later or delete the invoice/s from DB (because all the reminders have been sent or the invoice has been paid)"
      },
      "typeVersion": 1
    },
    {
      "id": "c358be7d-4f13-406c-b713-189474fa8583",
      "name": "Send reminder email",
      "type": "n8n-nodes-base.gmail",
      "position": [
        2928,
        1072
      ],
      "parameters": {
        "sendTo": "={{ $json.BillEmail.Address }}",
        "message": "=<!DOCTYPE html>\n<html>\n<head>\n  <style>\n    body {\n      font-family: Arial, sans-serif;\n      color: #333;\n      line-height: 1.6;\n    }\n    .container {\n      width: 100%;\n      max-width: 600px;\n      margin: 0 auto;\n      padding: 20px;\n      border: 1px solid #f1f1f1;\n      border-radius: 5px;\n      background-color: #f9f9f9;\n    }\n    .header {\n      text-align: center;\n      background-color: #007bff;\n      color: white;\n      padding: 10px;\n      border-radius: 5px;\n    }\n    .footer {\n      text-align: center;\n      color: #777;\n      font-size: 0.8em;\n      margin-top: 20px;\n    }\n    .button {\n      background-color: #28a745;\n      color: white;\n      text-decoration: none;\n      padding: 10px 20px;\n      border-radius: 5px;\n      display: inline-block;\n      margin-top: 20px;\n    }\n  </style>\n</head>\n<body>\n  <div class=\"container\">\n    <div class=\"header\">\n      <h2>Invoice Reminder: {{ $json.DocNumber }}</h2>\n    </div>\n    \n    <p>Dear,</p>\n    \n    <p>This is a friendly reminder that your invoice with us is due soon. We kindly ask you to review and complete the payment as soon as possible to avoid any delays.</p>\n    \n    <p><strong>Invoice Number:</strong> {{ $json.DocNumber }}</p>\n    <p><strong>Due Date:</strong> {{ $json.DueDate }}</p>\n    \n    <p>Please click the button below to view and pay your invoice:</p>\n    \n    <a href=\"{{ $json.InvoiceLink }}\" class=\"button\">View & Pay Invoice</a>\n    \n    <p>Thank you for your prompt attention to this matter. If you have any questions or need assistance, feel free to contact us.</p>\n    \n    <p>Best regards, <br>\n    [Your Company Name] <br>\n    [Your Contact Information]</p>\n    \n    <div class=\"footer\">\n      <p>&copy; {{ $now.year }} [Your Company Name]. All rights reserved.</p>\n    </div>\n  </div>\n</body>\n</html>\n",
        "options": {},
        "subject": "=Friendly Reminder: Your Invoice is Due Soon \u2013 {{ $json.DocNumber }}"
      },
      "typeVersion": 2.1
    },
    {
      "id": "91131646-c435-4151-b683-6de0053e4d43",
      "name": "Send reminders sent summary",
      "type": "n8n-nodes-base.gmail",
      "position": [
        3008,
        544
      ],
      "parameters": {
        "sendTo": "user@example.com",
        "message": "={{ $json.output }}",
        "options": {},
        "subject": "=Summary of today's reminders sent"
      },
      "typeVersion": 2.1
    }
  ],
  "active": false,
  "settings": {
    "executionOrder": "v1"
  },
  "versionId": "43348de3-c2ce-4b0c-b6f3-49341f180347",
  "connections": {
    "If": {
      "main": [
        [
          {
            "node": "Update the customer",
            "type": "main",
            "index": 0
          }
        ],
        [
          {
            "node": "Create the customer",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "If2": {
      "main": [
        [
          {
            "node": "Insert invoice id to DB",
            "type": "main",
            "index": 0
          }
        ],
        [
          {
            "node": "Get Invoices",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "If3": {
      "main": [
        [
          {
            "node": "Delete invoice",
            "type": "main",
            "index": 0
          }
        ],
        [
          {
            "node": "Loop over invoices",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Switch": {
      "main": [
        [
          {
            "node": "Send reminder email",
            "type": "main",
            "index": 0
          }
        ],
        [
          {
            "node": "Delete invoice",
            "type": "main",
            "index": 0
          }
        ],
        [
          {
            "node": "Loop over invoices",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "AI Agent": {
      "main": [
        [
          {
            "node": "Send reminders sent summary",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Add item id": {
      "main": [
        [
          {
            "node": "Create the invoice",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Format data": {
      "main": [
        [
          {
            "node": "Check if the customer exists",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Get Invoices": {
      "main": [
        [
          {
            "node": "Loop over invoices",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Delete invoice": {
      "main": [
        [
          {
            "node": "Loop over invoices",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Add customer id": {
      "main": [
        [
          {
            "node": "Get the product",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Get the invoice": {
      "main": [
        [
          {
            "node": "Switch",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Get the product": {
      "main": [
        [
          {
            "node": "Add item id",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Send the invoice": {
      "main": [
        [
          {
            "node": "Add reminders config",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "OpenAI Chat Model": {
      "ai_languageModel": [
        [
          {
            "node": "AI Agent",
            "type": "ai_languageModel",
            "index": 0
          }
        ]
      ]
    },
    "Create the invoice": {
      "main": [
        [
          {
            "node": "Send the invoice",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Loop over invoices": {
      "main": [
        [
          {
            "node": "Get today's sent reminders",
            "type": "main",
            "index": 0
          }
        ],
        [
          {
            "node": "Get the invoice",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Create the customer": {
      "main": [
        [
          {
            "node": "Add customer id",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Send reminder email": {
      "main": [
        [
          {
            "node": "Increase sent reminders",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Update the customer": {
      "main": [
        [
          {
            "node": "Add customer id",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Add reminders config": {
      "main": [
        [
          {
            "node": "If2",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Increase sent reminders": {
      "main": [
        [
          {
            "node": "If3",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Insert invoice id to DB": {
      "main": [
        []
      ]
    },
    "Receive form submission": {
      "main": [
        [
          {
            "node": "Format data",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Get today's sent reminders": {
      "main": [
        [
          {
            "node": "AI Agent",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Schedule reminders trigger": {
      "main": [
        [
          {
            "node": "Add reminders config",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Check if the customer exists": {
      "main": [
        [
          {
            "node": "If",
            "type": "main",
            "index": 0
          }
        ]
      ]
    }
  }
}

Credentials you'll need

Each integration node will prompt for credentials when you import. We strip credential IDs before publishing — you'll add your own.

• openAiApi
• quickBooksOAuth2Api

About this workflow

This workflow automates the entire process of receiving a product/service order, checking or creating a customer in QuickBooks Online (QBO), generating an invoice, emailing it — all triggered by a form submission (via Jotform), and sending invoice reminders. Receive Submission…

Source: https://n8n.io/workflows/9760/ — original creator credit. Request a take-down →

More AI & RAG workflows → · Browse all categories →

Related workflows

Workflows that share integrations, category, or trigger type with this one. All free to copy and import.