Workflow Templates

🔍 Extract Competitor SERP Rankings from Google Search to Sheets with Bright Data This template requires a self-hosted n8n instance to run. A comprehensive n8n automation that extracts competitor data from Google search results for specific keywords and target countries, automatically saving structured data to Google Sheets for competitive analysis and market research. 📋 Overview This workflow provides a professional competitor analysis solution that identifies ranking websites for specific search terms across different countries. Perfect for SEO research, competitive intelligence, market analysis, and content strategy planning. The system uses Bright Data's SERP API for accurate search result extraction and advanced HTML parsing for detailed competitor information. Who is this for? SEO professionals conducting competitive analysis Digital marketers researching market landscapes Business analysts studying competitor positioning Content strategists analyzing competitor content approaches Market researchers tracking competitive intelligence across regions What problem is this workflow solving? Extracting competitor data from Google search results Processing multiple keywords across different countries Organizing results in a structured, analyzable format Eliminating manual copy-paste work Ensuring consistent data collection methodology What this workflow does Manual Trigger: Starts the workflow execution Get Keywords from Sheet: Fetches keywords and target countries from Google Sheets URL Encode Keywords: Converts keywords to URL-safe format Process Keywords in Batches: Handles multiple keywords sequentially Fetch Google Search Results: Uses Bright Data SERP API to scrape HTML Extract Competitor Data from HTML: Parses HTML to extract competitor details Save Competitor Results to Sheet: Stores structured data in Google Sheets Wait to Avoid Rate Limits: Implements 30-second delays between requests Output Data Points | Field | Description | Example | | :--------------- | :--------------------------------- | :------------------------------------------ | | Keyword | Original search term | digital marketing services | | Target Country | Geographic target | US | | websiteName | Domain/company name | hubspot | | websiteUrl | Complete website URL | https://www.hubspot.com/marketing | | websiteTitle | Page title from search results | Digital Marketing Software & Tools | | websiteDescription | Meta description/snippet | Grow your business with HubSpot's digital marketing tools... | ⚙️ Setup Prerequisites n8n instance (self-hosted) Google account with Sheets access Bright Data account with SERP API access Google Sheet Structure This workflow utilizes two Google Sheets: one for input keywords and one for outputting competitor data. Input Sheet: "Keywords" This sheet should contain the keywords and target countries for your search queries. | Column Header | Data Type | Description | Example | | :------------- | :-------- | :------------------------------------------------- | :-------------- | | Keyword | Text | The search term you want to analyze. | digital marketing | | Country | Text | The 2-letter ISO country code for the target region of the search (e.g., US, GB, DE). | US | Output Sheet: "Competitor Results" This sheet will be populated automatically by the workflow with the extracted competitor data. | Column Header | Data Type | Description | Example | | :----------------- | :-------- | :---------------------------------------------------------------------------------- | :----------------------------------------------- | | Keyword | Text | The original search term used for the query. | digital marketing services | | Target Country | Text | The 2-letter ISO country code of the search results. | US | | websiteName | Text | The name of the website or domain found in the search results. | hubspot | | websiteUrl | URL | The full URL of the website or page found in the search results. | https://www.hubspot.com/marketing | | websiteTitle | Text | The title of the page as displayed in the Google search results. | Digital Marketing Software & Tools | | websiteDescription | Text | The meta description or snippet text displayed under the title in search results. | Grow your business with HubSpot's digital marketing tools... | Step-by-Step Setup Import the Workflow: Copy JSON → n8n → Workflows → + Add → Import from JSON Configure Bright Data Credentials: Credential Type: HTTP Header Auth Header Name: Authorization Header Value: Bearer YOUR_API_TOKEN Configure Google Sheets: Create two new Google Sheets as described above: one named "Keywords" (for input) and one named "Competitor Results" (for output). Set up Google Sheets OAuth2 credentials within n8n. Update Workflow Settings: Replace placeholders: YOUR_GOOGLE_SHEET_ID (for both input and output sheets), YOUR_BRIGHTDATA_CREDENTIAL_ID. Ensure correct sheet/tab names are selected in the Google Sheets nodes. Test & Activate: Add test data to your "Keywords" sheet → Execute workflow → Verify output in your "Competitor Results" sheet. 🛠 How to Customize Add More Data Points:** Modify the JavaScript code in the "Extract Competitor Data from HTML" node to parse and extract additional information from the HTML. Custom Filtering:** Implement logic to exclude specific domains, filter results by title length, or other criteria. Expand Geographic Coverage:** Add more 2-letter ISO country codes to the Bright Data SERP API call to broaden your competitive analysis. Batch Processing:** Adjust the settings in the "Process Keywords in Batches" node to optimize for your Bright Data plan and desired execution speed. Rate Limiting:** Modify the "Wait" node (default: 30 seconds) to increase or decrease the delay between requests based on API limits or performance needs. 📊 Use Cases & Examples SEO Competitive Analysis:** Identify top-ranking competitors for your target keywords and analyze their strategies. Market Entry Research:** Understand the competitive landscape in new geographic regions before expanding. Content Strategy Planning:** Analyze competitor page titles and meta descriptions for inspiration and to identify content gaps. International Market Research:** Compare search engine results and competitor positioning across different countries. 📈 Performance & Limits Single Keyword:** 30–60 seconds per keyword. Batch of 10 Keywords:** Typically takes 5–10 minutes. Large Lists (50+ Keywords):** Expect execution times of 30–60 minutes or more, depending on batching and rate limits. Success Rate:** Generally 95%+ for data extraction. Data Accuracy:** Typically 98%+ for extracted fields. API Calls:** 1 Bright Data SERP API call per keyword, plus multiple Google Sheets writes per execution. Rate Limit:** A 30-second delay between requests is recommended to prevent exceeding API limits. 🧰 Troubleshooting Bright Data API error:** Double-check your API token, ensure you have sufficient credits, and confirm SERP API access is enabled on your Bright Data account. No keywords found:** Verify the Google Sheet ID and ensure the column headers in your "Keywords" sheet precisely match the specifications (e.g., "Keyword", "Country"). Google Sheets permission denied:** Re-authenticate your Google Sheets credentials within n8n and check that the correct sharing settings are applied to your sheets. No results extracted:** Review the JavaScript parsing logic in the "Extract Competitor Data from HTML" node. Also, verify the validity of your keywords and target countries. Loop not processing all:** Check the batch settings in the "Process Keywords in Batches" node and ensure all connections within the loop are correctly configured. 🤝 Support & Community n8n Forum:** <https://community.n8n.io> n8n Docs:** <https://docs.n8n.io> Bright Data Support:** Access support directly via your Bright Data dashboard. GitHub Issues:** Report any bugs or suggest new features on the n8n GitHub repository. 🎯 Final Notes This workflow provides a comprehensive foundation for competitor research and market analysis. Customize it to fit your specific industry needs and competitive intelligence requirements. Please note that this template uses Community Nodes. Ensure you understand the risks before using community nodes.

Overview This n8n workflow is designed to extract specific interests from messages in a Telegram chat and retrieve related information using the Facebook Graph API. It aims to provide a streamlined solution for parsing and analyzing user-provided interests within the Telegram platform. Features Interest Extraction:** Automatically identifies and extracts interests from messages that start with the hashtag "#interest". Data Retrieval:** Utilizes the Facebook Graph API to retrieve information related to the extracted interests. Structured Outputs:** Presents the retrieved data in an organized format for further analysis and review. Requirements Operational instance of n8n (self-hosted or cloud version). Basic understanding of n8n workflows and nodes. Setup and Configuration Import Workflow: Load the provided JSON workflow into your n8n instance. Configure Telegram Trigger Node: Ensure the Telegram trigger node is set up with the appropriate credentials and webhook ID. Configure and Test Nodes: Adjust node parameters as necessary and test the workflow to ensure proper functionality. How it Works Telegram Trigger: Listens for incoming messages in a specified Telegram chat. Check Message Contents: Verifies if the message begins with the specified hashtag and is from the designated chat ID. Extract Message: Extracts the content of the message for further processing. Split Message: Splits the extracted message to identify the interest and remaining content. Connect to Graph API: Utilizes the Facebook Graph API to search for information related to the extracted interest. Split Interests into a Table: Organizes the retrieved data into a structured table format. Get Variables: Maps the retrieved data to create a new JSON object containing specific fields related to the interest. Create a Spreadsheet: Generates a spreadsheet file in CSV format based on the retrieved and formatted data. Send the Spreadsheet File: Sends the generated spreadsheet file back to the original Telegram chat. Customization Modify the filtering conditions and fields to suit specific requirements. Adjust the frequency of the trigger node based on preference. Best Practices Regularly test the workflow to ensure consistent performance. Stay informed about any changes to external APIs that might affect the workflow's functionality. Contributing Your feedback and contributions are highly valued. Feel free to adapt, modify, and share enhancements with the n8n community.

How It works It's very important to come prepared to Sales calls. This often means a lot of manual research about the person you're calling with. This workflow delivers the latest news about businesses you are about to interact with each day. Scans Your Calendar**: Each morning, it reviews your Google Calendar for any scheduled meetings or calls with companies. Fetches Latest News**: For each identified company, it searches the web for the most recent and relevant news articles using newsapi.org Delivers Insights**: You receive personalized emails via Gmail, each dedicated to a company you're meeting with that day, containing a curated list of news headlines, brief descriptions, and direct links to full articles. Setup steps The workflow requires you to have the following accounts set up in their respective nodes: Google Calendar GMail Besides those, there are a few parameters in the node called Setup that can be used to tweak the workflow:

Use Case This workflow aims to enrich new contacts in HubSpot. The more relevant the HubSpot profile, the more useful it is. Once active, this n8n workflow will update the social profiles, contact data (phone, email) as well as location data from ExactBuyer. Setup Add HubSpot trigger credential (be careful, scopes must be exactly as in n8n docs ) Add your Exact Buyer API key Add HubSpot credential for update node (be careful, scopes must be same as n8n docs for this. This is different from the trigger cred) Activate workflow How to adjust this template There's plenty of interesting info that ExactBuyer returns that could be helpful. Take a look and update this workflow to add what you need.

What it does The workflow is a simple yet efficient way to automate the process of indexing your website on Google using the Google Indexing API. How it works It works by extracting information from your sitemap, converting it into a JSON file, and looping through each URL to submit it for indexing. Here's a brief rundown of the workflow: The workflow can be triggered manually via the "Execute Workflow" button or scheduled to run at a specific time using the "Schedule Trigger" node. The sitemap of your website is fetched using the "sitemap_set" node with a HTTP Request to the sitemap URL. This XML sitemap is then converted into a JSON file using the "sitemap_convert" node. The "sitemap_parse" node splits the JSON file into individual URLs. The "url_set" node then prepares each URL to be sent to the Google Indexing API. A loop is created using the "loop" node to process each URL individually and make a POST request to Google Indexing API indicating that the URL has been updated. If the POST request is successful and the URL has been updated, the workflow waits for 2 seconds before moving to the next URL. In case the daily limit for the Google Indexing API is reached (200/day by default), an error message is triggered using the "Stop and Error" node. Before you use the workflow Activate the indexing API Create an account with Google Cloud Platform > Console and then create a new project Search for the Indexing API in the Library Activate the API Create a Service Account and get credentials Open the Service accounts page. If prompted, select a project. Click add Create Service Account, enter a name and description for the service account. You can use the default service account ID, or choose a different, unique one. When done click Create. On the Grant users access to this service account screen, scroll down to the Create key section. Click add Create key. In the side panel that appears, select the JSON format Click Create. Your new public/private key pair is generated and downloaded to your machine. Open the file and copy the private key. Add the credentials in the url_index node Add the user as owner of the site Beware, for each site you need to add the user as a owner like this: Set your sitemap Open the sitemap_set node and add the url to your sitemap. Now you should be able to ensure that Google is always up-to-date with the latest content on your website, improving your website's visibility and SEO rankings, have fun!

What it is Chat with your event schedule from Google Sheets in Telegram: "When is the next meetup?" "How many events are there next month?" "Who presented most often?" "Which future meetups have no presenters yet?" This workflow lets you chat with a telegram bot about past, present and future events that are scheduled in a Google Spreadsheet. (Info: This proof-of-concept was created as a demo for a hackathon of an AI & Developer Meetup in Da Nang (Vietnam) that uses a telegram group to organize) Who it is for If you want an easy way for your audience to get information about your events, you can us this workflow for the same purpose, or easily adapt it to your needs and different use-cases where you want to query smaller amounts of tabular data in natural language. How it works Upon getting triggered by a chat message to a telegram bot, the schedule of meetups is retrieved from Google Spreadsheets, converted into a markdown table syntax and fed into the system prompt of an LLM (we're using OpenRouter in this example), whose output is posted back as answer into the same telegram chat. Setup steps TO REVIEWING IN ACTION As the reviewer of this workflow, you can temporarily use it via an existing telegram bot, simply point your telegram client to https://t.me/AiDaNangBot and start to ask questions like: "When is the next meetup?" "What future meetings do not have presenters?" "Who presented on Future of Human Relationships?" To build upon this workflow: Import the workflow Customize the Google Docs credentials for your individual access Create a telegram bot and connect it to the workflow by entering its API token into the credentials used in the telegram trigger node In the "Settings" node, replace the "scheduleURL" with the URL of your own copy of the Google Spreadsheet or a copy of the Event Schedule Template Sheet to spin off your own – whereby the structure of the spreadsheet doesn't matter, it's just important that you semantically structure your information in dedicated columns clearly labeled in the header row.

🎨 AI Image Editor with Form Upload + Telegram Delivery 🚀 Who’s it for? 👥 This workflow is built for content creators, social media managers, designers, and agencies who need fast, AI-powered image editing without the hassle. Whether you're batch-editing for clients or spicing up personal projects, this tool gets it done — effortlessly. What it does 🛠️ A seamless pipeline that: 📥 Accepts uploads + prompts via a clean form ☁️ Saves images to Google Drive automatically 🧠 Edits images with OpenAI’s image API 📁 Converts results to downloadable PNGs 📬 Delivers the final image instantly via Telegram Perfect for AI-enhanced workflows that need speed, structure, and simplicity. How it works ⚙️ User Uploads: Fill a form with an image + editing prompt Cloud Save: Auto-upload to your Google Drive folder AI Editing: OpenAI processes the image with your prompt Convert & Format: Image saved as PNG Telegram Delivery: Final result sent straight to your chat 💬 You’ll need ✅ 🔑 OpenAI API key 📂 Google Drive OAuth2 setup 🤖 Telegram bot token & chat ID ⚙️ n8n instance (self-hosted or cloud) Setup in 4 Easy Steps 🛠️ 1. Connect APIs Add OpenAI, Google Drive, and Telegram credentials to n8n Store keys securely (avoid hardcoding!) 2. Configure Settings Set Google Drive folder ID Add Telegram chat ID Tweak image size (default: 1024×1024) 3. Deploy the Form Add a Webhook Trigger node Test with a sample image Share the form link with users 🎯 Fine-Tune Variables In the Set node, customize: 📐 Image size 📁 Folder path 📲 Delivery options ⏱️ Timeout duration Want to customize more? 🎛️ 🖼️ Image Settings Change size (e.g. 512x512 or 2048x2048) Update the model (when new versions drop) 📂 Storage Auto-organize files by date/category Add dynamic file names using n8n expressions 📤 Delivery Swap Telegram with Slack, email, Discord Add multiple delivery channels Include image prompt or metadata in messages 📝 Form Upgrades Add fields for advanced editing Validate file types (e.g. PNG/JPEG only) Show a progress bar for long edits ⚡ Advanced Features Add error handling or retry flows Support batch editing Include approvals or watermarking before delivery ⚠️ Notes & Best Practices ✅ Check OpenAI credit balance 🖼️ Test with different image sizes/types ⏱️ Adjust timeout settings for larger files 🔐 Always secure your API keys

The built-in Gmail node doesn't yet support embedding images within the body of the email, but you can pull this off using the HTTP node, and this template shows you how. Requirements A Gmail account How it works The workflow downloads an image, converts it into the format that the Gmail API expects (base64), packages it into a multipart MIME email and uses the HTTP node to send it.

This n8n workflow demonstrates how to automate image captioning tasks using Gemini 1.5 Pro - a multimodal LLM which can accept and analyse images. This is a really simple example of how easy it is to build and leverage powerful AI models in your repetitive tasks. How it works For this demo, we'll import a public image from a popular stock photography website, Pexel.com, into our workflow using the HTTP request node. With multimodal LLMs, there is little do preprocess other than ensuring the image dimensions fit within the LLMs accepted limits. Though not essential, we'll resize the image using the Edit image node to achieve fast processing. The image is used as an input to the basic LLM node by defining a "user message" entry with the binary (data) type. The LLM node has the Gemini 1.5 Pro language model attached and we'll prompt it to generate a caption title and text appropriate for the image it sees. Once generated, the generated caption text is positioning over the original image to complete the task. We can calculate the positioning relative to the amount of characters produced using the code node. An example of the combined image and caption can be found here: https://res.cloudinary.com/daglih2g8/image/upload/f_auto,q_auto/v1/n8n-workflows/l5xbb4ze4wyxwwefqmnc Requirements Google Gemini API Key. Access to Google Drive. Customising the workflow Not using Google Gemini? n8n's basic LLM node supports the standard syntax for image content for models that support it - try using GPT4o, Claude or LLava (via Ollama). Google Drive is only used for demonstration purposes. Feel free to swap this out for other triggers such as webhooks to fit your use case.

Transform YouTube comments into actionable insights with automated AI analysis and professional email reports. This intelligent workflow monitors your Google Sheets for YouTube video IDs, fetches comments using YouTube API, performs comprehensive AI sentiment analysis, and delivers formatted email reports with viewer insights - helping content creators understand their audience and improve engagement. 🚀 What It Does Smart Video Monitoring: Watches Google Sheets for new YouTube video IDs marked as "Pending" and triggers automated analysis Complete Comment Collection: Fetches up to 100 top comments per video using YouTube API with relevance-based ordering AI-Powered Analysis: Uses GPT-4 to analyze comments for sentiment, themes, questions, feedback, and actionable insights Professional Email Reports: Generates detailed HTML reports with statistics, sentiment breakdown, and improvement recommendations Automated Status Tracking: Updates spreadsheet status to prevent duplicate processing and maintain organized workflow 🎯 Key Benefits ✅ Deep Audience Insights: Understand what viewers really think about your content ✅ Save Hours of Manual Work: Automated comment analysis vs reading hundreds of comments ✅ Improve Content Strategy: Get actionable feedback for better video performance ✅ Track Sentiment Trends: Monitor positive/negative feedback patterns ✅ Professional Reporting: Receive formatted analysis reports via email ✅ Scalable Analysis: Process multiple videos automatically 🏢 Perfect For Content Creators & YouTubers Individual creators tracking audience engagement Educational channels analyzing learning feedback Entertainment creators understanding viewer preferences Business channels monitoring brand sentiment Marketing & Business Applications Brand Monitoring**: Track sentiment on branded content and partnerships Audience Research**: Understand viewer demographics and preferences Content Optimization**: Identify what resonates with your audience Competitor Analysis**: Analyze comments on competitor videos (where allowed) ⚙️ What's Included Complete Analytics Workflow: Ready-to-deploy YouTube comment analysis system Google Sheets Integration: Simple spreadsheet-based video management YouTube API Integration: Automated comment fetching with proper authentication AI Analysis Engine: GPT-4 powered sentiment and insight generation Email Reporting System: Professional HTML-formatted reports Status Management: Automatic processing tracking and duplicate prevention 🔧 Setup Requirements n8n Platform**: Cloud or self-hosted instance YouTube API Credentials**: Google Cloud Console API access OpenAI API**: GPT-4 access for comment analysis Google Sheets**: Video ID management and status tracking Gmail Account**: For receiving analysis reports 📊 Required Google Sheets Structure | ID | Video Title | YouTube Video ID | Status | |----|-------------|------------------|---------| | 1 | My Tutorial | dQw4w9WgXcQ | Pending | | 2 | Product Demo| abc123def456 | Mail Sent | | 3 | Weekly Vlog | xyz789uvw012 | Draft | Status Options: Draft → Pending → Mail Sent 📧 Sample Analysis Report 📺 YouTube Comments Analysis Report Video: "How to Build Your First Website" 📊 Quick Statistics: • Total Comments Analyzed: 87 • Average Likes per Comment: 3.2 • Total Replies: 156 • Sentiment Summary: Positive: 65%, Negative: 10%, Neutral: 25% ❓ Common Questions: • "What hosting service do you recommend?" • "Can I do this without coding experience?" • "How much does domain registration cost?" 💡 Key Feedback Points: • Tutorial pace is perfect for beginners • More examples of finished websites requested • Viewers want follow-up video on advanced features 🎯 Actionable Insights: • Create hosting comparison video • Add timestamps for different skill levels • Consider beginner-friendly series expansion 🎨 Customization Options Analysis Depth: Adjust AI prompts for different analysis focuses (engagement, education, entertainment) Comment Limits: Modify maximum comments processed (default: 100, AI analysis: 50) Report Recipients: Send reports to multiple team members or clients Custom Metrics: Add specific analysis criteria for your content niche Multi-Channel: Process videos from multiple YouTube channels Scheduling: Set up regular analysis of your latest videos 🏷️ Tags & Categories #youtube-analytics #comment-analysis #content-creator-tools #ai-sentiment-analysis #video-insights #audience-research #youtube-api #content-optimization #social-media-analytics #creator-economy #video-marketing #engagement-analysis #content-strategy #ai-reporting #youtube-automation 💡 Use Case Examples Educational Channel: Analyze tutorial comments to identify confusing concepts and improve teaching methods Product Reviews: Monitor sentiment on review videos to understand customer satisfaction trends Entertainment Creator: Track audience reactions to different content formats and optimize future videos

What this workflow does This workflow allows you to monitor multiple Github repos simultaneously without polling due to use of Webhooks. It programmatically allows for adding and deleting of repos to your watchlist to make management convenient. Description Can monitor multiple repos simultaneously. Programmatically register or unregister repos from a list. No need for manual work. Webhook notification means no constant polling necessary. Setup 1. Creating Credentials on Github Generate a personal access token on github by following these esteps; Right hand side of page -> Settings -> scroll to bottom -> Developer Settings > Personal Access Token > Tokens (classic) > Generate New Token Give scopes: admin:repo_hook repo (if you want to use it for your own private repo) if you need more help, see here: https://docs.github.com/en/authentication/keeping-your-account-and-data-secure/managing-your-personal-access-tokens 2. Setting Credentials in n8n In Register Github Webhook Authenticaion > Generic Credential Type Generic Auth Type > Header Auth Header Auth > Create New Credential with Name set to 'Authorization' and Value set to 'Bearer '. (You can reuse this for Delete Github Webhook and Get Existing Webhooks). Now in Register Github Webhook, scroll down to Send Body > JSON and inside the JSON, change the value of "url" to the webhook address given as Production URL in the node Webhook Trigger. 3. Notification settings In the third row, link up the Webhook Trigger to any API of your choice. Slack and Telegram are given as examples. You can also format the notification message as you wish. Setup time: roughly 10 minutes. Instructions Video: https://vimeo.com/1013473758 Test 1. Register Webhooks In Repos to Monitor, add any repo you want to monitor changes for. Disable Webhook Trigger, Click Test Workflow and if your Github credentials were set correctly, it will automatically register the webhooks. - You can test this by running the single node Get Existing Webhook and confirming it outputs the repo addresses. 2. Handle Github Events Now that you have registered the webhooks, re-enable Webhook Trigger and activate the workflow. Make a commit to any of the registered repos. Confirm that the notification went through. That's it!

Smart Invoice Collection System with OpenAI, Gmail & Google Sheets Categories: Financial Automation, AI Business Tools, Cash Flow Management This workflow creates an intelligent invoice collection system that automatically follows up on overdue invoices using AI-powered personalization. The system monitors your invoice database, analyzes email history to prevent inappropriate follow-ups, and sends increasingly urgent but professional reminders at precise intervals. Built to solve one of the biggest cash flow killers for small businesses, this automation can easily generate an additional $10-15K per year in recovered payments. Benefits Automated Cash Flow Recovery** - Generate $10-15K annually in previously forgotten invoice payments Intelligent Timing** - AI analyzes email history to prevent sending follow-ups at inappropriate times Escalating Urgency** - Four template levels from gentle reminders to firm collection notices Professional Communication** - Maintains business relationships while ensuring payment Zero Manual Work** - Complete automation from overdue detection to email delivery High-Value Service** - Easily sold to clients for $1,500-3,000 per implementation How It Works Invoice Monitoring System: Connects to Google Sheets containing your invoice database with sent dates and client information Automatically calculates days overdue using date difference calculations Filters invoices to process only those at specific intervals (7, 14, 21, 28 days overdue) Runs on schedule (daily recommended) to catch invoices as they become overdue Email History Intelligence: Retrieves recent email conversations with each client using Gmail integration Analyzes communication patterns to identify recent discussions about invoices Prevents sending follow-ups within 72 hours of relevant email conversations Aggregates email threads with timestamps for comprehensive context analysis AI-Powered Follow-up Generation: Uses OpenAI to analyze conversation history and determine follow-up appropriateness Selects appropriate template based on days overdue and escalation schedule Generates personalized emails that reference specific client names and invoice details Adapts tone from friendly reminders to more urgent payment requests over time Professional Email Delivery: Creates properly formatted emails with personalized subject lines and content Maintains professional tone while applying appropriate urgency levels Includes clear next steps and payment instructions for clients Optionally creates drafts for review or sends automatically based on your preference Smart Template Escalation: 7 Days:** Gentle reminder with helpful tone ("Hope you're well, just checking on that invoice") 14 Days:** Professional follow-up with assistance offer ("Here to help if anything's unclear") 21 Days:** More direct approach with specific timeline expectations 28 Days:** Firm but professional final notice before escalation Required Google Sheets Setup Create a Google Sheet with these exact column headers: Invoice Tracking Sheet: Client Name - Full name of client/company for personalization Email - Client's email address for follow-up communications Date Sent - Date invoice was originally sent (format: YYYY-MM-DD) Invoice ID - Unique identifier for tracking and reference Amount - Invoice amount (optional, for internal tracking) Status - Payment status (Pending, Paid, Overdue - optional) Setup Instructions: Create Google Sheet with exact column headers listed above Populate with your outstanding invoice data Connect Google Sheets OAuth credentials in n8n Update the Google Sheets document ID in the "Google Sheets" node Configure Gmail OAuth for email access and sending Set schedule trigger for daily execution (recommended 9 AM business hours) Template Customization: The system includes 4 pre-written templates that you can customize: Modify sender name and signature in the AI prompt Adjust urgency levels and escalation timing Customize company-specific language and policies Add payment links or specific instructions Business Use Cases Service-Based Businesses** - Agencies, consultants, and freelancers with NET30/60 payment terms B2B Companies** - Businesses with recurring invoice cycles and multiple clients Accounting Firms** - Offer automated collections as a premium service to clients Small Business Owners** - Eliminate manual follow-up work while improving cash flow Automation Agencies** - High-value service offering with clear ROI demonstration Professional Services** - Lawyers, architects, and consultants with project-based billing Revenue Potential This system transforms invoice collection economics: $10-15K annual recovery** for average small business with forgotten invoices $1,500-3,000 implementation fee** when sold as a service to clients 40-60% reduction** in accounts receivable aging Zero ongoing labor costs** - replaces hours of manual follow-up work Improved client relationships** - consistent, professional communication Scalable business offering** - one-time setup serves clients indefinitely Difficulty Level: Intermediate Estimated Build Time: 1-2 hours Monthly Operating Cost: ~$15 (OpenAI + Google Workspace APIs) Watch My Complete Build Process Want to see exactly how I built this invoice collection system from scratch? I walk through the entire development process live, including the AI prompting strategies, email history analysis, and the exact business logic that generates thousands in recovered payments. 🎥 Watch My Live Build: "THIS Smart Invoice System Will Make You an Additional $750/Month" This comprehensive tutorial shows the real development process - including advanced filtering logic, AI prompt engineering, and the proven templates that maintain professional relationships while ensuring payment. Set Up Steps Google Sheets Integration: Create invoice tracking spreadsheet with required column structure Set up Google Sheets OAuth credentials and permissions Configure document ID and sheet name in the workflow Test data retrieval with sample invoice entries Gmail Configuration: Set up Gmail OAuth for both reading and sending emails Configure email search parameters for conversation history Test email retrieval and draft creation functionality Set appropriate sender name and signature AI Follow-up Engine: Configure OpenAI API credentials with appropriate rate limits Customize the 4 escalation templates for your business tone Test AI decision-making with sample conversation histories Optimize prompts for your specific industry and client types Schedule and Automation: Set up daily schedule trigger (recommended 9 AM business hours) Configure error handling for API failures and network issues Test complete workflow with small batch of overdue invoices Monitor initial runs and optimize timing/templates based on results Quality Control: Start with draft mode to review AI-generated emails before sending Monitor client responses and adjust templates for better results Track payment recovery rates to demonstrate system effectiveness Scale to full automation once confident in output quality Advanced Optimizations Enhance the system with additional capabilities: Multi-Currency Support** - Handle international invoices with proper formatting Payment Link Integration** - Include Stripe/PayPal links for immediate payment CRM Integration** - Sync with Salesforce, HubSpot, or other business systems Escalation Rules** - Automatically transfer to collections after final notice Performance Analytics** - Track recovery rates and optimize messaging Multi-Language Templates** - Support international clients with localized messaging Important Considerations Email Frequency** - Built-in 72-hour delays prevent overwhelming clients with follow-ups Professional Tone** - Templates maintain business relationships while ensuring payment Legal Compliance** - Follow local collection laws and regulations for your jurisdiction Client Communication** - System preserves conversation history for context and disputes Privacy Protection** - All email analysis happens securely within your n8n instance Why This System Works The key to successful automated invoice collection lies in intelligent timing and personalization: Context awareness** prevents follow-ups during ongoing payment discussions Graduated escalation** maintains professionalism while applying appropriate pressure Personalized messaging** makes automated emails feel human-written Consistent execution** ensures no invoices fall through the cracks Relationship preservation** maintains client trust while securing payments Check Out My Channel For more revenue-generating automation systems and proven business-building strategies, explore my YouTube channel where I share the exact systems used to scale automation agencies to $72K+ monthly revenue.