Automated Invoice Management with Nextcloud, Email, and Telegram Notifications

This n8n workflow streamlines the process of managing invoices by periodically checking a Nextcloud folder for new files, sending email notifications, and optionally sending Telegram alerts. It helps ensure that new invoices are promptly recognized and communicated to relevant parties.

What it does

This workflow automates the following steps:

1. Triggers on a Schedule: The workflow starts at predefined intervals (e.g., daily, hourly) to check for new invoices.
2. Checks Nextcloud for New Files: It connects to a specified Nextcloud instance and lists files within a designated folder.
3. Processes Nextcloud File Data: It takes the file data retrieved from Nextcloud and prepares it for further actions.
4. Sends Email Notification: For each new file found, an email notification is sent, likely containing details about the new invoice.
5. Conditionally Sends Telegram Notification: It includes a conditional logic step (If node) which, if evaluated to true, proceeds to send a Telegram message. This suggests a filtering mechanism for when Telegram notifications are appropriate.
6. Sends Telegram Message: If the condition is met, a Telegram message is sent, providing an additional alert channel for new invoices.

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Instance: A running n8n instance to host the workflow.
• Nextcloud Account: Access to a Nextcloud instance with a designated folder for invoices.
• SMTP Server/Email Service: Credentials for an email service (e.g., Gmail, Outlook, custom SMTP) to send notifications.
• Telegram Bot Token and Chat ID: A Telegram bot and the chat ID where notifications should be sent (if Telegram notifications are desired).

Setup/Usage

1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
2. Configure Credentials:
   • Nextcloud: Set up your Nextcloud credentials in the "Nextcloud" node.
   • Send Email: Configure your email service credentials in the "Send Email" node.
   • Telegram: If using Telegram, configure your Telegram bot credentials in the "Telegram" node.
3. Adjust Nextcloud Node:
   • Specify the Nextcloud folder path where invoices are stored.
   • Configure the operation to list files.
4. Customize Email Content:
   • Edit the "Send Email" node to define the recipient, subject, and body of the email. You can use expressions to include dynamic data from Nextcloud (e.g., file name, creation date).
5. Configure Conditional Logic (If Node):
   • Adjust the conditions in the "If" node to determine when a Telegram notification should be sent. For example, you might only send Telegram messages for invoices from specific vendors or above a certain amount (this would require additional data extraction from the invoice itself, which is not explicitly shown in the provided JSON but could be added).
6. Customize Telegram Message (if applicable):
   • Edit the "Telegram" node to define the chat ID and the message content.
7. Set Schedule:
   • Configure the "Schedule Trigger" node to define how often the workflow should run (e.g., every hour, once a day).
8. Activate the Workflow: Once configured, activate the workflow in n8n.