n8n Workflow: Automated Monthly Sales Reports from Square via Gmail

This n8n workflow automates the process of fetching monthly sales data from Square, converting it into a CSV file, and sending it as an email attachment via Gmail. It's designed to simplify recurring reporting tasks, ensuring that sales summaries are delivered consistently without manual intervention.

What it does

This workflow performs the following steps:

1. Schedules Execution: The workflow is triggered on a predefined schedule (e.g., monthly) to initiate the reporting process.
2. Fetches Sales Data: It makes an HTTP request to an external API (presumably Square's API, though the specific endpoint is not defined in the provided JSON) to retrieve sales data.
3. Processes Data (Code Node): A Code node is used, likely to transform or filter the raw sales data received from the HTTP request into a suitable format for the report.
4. Splits Out Data: The "Split Out" node suggests that the processed data might be an array of items, and this node separates them into individual items for further processing.
5. Converts to CSV File: The data is then converted into a CSV file format, which is a common and easily shareable format for tabular data.
6. Conditional Email Sending: An "If" node checks a condition (the specifics are not defined in the JSON, but it could be to ensure data exists or a certain threshold is met).
7. Sends Email via Gmail: If the condition in the "If" node is met, the generated CSV file is attached to an email and sent using Gmail.

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Instance: A running n8n instance to import and execute the workflow.
• Square Account: Access to a Square account with API credentials to fetch sales data.
• Gmail Account: A Gmail account configured as a credential in n8n for sending emails.
• API Endpoint: The specific API endpoint for fetching sales data from Square (to be configured in the HTTP Request node).
• Custom Code: The JavaScript code for data processing within the "Code" node (to be defined based on your data structure).

Setup/Usage

1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
2. Configure Credentials:
   • Set up a Gmail OAuth2 credential in n8n.
   • Set up an HTTP Request credential (e.g., API Key or OAuth2) for your Square account.
3. Configure HTTP Request Node (ID: 19):
   • Update the URL to your Square API endpoint for fetching sales data.
   • Configure the Method (e.g., GET) and Authentication method using your Square credentials.
   • Adjust any Headers or Query Parameters as required by the Square API.
4. Configure Code Node (ID: 834):
   • Edit the JavaScript code within this node to parse and transform the data received from the HTTP Request node into the desired format for your report.
5. Configure Convert to File Node (ID: 1234):
   • Ensure the File Type is set to CSV.
   • Verify that the Input Data correctly references the output from the "Code" or "Split Out" node.
6. Configure If Node (ID: 20):
   • Define the Conditions for when the email should be sent. For example, you might check if the Convert to File node successfully generated a file or if the sales data is not empty.
7. Configure Gmail Node (ID: 356):
   • Select your configured Gmail credential.
   • Specify the To email address(es) for the recipients of the sales report.
   • Set the Subject of the email (e.g., "Monthly Sales Report - {{ $json.month }}").
   • Compose the Body of the email.
   • Ensure the Attachments option is configured to include the output file from the "Convert to File" node.
8. Configure Schedule Trigger Node (ID: 839):
   • Set the desired Interval (e.g., "Every Month") and specific time for the workflow to run.
9. Activate the Workflow: Once configured, activate the workflow to enable automated execution.

This workflow provides a robust foundation for automating your monthly sales reporting, saving time and ensuring timely delivery of critical business insights.