Automatically Send Monthly Sales Reports from Square via Outlook

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 Microsoft Outlook. This ensures that stakeholders receive timely and consistent sales reports without manual intervention.

What it does

1. Schedules Execution: The workflow is triggered on a recurring schedule (e.g., once a month) to ensure reports are sent regularly.
2. Fetches Sales Data: Makes an HTTP request to the Square API to retrieve sales data for the previous month.
3. Processes Data: Uses a Code node to parse and prepare the raw JSON data received from Square.
4. Converts to CSV: Transforms the processed sales data into a CSV file format.
5. Splits Data (if necessary): If the data contains multiple items, it ensures each item is processed individually for the next step.
6. Sends Email: Sends an email via Microsoft Outlook with the generated CSV file attached, delivering the monthly sales report to specified recipients.

Prerequisites/Requirements

• n8n Instance: A running n8n instance.
• Square Account: Access to the Square API with appropriate permissions to fetch sales data. You will need to configure an HTTP Request node with your Square API credentials (e.g., API key, base URL).
• Microsoft Outlook Account: An Outlook account configured as a credential in n8n to send emails.

Setup/Usage

1. Import the Workflow:
   • Copy the provided JSON code.
   • In your n8n instance, go to "Workflows" and click "New".
   • Click on the "Import from JSON" button and paste the copied JSON.
   • Click "Import".
2. Configure Credentials:
   • HTTP Request (Square API):
     • Locate the "HTTP Request" node.
     • You will need to configure the URL, HTTP Method (likely GET), and authentication details for your Square API. This typically involves setting up an "OAuth2" or "Header Auth" credential with your Square API token.
     • Adjust the URL and any query parameters to fetch the desired monthly sales data (e.g., date ranges).
   • Microsoft Outlook:
     • Locate the "Microsoft Outlook" node.
     • Select or create a new "Microsoft Outlook Account" credential. Follow the n8n documentation for connecting your Microsoft account if you haven't already.
3. Customize Email Details:
   • In the "Microsoft Outlook" node, configure the "To", "Subject", and "Body" fields of the email as needed. You can use expressions to dynamically include the month/year in the subject or body.
4. Adjust Schedule:
   • Locate the "Schedule Trigger" node.
   • Configure the desired schedule for the workflow to run (e.g., "Every 1st day of the month" at a specific time).
5. Activate the Workflow:
   • Once all configurations are complete, save the workflow and activate it by toggling the "Active" switch in the top right corner of the workflow editor.