Automate Payment Receipt Email Archiving and Tracking with Stripe and Google Workspace

This n8n workflow automates the process of archiving payment receipts from Stripe, sending them to customers via Gmail, and tracking them in Google Sheets and Google Drive. It helps businesses streamline their financial record-keeping and customer communication for payment confirmations.

What it does

This workflow is designed to handle payment receipts efficiently:

1. Manually Trigger: The workflow is initiated manually, allowing for on-demand execution.
2. Retrieve Data from Google Sheets: It fetches relevant payment data from a specified Google Sheet.
3. Process Each Item: It processes each row of data from the Google Sheet individually.
4. Send Payment Receipt Email (Gmail): For each payment record, it sends a personalized payment receipt email to the customer using Gmail.
5. Upload Receipt to Google Drive: It uploads the payment receipt (likely generated or referenced from the Google Sheet data) to a designated folder in Google Drive for organized archiving.
6. Update Google Sheet: It updates the Google Sheet, potentially marking the payment as processed or adding a link to the archived receipt.
7. Conditional Logic (If Node): The workflow includes an If node, suggesting it might apply conditional logic based on certain criteria, though the specific conditions are not detailed in the provided JSON. This could be used for error handling, different email templates, or alternative archiving paths.
8. HTTP Request: It makes an HTTP request, which could be used to interact with a payment gateway (like Stripe, as hinted by the directory name) to fetch receipt details, or to another external service.

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Account: To host and execute the workflow.
• Google Workspace Account: With access to:
  • Google Sheets: For storing and tracking payment data.
  • Gmail: For sending payment receipt emails.
  • Google Drive: For archiving payment receipts.
• Stripe Account (Implied): While not explicitly in the JSON, the directory name suggests integration with Stripe for payment data. You would likely need a Stripe API key or webhook setup for a more complete integration.
• Credentials: Appropriate n8n credentials configured for Google Sheets, Gmail, Google Drive, and any other HTTP endpoint.

Setup/Usage

1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
2. Configure Credentials: Set up your Google Sheets, Gmail, and Google Drive credentials within n8n. Ensure they have the necessary permissions to read/write sheets, send emails, and manage files.
3. Customize Google Sheets Node:
   • Specify the Spreadsheet ID and Sheet Name where your payment data is stored.
   • Ensure the column headers in your Google Sheet match the data expected by the workflow for email content and Drive uploads.
4. Customize Gmail Node:
   • Configure the Recipient Email using an expression to pull the customer's email from the Google Sheet data (e.g., {{ $json.email }}).
   • Design your Email Subject and Body to include relevant payment details from the Google Sheet (e.g., {{ $json.invoiceNumber }}, {{ $json.amount }}).
5. Customize Google Drive Node:
   • Specify the Folder ID where receipts should be uploaded.
   • Configure the File Name and File Content using expressions to dynamically name the receipt and attach the correct file (e.g., {{ $json.invoiceNumber }}.pdf).
6. Review and Configure 'If' Node (if applicable): If the 'If' node is used for specific conditions, ensure its logic is correctly set up based on your requirements.
7. Configure HTTP Request Node: If this node interacts with Stripe or another service, configure the URL, method, headers, and body as required by the API.
8. Test the Workflow: Run the workflow manually with test data to ensure all steps execute correctly and emails are sent, files are uploaded, and sheets are updated as expected.
9. Activate the Workflow: Once tested and verified, activate the workflow to make it ready for production use.