# AI-powered invoice reminder & payment tracker: n8n workflow

> Started by another system calling it, and works across Email and Postgres. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/ai-powered-invoice-reminder-and-payment-tracker (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Money admin](https://millionrounds.com/workflows?category=Money+admin#library)

# AI-powered invoice reminder & payment tracker

Started by another system calling it, and works across Email and Postgres. It hands the judgement calls to OpenAI. 18 steps, 1 branch: a working afternoon to understand properly.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fai-powered-invoice-reminder-and-payment-tracker)

**18 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 3 Model 2 Logic 6 Service 7

The steps in the order they run, from what starts it.

- 1 **Schedule Daily Check** Schedule trigger *Starts it*
- 2 **Webhook: Payment Received** Webhook *Starts it*
- 3 **Generate Email** Lm Chat Open Ai *Model*
- 4 **Fetch Pending Invoices** Postgres *Service*
- 5 **Update Payment Status** Postgres *Service*
- 6 **AI Agent For Generate Email Content** Agent *Model*
- 7 **Filter Overdue Invoices** If *Logic*
- 8 **Webhook Response** Respond To Webhook *Starts it*
- 9 **Send Payment Confirmation** Email Send *Service*
- 10 **Format Email** Code *Logic*
- 11 **Calculate Reminder Logic** Code *Logic*
- 12 **Send Email Reminder** Email Send *Service*
- 13 **Prepare AI Prompt** Set *Logic*
- 14 **Update Reminder Status** Postgres *Service*
- 15 **Create Activity Log** Set *Logic*
- 16 **Save to Activity Log** Postgres *Service*
- 17 **Generate Daily Summary** Code *Logic*
- 18 **Send Summary to Finance Team** Email Send *Service*

## How it's built

- **Starts on:** Another system calling it
- **Steps:** 18, with 1 branch
- **Size:** Medium: a working afternoon
- **Connects to:** Email, Postgres
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Email and Postgres accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on another system calling it.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 18 steps is enough that you should read each one before running it.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 18 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fai-powered-invoice-reminder-and-payment-tracker)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Email](https://millionrounds.com/workflows?service=Email#library)[Postgres](https://millionrounds.com/workflows?service=Postgres#library)

## Workflows like it

Also money admin, with the same services where possible, closest in size first.

- [**Automate payment gateway & database transaction reconciliation** 19 steps · Email, Google Sheets](https://millionrounds.com/workflow/automate-payment-gateway-and-database-transaction-reconcilia)
- [**Invoice creator with Google Sheets** 17 steps · Email, Google Sheets](https://millionrounds.com/workflow/invoice-creator-with-google-sheets)
- [**Monitor bank transactions with Google Sheets and Slack** 19 steps · Email, Google Sheets](https://millionrounds.com/workflow/monitor-bank-transactions-with-google-sheets-and-slack)
- [**Automated invoice processing & filing with IMAP** 16 steps · calls a model · Email, Google Drive](https://millionrounds.com/workflow/automated-invoice-processing-and-filing-with-imap)
- [**Extract and organize receipt data with Notion and Telegram** 16 steps · Email, Notion](https://millionrounds.com/workflow/extract-and-organize-receipt-data-with-notion-and-telegram)
- [**Validate incoming XRechnung invoices from IMAP and archive them** 20 steps · Email, n8n data table](https://millionrounds.com/workflow/validate-incoming-xrechnung-invoices-from-imap-and-archive-t)