# Automate tenant rent collection with Sheets and Gmail: n8n workflow

> Started by a clock, and works across Gmail, Google Sheets and Telegram. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/automate-tenant-rent-collection-with-sheets-and-gmail (Millionrounds; every figure on the page links to its filing or article)

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

# Automate tenant rent collection with Sheets and Gmail

Started by a clock, and works across Gmail, Google Sheets and Telegram. It hands the judgement calls to OpenAI. 24 steps, 4 branches: large, and worth reading before you trust it with anything live.

Large Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-tenant-rent-collection-with-sheets-and-gmail)

**24 steps** Large: read it before trusting it with anything live

**4** Branches: places the flow splits

**0** Loops or waits

**3** Services it connects to

## The flow

Starts it 2 Model 4 Logic 8 Service 10

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

- 1 **When Daily Reminder Due** Schedule trigger *Starts it*
- 2 **OpenAI GPT-4 Reminder Model** Lm Chat Open Ai *Model*
- 3 **When Weekly Summary Due** Schedule trigger *Starts it*
- 4 **OpenAI GPT-4 Summary Model** Lm Chat Open Ai *Model*
- 5 **Read Ledger from Sheets** Google Sheets *Service*
- 6 **AI Rent Reminder Agent** Agent *Model*
- 7 **Read Weekly Ledger from Sheets** Google Sheets *Service*
- 8 **AI Weekly Summary Agent** Agent *Model*
- 9 **Check Ledger Read Success** If *Logic*
- 10 **Build Reminder Details** Set *Logic*
- 11 **Prepare Tenant Summary Lines** Set *Logic*
- 12 **Build Weekly Summary Details** Set *Logic*
- 13 **Set Tenant Information** Set *Logic*
- 14 **Notify Ledger Issue Telegram** Telegram *Service*
- 15 **Check Reminder Draft Validity** If *Logic*
- 16 **Summarize Rent Collections** Summarize *Service*
- 17 **Email Weekly Summary** Gmail *Service*
- 18 **Check Rent Overdue** If *Logic*
- 19 **Send Rent Reminder Email** Gmail *Service*
- 20 **Notify AI Failure Telegram** Telegram *Service*
- 21 **Send Weekly Summary Telegram** Telegram *Service*
- 22 **Log Reminder in Sheets** Google Sheets *Service*
- 23 **Check for Escalation** If *Logic*
- 24 **Notify Landlord via Telegram** Telegram *Service*

## How it's built

- **Starts on:** A clock
- **Steps:** 24, with 4 branches
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Gmail, Google Sheets, Telegram
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Sheets and Telegram accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on a clock.

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?

Take your time. At 24 steps it is large: read it before trusting it with anything live.

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 24 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%2Fautomate-tenant-rent-collection-with-sheets-and-gmail)
- **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.

[Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)[Telegram](https://millionrounds.com/workflows?service=Telegram#library)

## Workflows like it

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

- [**AI Timesheet Generator with Gmail and Calendar** 24 steps · calls a model · GitHub, Gmail](https://millionrounds.com/workflow/ai-timesheet-generator-with-gmail-and-calendar)
- [**Agent personnel with OpenAI and Gmail** 24 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/agent-personnel-with-openai-and-gmail)
- [**Automate meeting summaries from Fireflies transcripts** 24 steps · calls a model · Gmail](https://millionrounds.com/workflow/automate-meeting-summaries-from-fireflies-transcripts)
- [**Deploy a Google Gemini AI assistant on WhatsApp with Gmail** 24 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/deploy-a-google-gemini-ai-assistant-on-whatsapp-with-gmail)
- [**Handle healthcare appointments on WhatsApp with Gemini** 24 steps · calls a model · Google Calendar, Google Sheets](https://millionrounds.com/workflow/handle-healthcare-appointments-on-whatsapp-with-gemini)
- [**Send rent reminders and weekly AI summaries with OpenAI** 24 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/send-rent-reminders-and-weekly-ai-summaries-with-openai)