Automation library · Money admin

Manage school fee receipts and GPT-4o reminders with Razorpay

Started by another system calling it, and works across Gmail, Google Sheets, Slack and Telegram. It hands the judgement calls to OpenAI. 20 steps, 1 branch: a working afternoon to understand properly.

MediumCalls a model: OpenAI

Download free
20 stepsMedium: a working afternoon
1Branch: places the flow splits
0Loops or waits
4Services it connects to

The flow

Starts it 3Model 1Logic 6Service 10

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

  1. 1Receive Razorpay Payment WebhookWebhookStarts it
  2. 2Every Monday 9 AM, Check DefaultersSchedule triggerStarts it
  3. 3On Workflow ErrorError triggerStarts it
  4. 4Parse and Validate Payment PayloadCodeLogic
  5. 5Fetch All Student RecordsGoogle SheetsService
  6. 6Slack, Send Workflow Error AlertSlackService
  7. 7Look Up Student Record in SheetsGoogle SheetsService
  8. 8Identify and Tier DefaultersCodeLogic
  9. 9Calculate Updated Fee BalanceCodeLogic
  10. 10Any Defaulters Found?IfLogic
  11. 11Update Student Balance in SheetsGoogle SheetsService
  12. 12AI Draft Personalised Fee ReminderOpen AiModel
  13. 13Build Branded HTML ReceiptCodeLogic
  14. 14Merge AI Message with Defaulter DataCodeLogic
  15. 15Convert Receipt HTML to PDFConvert To FileService
  16. 16Email Fee Reminder to ParentGmailService
  17. 17Log Reminder Sent to Audit SheetGoogle SheetsService
  18. 18Email PDF Receipt to ParentGmailService
  19. 19Send Commentary to TelegramTelegramService
  20. 20Log Payment to Audit SheetGoogle SheetsService

How it's built

Starts on
Another system calling it
Steps
20, with 1 branch
Size
Medium: a working afternoon
Connects to
Gmail, Google Sheets, Slack, Telegram
Model
OpenAI

Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Sheets, Slack 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 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. 20 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 20 steps before you point it at anything that matters.