# Manage school fee receipts and GPT-4o reminders with Razorpay: n8n workflow

> Started by another system calling it, and works across Gmail, Google Sheets, Slack and Telegram. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/manage-school-fee-receipts-and-gpt-4o-reminders-with-razorpa (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)

# 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.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fmanage-school-fee-receipts-and-gpt-4o-reminders-with-razorpa)

**20 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**0** Loops or waits

**4** Services it connects to

## The flow

Starts it 3 Model 1 Logic 6 Service 10

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

- 1 **Receive Razorpay Payment Webhook** Webhook *Starts it*
- 2 **Every Monday 9 AM, Check Defaulters** Schedule trigger *Starts it*
- 3 **On Workflow Error** Error trigger *Starts it*
- 4 **Parse and Validate Payment Payload** Code *Logic*
- 5 **Fetch All Student Records** Google Sheets *Service*
- 6 **Slack, Send Workflow Error Alert** Slack *Service*
- 7 **Look Up Student Record in Sheets** Google Sheets *Service*
- 8 **Identify and Tier Defaulters** Code *Logic*
- 9 **Calculate Updated Fee Balance** Code *Logic*
- 10 **Any Defaulters Found?** If *Logic*
- 11 **Update Student Balance in Sheets** Google Sheets *Service*
- 12 **AI Draft Personalised Fee Reminder** Open Ai *Model*
- 13 **Build Branded HTML Receipt** Code *Logic*
- 14 **Merge AI Message with Defaulter Data** Code *Logic*
- 15 **Convert Receipt HTML to PDF** Convert To File *Service*
- 16 **Email Fee Reminder to Parent** Gmail *Service*
- 17 **Log Reminder Sent to Audit Sheet** Google Sheets *Service*
- 18 **Email PDF Receipt to Parent** Gmail *Service*
- 19 **Send Commentary to Telegram** Telegram *Service*
- 20 **Log Payment to Audit Sheet** Google Sheets *Service*

## 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.

## 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%2Fmanage-school-fee-receipts-and-gpt-4o-reminders-with-razorpa)
- **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)[Slack](https://millionrounds.com/workflows?service=Slack#library)[Telegram](https://millionrounds.com/workflows?service=Telegram#library)

## Workflows like it

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

- [**Collect invoices from Gmail and save them** 20 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/collect-invoices-from-gmail-and-save-them)
- [**Extract and log invoice data to Google Sheets with Ainoflow** 20 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/extract-and-log-invoice-data-to-google-sheets-with-ainoflow)
- [**Extract invoice data from Google Drive to Sheets with Mistral** 20 steps · calls a model · Google Drive, Google Sheets](https://millionrounds.com/workflow/extract-invoice-data-from-google-drive-to-sheets-with-mistra)
- [**Multi-modal expense tracking with Telegram and Gemini** 20 steps · calls a model · Google Sheets, Telegram](https://millionrounds.com/workflow/multi-modal-expense-tracking-with-telegram-and-gemini)
- [**Process email invoices with OCR and OpenAI** 20 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/process-email-invoices-with-ocr-and-openai)
- [**Vet supplier payments with Bright Data and OpenAI** 20 steps · calls a model · Slack, n8n data table](https://millionrounds.com/workflow/vet-supplier-payments-with-bright-data-and-openai)