AI Rent Reminder Workflow: Google Sheets, Gmail & Telegram (n8n)

Automate rent reminders with AI—straight from Google Sheets to Gmail and Telegram

This n8n workflow reads your tenant rent ledger in Google Sheets, uses OpenAI (gpt-4o-mini) to draft overdue rent reminder emails, sends them via Gmail, and escalates firm/final reminders to Telegram. It also generates a weekly AI-written collections summary and delivers it to you through Gmail and Telegram.

What this workflow does

• Daily check (08:00, Asia/Jakarta): Loads tenant rows from the TenantLedger tab and validates required fields: tenant name, email, due day, and rent amount. Missing data triggers a Telegram alert.
• Overdue calculation: Normalizes tenant data, calculates the current month due date, and computes how many days rent is overdue.
• AI-generated reminders: For tenants who are unpaid and due today or overdue, the workflow uses OpenAI to generate a short reminder email in JSON format (gentle/firm/final).
• Delivery + logging: Sends the drafted reminder via Gmail, appends a reminder record to the ReminderLog tab in Google Sheets, and notifies the landlord in Telegram when the stage is firm or final.
• Weekly summary (Monday 09:00): Summarizes the ledger in Google Sheets, uses OpenAI to write a weekly rent report, and sends it by Gmail and Telegram.

Use cases

• Property managers who want automated rent overdue reminders without manually drafting emails.
• SaaS operators or landlords managing multiple units using a Google Sheets rent ledger.
• Teams that need a clear escalation path (gentle → firm/final) with Telegram notifications.

Technical details

• Integrations/Nodes: Google Sheets, Gmail, Telegram, OpenAI (gpt-4o-mini), plus workflow logic nodes such as if, set, summarize, and sticky note.
• Credentials: OAuth2 for Google Sheets and Gmail; add an OpenAI API credential for the two OpenAI steps.
• Config: Set spreadsheet ID and sheet names (TenantLedger, ReminderLog) to match your ledger.