Move-Out Deposit Statement Automation with n8n, Gmail & GPT-4

Automatically generate move-out deposit statements—from inspection data to emailed itemization

If you manage residential rentals, this Move-Out Deposit Statement Automation for n8n turns move-out inspection details into a calculated, itemized security deposit disposition. It logs records in Google Sheets, uses GPT-4 to classify damages, emails tenants via Gmail, and keeps landlords updated with Telegram reminders.

What this workflow does

• Accepts move-out details via webhook: receives a POST request containing tenant/unit info, deposit/unpaid balances, and a damages list.
• Validates and normalizes the intake: required fields are checked; invalid submissions trigger Telegram alerts and an email via Gmail.
• Logs to Google Sheets: appends the move-out as pending in the MoveOutLog tab for review and tracking.
• Classifies damage with OpenAI (GPT-4): each damage item is classified as chargeable or wear-and-tear, with estimated costs returned as parsed JSON.
• Calculates deductions and outcomes: totals deductions, applies unpaid rent/utilities, and produces an itemized statement showing the net refund or amount owed.
• Emails and updates records: sends the statement to the tenant using Gmail, then updates the matching row in Google Sheets.
• Notifies the landlord: sends a Telegram message; if the tenant owes money, a copy is also sent by Gmail.
• Daily pending reminders: scheduled runs scan Google Sheets for pending move-outs older than 3+ days and send Telegram/Gmail reminders, or an all-clear.

Use cases

• Streamlining security deposit disputes by turning inspection notes into consistent, itemized statements.
• Reducing manual bookkeeping: automated deduction calculations and spreadsheet updates for each move-out.
• Keeping landlords on track with automated daily “pending” follow-ups until statements are sent.

Technical details

• n8n nodes: if, set, code, webhook, gmail, telegram
• Integrations: Google Sheets (MoveOutLog tab), OpenAI (Chat/GPT-4), Gmail, Telegram
• Core flow: webhook intake → Sheets logging → GPT-4 classification → refund/owed calculation → Gmail statement → Sheets update → Telegram notifications → daily pending scheduler