n8n Fleet Compliance Automation: Sheets + OpenAI Alerts

Daily fleet compliance scans with Google Sheets + OpenAI alerts (Telegram, Slack, ClickUp, Gmail)

This n8n workflow automatically checks your fleet’s vehicle document expiries and pending e-challans every day, then sends the right alerts to , creates ClickUp renewal tasks when needed, notifies ops on Slack, and delivers a daily email digest to fleet managers using Gmail.

What this workflow does

• Runs daily at 7 AM using a schedule trigger.
• Reads Google Sheets tabs Fleet_Register and Alert_Log to evaluate RC, insurance, PUC, fitness, and permit expiry dates and deduplicate alert stages per vehicle.
• Fetches pending e-challans via an HTTP API, calculates a `0–100` risk score, and sets dispatch status to BLOCKED if any required document is expired.
• Updates dispatch gate status in Google Sheets and posts an ops alert to a Slack channel when dispatch status changes.
• For vehicles needing action, uses OpenAI (gpt-4o-mini) to generate:
  • a driver Telegram message
  • a manager summary
• Creates renewal tasks in ClickUp when needed, sends the driver alert on Telegram, and appends alert/task keys to Alert_Log.
• Sends daily HTML digest emails grouped by manager email to fleet managers via Gmail.
• When a driver sends a document photo to the Telegram bot, the workflow downloads the image, uses OpenAI (gpt-4o) to extract document type, vehicle number, and valid-until, validates it against the register, updates Google Sheets if valid, and notifies ops in Slack.

Use cases

• Fleet ops teams automatically block vehicles with expired documents and coordinate renewals.
• Managers receive a single daily compliance digest instead of manual status checks.
• Drivers submit proofs via Telegram; ops get Slack updates after verification with OpenAI.

Technical details

• n8n nodes: if, code, gmail, slack, click up, telegram
• Data source: Google Sheets (Fleet_Register, Alert_Log)
• External dependency: e-challan provider via HTTP API
• AI models: gpt-4o-mini for messaging, gpt-4o for document extraction