n8n Google Sheets Maintenance Reminders via Gmail

Auto-send Google Sheets maintenance reminders every Monday—based on real service history

This n8n workflow checks your Google Sheets “Equipment” list every Monday, determines which customers are due (or recently overdue) for maintenance, and sends personalized HTML reminder emails via Gmail with your booking link. It also writes the next due date and reminder timestamp back to the sheet so your outreach stays accurate.

What this workflow does

• Runs on a schedule: Executes every Monday at 9am (using the timezone configured in the workflow).
• Reads maintenance data from Google Sheets: Loads all rows from the Equipment sheet.
• Calculates next due dates: Uses Last Service Date and Service Interval (months) to compute each item’s Next Service Due, applying defaults like reminder window and overdue limits (as configured).
• Selects the right recipients: Filters to active equipment with a valid Customer Email, and targets items due within the reminder window (or recently overdue) while avoiding duplicates for the same service cycle.
• Sends reminder emails via Gmail: Sends a personalized HTML email (including your booking link and contact details) through the Gmail integration.
• Updates Google Sheets for tracking: Writes back Next Service Due and the Reminder Sent At timestamp to the same row.

Use cases

• SaaS operators or maintenance teams who manage equipment service intervals in Google Sheets and need automated customer follow-ups.
• Automation engineers setting up reliable n8n reminders to reduce manual scheduling and prevent repeat outreach.
• Businesses that want due-date logic (including overdue handling and reminder limits) fully tracked in the spreadsheet.

Technical details

• n8n Schedule Trigger (every Monday at 9am)
• Google Sheets node to read and update the Equipment tab
• Code + configuration for due-date calculation and reminder window logic
• Gmail node to send HTML maintenance reminder emails
• Nodes used in the workflow include: set, code, gmail, sticky note, google sheets, schedule trigger

To set it up, connect your Google Sheets credentials (for the target spreadsheet) and Gmail credentials (for the sending mailbox), then ensure the Equipment tab contains the expected headers like Equipment ID, Customer Name, Customer Email, Last Service Date, Service Interval (months), Status, Next Service Due, and Reminder.