{"product_id":"n8n-hvac-maintenance-reminder-workflow-sheets-gmail","title":"n8n HVAC Maintenance Reminder Workflow: Sheets \u0026 Gmail","description":"\u003ch3\u003eNever miss the next HVAC service date—automate reminders with n8n, Google Sheets, and Gmail\u003c\/h3\u003e\n\u003cp\u003eThis \u003cstrong\u003en8n HVAC Maintenance Reminder Workflow: Sheets \u0026amp; Gmail\u003c\/strong\u003e turns every newly submitted maintenance agreement into tracked data and automatic outreach—so customers get timely reminders and your office receives escalations when service dates are overdue.\u003c\/p\u003e\n\n\u003ch3\u003eWhat this workflow does\u003c\/h3\u003e\n\u003cul\u003e\n  \u003cli\u003e\n\u003cstrong\u003eIntake via webhook:\u003c\/strong\u003e Receives a new agreement through the \u003cem\u003e“When Agreement Added”\u003c\/em\u003e webhook (\u003cstrong\u003ePOST\u003c\/strong\u003e, path \u003cstrong\u003ehvac-agreement-intake-0930\u003c\/strong\u003e).\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eNormalize \u0026amp; validate:\u003c\/strong\u003e Builds a clean record (including auto-generated \u003cstrong\u003eagreement_id\u003c\/strong\u003e in the format \u003cstrong\u003eAG-yyyyMMdd-###\u003c\/strong\u003e when not supplied) and sets status to \u003cstrong\u003eactive\u003c\/strong\u003e. Any missing required fields (customer name, customer email, next due date, office email) are rejected by email rather than saved.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eAI-written welcome email:\u003c\/strong\u003e Uses \u003cstrong\u003egpt-6-luna\u003c\/strong\u003e to generate the agreement welcome email.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eLog to Google Sheets:\u003c\/strong\u003e Stores the agreement in the \u003cstrong\u003eAgreements\u003c\/strong\u003e tab with key fields like \u003cstrong\u003elast_service_date\u003c\/strong\u003e, \u003cstrong\u003enext_due_date\u003c\/strong\u003e, \u003cstrong\u003eagreement_end_date\u003c\/strong\u003e, \u003cstrong\u003eoffice_email\u003c\/strong\u003e, and \u003cstrong\u003ewelcomed_at\u003c\/strong\u003e.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eDaily customer reminders:\u003c\/strong\u003e Every day at \u003cstrong\u003e07:00\u003c\/strong\u003e, checks for agreements due within \u003cstrong\u003e3 days\u003c\/strong\u003e or already \u003cstrong\u003eoverdue\u003c\/strong\u003e. Customers due soon get reminder emails; overdue items also trigger an escalation email to the office.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eWeekly AI review:\u003c\/strong\u003e Every Monday at \u003cstrong\u003e09:00\u003c\/strong\u003e, an AI review is sent to the office for the agreement book.\u003c\/li\u003e\n\u003c\/ul\u003e\n\n\u003ch3\u003eUse cases\u003c\/h3\u003e\n\u003cul\u003e\n  \u003cli\u003eHVAC maintenance providers who want \u003cstrong\u003eservice-date compliance\u003c\/strong\u003e without manual follow-ups.\u003c\/li\u003e\n  \u003cli\u003eAutomation engineers building \u003cstrong\u003en8n workflows\u003c\/strong\u003e for intake → validation → sheet logging → scheduled email sequences.\u003c\/li\u003e\n  \u003cli\u003eSaaS operators tracking agreements and ensuring reminders for upcoming and overdue maintenance.\u003c\/li\u003e\n\u003c\/ul\u003e\n\n\u003ch3\u003eTechnical details\u003c\/h3\u003e\n\u003cul\u003e\n  \u003cli\u003e\n\u003cstrong\u003en8n nodes:\u003c\/strong\u003e \u003cstrong\u003ewebhook\u003c\/strong\u003e, \u003cstrong\u003eif\u003c\/strong\u003e, \u003cstrong\u003eset\u003c\/strong\u003e, \u003cstrong\u003ecode\u003c\/strong\u003e, \u003cstrong\u003egmail\u003c\/strong\u003e, \u003cstrong\u003esticky note\u003c\/strong\u003e\n\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eAI:\u003c\/strong\u003e \u003cstrong\u003egpt-6-luna\u003c\/strong\u003e for welcome email and weekly review\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eStorage:\u003c\/strong\u003e \u003cstrong\u003eGoogle Sheets\u003c\/strong\u003e (Agreements tab)\u003c\/li\u003e\n\u003c\/ul\u003e\n\u003cp\u003e\u003cstrong\u003eLast updated:\u003c\/strong\u003e October 2026.\u003c\/p\u003e","brand":"N8N Commerce","offers":[{"title":"Default Title","offer_id":46192878911667,"sku":"N8N-20444","price":11.99,"currency_code":"GBP","in_stock":true}],"thumbnail_url":"\/\/cdn.shopify.com\/s\/files\/1\/0749\/6279\/6723\/files\/1wk_0OhVkAdSRNzyJPj-_HWd2ydtl.png?v=1791538200","url":"https:\/\/buyflowscripts.com\/products\/n8n-hvac-maintenance-reminder-workflow-sheets-gmail","provider":"N8N Commerce","version":"1.0","type":"link"}