n8n Rent Reconciliation Workflow: Google Sheets, Gmail & Twilio

Automatically reconcile rent, match payments, and chase arrears—hourly—using Google Sheets, Gmail, and Twilio (with OpenAI-powered reply classification)

This n8n Rent Reconciliation Workflow rebuilds your rent ledger from Google Sheets leases, matches incoming bank statement lines to tenants, and automatically sends SMS reminders (Twilio) and email chases (Gmail) for arrears. When tenants or managers reply, it uses OpenAI to extract intent and evidence, then pauses, escalates, or routes cases for review.

What this workflow does

• Runs hourly on a schedule and also triggers instantly when an inbound Twilio SMS or Gmail inbox email arrives.
• Loads data from Google Sheets (tabs: Leases, Owners, Index, Bank, Log) to reconstruct the current rent ledger and previous actions.
• Calculates rent due, including proration and optional late fees, then matches bank statement credits/returns to specific leases.
• Decides what actions are due (charges, reminders, escalations, rent reviews, digests, and owner statements) based on the ledger state.
• Appends outcomes to the Log tab as new rows for traceability (charges, matched payments, reminders, holds, reviews, and alerts).
• Sends outbound communications via Twilio or Gmail according to each log entry’s target channel and recipient.
• Processes replies: normalizes inbound messages, uses OpenAI to extract intent/evidence, updates the log with holds/promises/opt-outs or approvals, and acknowledges or forwards items to the manager via email.
• Fault handling: if the workflow errors, it sends an alert email via Gmail with execution details.

Use cases

• Hourly rent reconciliation from Google Sheets leases and bank statement data.
• Automated SMS/email arrears chasing with escalation to a manager when replies require review.
• Rent review approvals and evidence capture from tenant or manager responses.

Technical details

• Integrations/Nodes: set, code, gmail, switch, twilio, aggregate.
• Data source: Google Sheets (tabs: Leases, Owners, Index, Bank, Log) with Google Sheets credentials.
• AI component: OpenAI used to classify tenant replies and determine whether to pause, escalate, or route for review.