Razorpay Webhook School Fees Automation to Google Sheets + Gmail

Razorpay payment webhooks that automatically update school fee records—plus PDFs, Gmail receipts, and AI defaulter reminders

If you run school fee collection on Razorpay, this n8n workflow turns payment.captured webhooks into real-time updates in Google Sheets, generates a PDF receipt, emails it via Gmail, and runs a weekly defaulter scan with OpenAI-drafted reminder emails.

What this workflow does

• Processes Razorpay webhooks: Receives the payment.captured webhook, validates the payload, and extracts student identifiers, payer details, amount, and transaction metadata.
• Updates student balances in Google Sheets: Finds the matching student record, calculates updated fees paid and outstanding balance, and updates the sheet.
• Generates and sends a receipt: Creates a branded HTML receipt, converts it into a PDF, emails it via Gmail, and logs the event to a Google Sheets audit sheet.
• Sends a Telegram message: The same receipt step also sends a message via Telegram.
• Weekly Monday defaulter automation (9:00 AM): Fetches all students, identifies defaulters using balance due and overdue-day tiers (gentle / firm / escalation), and uses OpenAI to draft a short, tiered reminder.
• Reminder logging: Emails the reminder via Gmail to the parent/guardian and appends a reminder entry to the Google Sheets audit sheet.
• Error handling: If the workflow errors, an alert is sent to a Slack channel via the Error Trigger.

Use cases

• Automate student fee tracking when payments come from Razorpay—no manual reconciliation.
• Send instant, document-ready fee receipts with PDF + Gmail.
• Run consistent defaulter follow-ups every week with AI-assisted tiered reminders.

Technical details

• Integrations / nodes: Webhook, if, code, Gmail, Telegram, Slack.
• Data store: Google Sheets (Students + audit logging sheet).
• Scheduling: Every Monday at 9:00 AM.
• AI drafting: Uses OpenAI to write reminder messages by defaulter tier.
• Setup requirement: Create a Razorpay webhook for successful payments and configure Google Sheets OAuth + correct spreadsheet and sheet names/IDs.