Renewal Reminder Ladder Workflow (n8n) with Google Sheets, GPT & Slack

Renewal reminders that escalate automatically—using n8n, Google Sheets, GPT, Gmail, Calendar, and Slack

The Renewal Reminder Ladder Workflow (n8n) automatically checks your Google Sheets renewal table every day, calculates customer risk and reminder timing, drafts tailored reminder emails with OpenAI (GPT), sends them via Gmail, and posts a daily summary to Slack. If a customer is high risk, it also creates a save call event in Google Calendar.

What this workflow does

• Runs daily at 09:00 (scheduled in n8n).
• Reads renewal rows from Google Sheets, normalizing fields such as email, renewal date, usage score, open tickets, and contract value—while skipping invalid entries.
• Calculates renewal timing & stages: assigns customers to T-30, T-7, or T-1 reminder stages based on days until renewal.
• Computes a 0–100 risk score and prevents repeat reminders for the same stage (using stored last reminder stage/date and risk score fields in the sheet).
• Uses OpenAI to draft a short plain-text email with a tone based on the risk tier.
• Sends the email via Gmail and updates the matching Google Sheets row with the last reminder stage/date and the latest risk score.
• Creates a “save call” in Google Calendar when the risk score is 70+ for the renewal date.
• Posts a daily digest to Slack including reminders sent and high-risk accounts.

Use cases

• SaaS renewal teams want consistent T-30 / T-7 / T-1 follow-ups without manual tracking.
• Operators need risk-based escalation for accounts showing signals like usage decline or open tickets.
• Founders and CS managers want a daily Slack recap plus calendar save-call prompts for high-risk renewals.

Technical details

• Google Sheets: read renewal rows; update last reminder stage/date and risk score.
• Gmail: send plain-text reminder emails.
• OpenAI (GPT): generate reminder email content tailored by risk tier.
• Google Calendar: create “save call” events for risk score ≥ 70.
• Slack: post run summary and high-risk digest.
• n8n nodes include: schedule, if, code, no op, gmail, slack, aggregate.

Setup notes

Connect credentials for Google Sheets, Gmail, OpenAI, Google Calendar, and Slack. Confirm the sheet/tab name (e.g., Renewals) and required columns (including Customer ID, Email, Renewal Date, Last Reminder Stage/Date, and Risk Score). Set your target calendar email and Slack channel.