🎬 Automatically send monthly sales reports from Square via Gmail

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Description

Automatically Send Monthly Sales Reports from Square via Gmail

What It Does

This workflow automatically connects to the Square API and generates a monthly sales summary report for all your Square locations. The report matches the figures displayed in Square Dashboard > Reports > Sales Summary.

It’s designed to run monthly and pull the previous month’s sales into a CSV file, which is then sent to a manager/finance team for analysis.

This workflow builds on my previous template, which allows users to automatically pull data from the Square API into n8n for processing. (See here: https://n8n.io/workflows/6358)

Prerequisites

To use this workflow, you’ll need:

• A Square API credential (configured as a Header Auth credential)
• A Gmail credential

How to Set Up Square Credentials:

• Go to Credentials > Create New
• Choose Header Auth
• Set the Name to Authorization
• Set the Value to your Square Access Token (e.g., Bearer <your-api-key>)

How It Works

1. Trigger: The workflow runs on the 1st of every month at 8:00 AM
2. Fetch Locations: An HTTP request retrieves all Square locations linked to your account
3. Fetch Orders: For each location, an HTTP request pulls completed orders for the previous calendar month
4. Filter Empty Locations: Locations with no sales are ignored
5. Aggregate Sales Data: A Code node processes the order data and produces a summary identical to Square’s built-in Sales Summary report
6. Create CSV File: A CSV file is created containing the relevant data
7. Send Email: An email is sent using Gmail to the chosen third party

Example Use Cases

• Automatically send monthly Square sales data to management for forecasting and planning
• Automatically send data to an external third party, such as a landlord or agent, who is paid via commission
• Automatically send data to a bookkeeper for entry into QuickBooks

How to Use

• Configure both HTTP Request nodes to use your Square API credential
• Set the workflow to Active so it runs automatically
• Enter the email address of the person you want to send the report to and update the message body
• If you want to remove the n8n attribution, you can do so in the last node

Customization Options

• Add pagination to handle locations with more than 1,000 orders per month
• Adjust the date filters in the HTTP node to cover the full calendar month (e.g., use Luxon or JavaScript to calculate start_date and end_date)

Why It’s Useful

This workflow saves time, reduces manual report pulling from Square, and enables smarter automation around sales data — whether for operations, finance, or performance monitoring.

🔗 Nodes Used

HTTP Request, Gmail, Schedule Trigger, Convert to File

📥 Import

Download workflow.json and import into n8n: Workflow menu → Import from File

📖 Importing guide · 🔑 Credential setup