🧾 Send school fee reminders with payment links via email & WhatsApp

⚡ 1,445 views · 🧾 Invoice Processing

Description

📚 Automated School Fee Reminder Workflow with Payment Link

Automatically sends fee reminders (via email and WhatsApp) to parents with secure payment links, 3 days before the due date.

🔧 Main Components

Daily Fee Check – 8 AM Scheduled trigger that starts the workflow daily at 8 AM.
Read Pending Fees Fetches student fee records from an Excel sheet (using getAll method).
Process Fee Reminders Filters records to find pending fees due within the next 3 days.
Prepare Email Reminder Generates personalized email messages with payment links.
Wait for Email Preparation Adds delay/wait condition for email logic readiness.
Send Email Reminder Sends the fee reminder email with a secure payment link to the parent.
Prepare WhatsApp Reminder Generates WhatsApp-friendly messages with fee and payment details.
Wait for WhatsApp Preparation Waits for WhatsApp message logic to complete.
Send WhatsApp Message Sends the message to the parent’s WhatsApp number using a message API.
Update Reminder Status Updates the Excel file to mark reminders as sent to avoid duplicates.

🧩 Channels Used

📧 Email – with personalized payment link
💬 WhatsApp – formatted reminder message

🔐 Payment Integration

Secure payment links are auto-generated per student to enable direct and safe online fee payments.

✅ Essential Prerequisites

Excel sheet with fee records (student_fee_data.xlsx)
SMTP credentials for sending email
WhatsApp API or provider integration (like Twilio or Gupshup)
Access to a payment gateway or service for link generation
File storage access to update reminder status in Excel

📁 Required Excel File Structure (`student_fee_data.xlsx`)

Student ID	Name	Email	Phone	Fee Due Date	Amount	Reminder Sent

🧾 Expected Input Format Example

{
  "studentId": "ST123",
  "name": "Ria Mehta",
  "email": "ria.mehta@example.com",
  "phone": "+919123456789",
  "dueDate": "2025-08-10",
  "amount": "₹5000",
  "reminderSent": "No"
}

🚀 Key Features

⏰ Scheduled Daily Execution – Fully automated at 8 AM
🧮 Due-Date Filtering – Only targets fees due in the next 3 days
💬 Multi-Channel Notifications – Sends reminders via both Email and WhatsApp
🔗 Secure Payment Links – Auto-generated for each student
🔄 Reminder Tracking – Prevents duplicate reminders by updating status

⚙️ Quick Setup Guide

Import Workflow JSON into your n8n instance.
Configure schedule in the “Daily Fee Check” node (default: 8 AM).
Set Excel file path in the “Read Pending Fees” node.
Update your fee processing logic in the “Process Fee Reminders” node.
Add email credentials in the “Send Email Reminder” node.
Integrate WhatsApp provider API in the “Send message” node.
Define how you generate secure payment links.
Test with sample data and activate workflow.

🛠️ Parameters to Configure

Parameter	Description
`excel_file_path`	Path to the fee tracking Excel file
`smtp_host`	SMTP server for sending email reminders
`smtp_user`	Email username
`smtp_password`	Email password
`whatsapp_api_key`	WhatsApp API key for sending messages
`payment_api_url`	URL for generating payment links
`admin_email`	(Optional) Admin email for error reporting

🔗 Nodes Used

Send Email, Microsoft Excel 365, WhatsApp Business Cloud, Schedule Trigger

📥 Import

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

📖 Importing guide · 🔑 Credential setup