📚 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": "[email protected]",
  "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

1. Import Workflow JSON into your n8n instance.
2. Configure schedule in the “Daily Fee Check” node (default: 8 AM).
3. Set Excel file path in the “Read Pending Fees” node.
4. Update your fee processing logic in the “Process Fee Reminders” node.
5. Add email credentials in the “Send Email Reminder” node.
6. Integrate WhatsApp provider API in the “Send message” node.
7. Define how you generate secure payment links.
8. 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