{ "name": "Hours to Invoices and Chasers (any business)", "nodes": [ { "parameters": { "assignments": { "assignments": [ { "id": "0f44f12f-ed7a-43eb-9251-c401d9a50de4", "name": "businessName", "value": "YOUR BUSINESS NAME", "type": "string" }, { "id": "4fe135e1-4cf9-4c5e-aade-e50bb73cdb6d", "name": "myName", "value": "YOUR NAME", "type": "string" }, { "id": "cc72c1c0-0a60-4320-9ea3-e355b66f1dff", "name": "invoicePrefix", "value": "INV", "type": "string" }, { "id": "dcf5a149-dd1f-4430-94fe-7bf57da5c8a5", "name": "currency", "value": "USD", "type": "string" }, { "id": "04b6ea81-aa69-476b-87e4-b4d7bd4762e6", "name": "chaseEveryDays", "value": 7, "type": "number" }, { "id": "aa32b8bb-901d-4024-bcac-f174e776973a", "name": "paymentNote", "value": "Payment details: [ADD HOW CLIENTS PAY YOU]", "type": "string" } ] }, "options": {} }, "name": "Config", "type": "n8n-nodes-base.set", "typeVersion": 3.4, "position": [ 220, 300 ], "id": "6e9b2cf9-364e-4a0d-9d21-8796fdc3a777", "executeOnce": true }, { "parameters": { "rule": { "interval": [ { "field": "cronExpression", "expression": "0 8 1 * *" } ] } }, "name": "1st of the Month, 8am", "type": "n8n-nodes-base.scheduleTrigger", "typeVersion": 1.2, "position": [ 0, 300 ], "id": "34e06b4d-7fd9-4802-ad90-4ac822e9d43e" }, { "parameters": { "operation": "read", "documentId": { "__rl": true, "value": "", "mode": "list" }, "sheetName": { "__rl": true, "value": "", "mode": "list" }, "options": {} }, "name": "Read Hours", "type": "n8n-nodes-base.googleSheets", "typeVersion": 4.5, "position": [ 440, 200 ], "id": "984ee939-7e14-48f7-855e-cd156ed095aa", "executeOnce": true, "alwaysOutputData": true }, { "parameters": { "operation": "read", "documentId": { "__rl": true, "value": "", "mode": "list" }, "sheetName": { "__rl": true, "value": "", "mode": "list" }, "options": {} }, "name": "Read Clients", "type": "n8n-nodes-base.googleSheets", "typeVersion": 4.5, "position": [ 440, 400 ], "id": "41ec930b-0f16-45d7-b3c9-e21f8fc4dcd7", "executeOnce": true, "alwaysOutputData": true }, { "parameters": { "operation": "read", "documentId": { "__rl": true, "value": "", "mode": "list" }, "sheetName": { "__rl": true, "value": "", "mode": "list" }, "options": {} }, "name": "Read Invoices", "type": "n8n-nodes-base.googleSheets", "typeVersion": 4.5, "position": [ 660, 300 ], "id": "a253bfa8-9f3a-4c09-b81c-5733337b3e05", "executeOnce": true, "alwaysOutputData": true }, { "parameters": { "jsCode": "// Plain arithmetic, no AI: last month's unbilled hours, grouped by client.\nconst cfg = $('Config').first().json;\nconst hours = $('Read Hours').all().map(i => i.json).filter(h => h.Client && Number(h.Hours) > 0 && !h.Invoiced);\nconst clients = Object.fromEntries($('Read Clients').all().map(i => i.json).filter(c => c.Client).map(c => [c.Client.trim(), c]));\nconst existing = $('Read Invoices').all().map(i => i.json).filter(i => i['Invoice #']).length;\nconst now = $now;\nconst start = now.minus({ months: 1 }).startOf('month'), end = now.startOf('month');\nconst last = hours.filter(h => { const d = DateTime.fromISO(String(h.Date)); return d.isValid && d >= start && d < end; });\nconst byClient = {};\nfor (const h of last) (byClient[h.Client.trim()] ??= []).push(h);\nconst money = n => `${cfg.currency} ${n.toFixed(2)}`;\nreturn Object.entries(byClient).map(([client, rows], k) => {\n const c = clients[client] ?? {};\n const rate = h => Number(h.Rate || c.Rate || 0);\n const total = rows.reduce((s, h) => s + Number(h.Hours) * rate(h), 0);\n const number = `${cfg.invoicePrefix}-${now.toFormat('yyyyMM')}-${String(existing + k + 1).padStart(3, '0')}`;\n const due = now.plus({ days: Number(c['Terms Days'] || 30) }).toISODate();\n const lines = rows.map(h => `${h.Date}${h.Description ?? ''}${h.Hours}${money(rate(h))}${money(Number(h.Hours) * rate(h))}`).join('');\n return { json: { client, email: c['Billing Email'] ?? '', number, total: total.toFixed(2), due, rowNumbers: rows.map(h => h.row_number),\n missing: !c['Billing Email'] || rows.some(h => !rate(h)),\n subject: `${(!c['Billing Email'] || rows.some(h => !rate(h))) ? '[CHECK: missing billing email or rate] ' : ''}Invoice ${number} from ${cfg.businessName}: ${start.toFormat('LLLL yyyy')}`,\n html: `

Hi ${client},

Here is invoice ${number} for ${start.toFormat('LLLL yyyy')}. Total ${money(total)}, due ${due}.

\n${lines}\n
DateWorkHoursRateAmount
Total${money(total)}
\n

${cfg.paymentNote}

Thank you,
${cfg.myName}

` } };\n});" }, "name": "Build the Invoices", "type": "n8n-nodes-base.code", "typeVersion": 2, "position": [ 880, 300 ], "id": "e1168bcc-5b4a-49e8-a613-7d11524c46fb" }, { "parameters": { "resource": "draft", "operation": "create", "subject": "={{ $json.subject }}", "emailType": "html", "message": "={{ $json.html }}", "options": { "sendTo": "={{ $json.email }}" } }, "name": "Draft the Invoice Email", "type": "n8n-nodes-base.gmail", "typeVersion": 2.1, "position": [ 1100, 200 ], "id": "18918079-81aa-4d26-9d0d-e0cf10c8ddb3" }, { "parameters": { "operation": "append", "documentId": { "__rl": true, "value": "", "mode": "list" }, "sheetName": { "__rl": true, "value": "", "mode": "list" }, "columns": { "mappingMode": "defineBelow", "value": { "Invoice #": "={{ $('Build the Invoices').item.json.number }}", "Client": "={{ $('Build the Invoices').item.json.client }}", "Date": "={{ $now.toISODate() }}", "Amount": "={{ $('Build the Invoices').item.json.total }}", "Due": "={{ $('Build the Invoices').item.json.due }}", "Status": "Drafted", "Last Chased": "" }, "matchingColumns": [], "schema": [ { "id": "Invoice #", "displayName": "Invoice #", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "Client", "displayName": "Client", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "Date", "displayName": "Date", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "Amount", "displayName": "Amount", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "Due", "displayName": "Due", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "Status", "displayName": "Status", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "Last Chased", "displayName": "Last Chased", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true } ] }, "options": {} }, "name": "Log the Invoice", "type": "n8n-nodes-base.googleSheets", "typeVersion": 4.5, "position": [ 1320, 200 ], "id": "473c17a1-676d-4b5e-b93d-d42c1df3a12f" }, { "parameters": { "jsCode": "return $('Build the Invoices').all().flatMap(i => i.json.rowNumbers.map(r => ({ json: { row_number: r, Invoiced: i.json.number } })));" }, "name": "One Row per Billed Hour", "type": "n8n-nodes-base.code", "typeVersion": 2, "position": [ 1540, 200 ], "id": "2b1aa35f-223b-4a83-bd27-9bae114adb3c", "executeOnce": true }, { "parameters": { "operation": "update", "documentId": { "__rl": true, "value": "", "mode": "list" }, "sheetName": { "__rl": true, "value": "", "mode": "list" }, "columns": { "mappingMode": "defineBelow", "value": { "row_number": "={{ $json.row_number }}", "Invoiced": "={{ $json.Invoiced }}" }, "matchingColumns": [ "row_number" ], "schema": [ { "id": "row_number", "displayName": "row_number", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "Invoiced", "displayName": "Invoiced", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true } ] }, "options": {} }, "name": "Mark Hours as Billed", "type": "n8n-nodes-base.googleSheets", "typeVersion": 4.5, "position": [ 1760, 200 ], "id": "179d8ace-768b-4d95-b96c-b30b1b1643ae" }, { "parameters": { "rule": { "interval": [ { "field": "cronExpression", "expression": "0 9 * * 1-5" } ] } }, "name": "Weekdays 9am", "type": "n8n-nodes-base.scheduleTrigger", "typeVersion": 1.2, "position": [ 0, 700 ], "id": "fc9ad0ff-ff30-40d4-87a4-8c17e4c2dbec" }, { "parameters": { "operation": "read", "documentId": { "__rl": true, "value": "", "mode": "list" }, "sheetName": { "__rl": true, "value": "", "mode": "list" }, "options": {} }, "name": "Read Invoices for Chasing", "type": "n8n-nodes-base.googleSheets", "typeVersion": 4.5, "position": [ 440, 700 ], "id": "ce699e0b-e3b4-4209-97fe-9703f6ba22f8", "alwaysOutputData": true }, { "parameters": { "operation": "read", "documentId": { "__rl": true, "value": "", "mode": "list" }, "sheetName": { "__rl": true, "value": "", "mode": "list" }, "options": {} }, "name": "Read Clients for Chasing", "type": "n8n-nodes-base.googleSheets", "typeVersion": 4.5, "position": [ 660, 700 ], "id": "7307acef-a51d-42b7-87d1-1ac6117266ca", "executeOnce": true, "alwaysOutputData": true }, { "parameters": { "jsCode": "// Overdue = status Sent, due date passed, not chased in the last few days. Paid stops everything.\nconst cfg = $('Chaser Config').first().json;\nconst clients = Object.fromEntries($('Read Clients for Chasing').all().map(i => i.json).filter(c => c.Client).map(c => [c.Client.trim(), c]));\nconst today = $now.startOf('day');\nreturn $('Read Invoices for Chasing').all().map(i => i.json)\n .filter(inv => String(inv.Status).toLowerCase() === 'sent' && inv.Due && DateTime.fromISO(String(inv.Due)) < today)\n .filter(inv => !inv['Last Chased'] || today.diff(DateTime.fromISO(String(inv['Last Chased'])), 'days').days >= cfg.chaseEveryDays)\n .map(inv => {\n const days = Math.floor(today.diff(DateTime.fromISO(String(inv.Due)), 'days').days);\n const c = clients[String(inv.Client).trim()] ?? {};\n const tone = days <= 14 ? 'A quick reminder that' : 'Following up again:';\n return { json: { row_number: inv.row_number, email: c['Billing Email'] ?? '', number: inv['Invoice #'],\n subject: `Reminder: invoice ${inv['Invoice #']}`,\n html: `

Hi ${inv.Client},

${tone} invoice ${inv['Invoice #']} for ${cfg.currency} ${inv.Amount} was due on ${inv.Due}. If it's already on its way, thank you, and please ignore this.

${cfg.paymentNote}

Thank you,
${cfg.myName}

` } };\n });" }, "name": "Who's Overdue", "type": "n8n-nodes-base.code", "typeVersion": 2, "position": [ 880, 700 ], "id": "d8f7a30d-1d73-4fa9-bcfc-095a063f1e54" }, { "parameters": { "resource": "draft", "operation": "create", "subject": "={{ $json.subject }}", "emailType": "html", "message": "={{ $json.html }}", "options": { "sendTo": "={{ $json.email }}" } }, "name": "Draft the Reminder", "type": "n8n-nodes-base.gmail", "typeVersion": 2.1, "position": [ 1100, 700 ], "id": "d462365e-2038-4d5b-91a7-c7ce79c6286f" }, { "parameters": { "operation": "update", "documentId": { "__rl": true, "value": "", "mode": "list" }, "sheetName": { "__rl": true, "value": "", "mode": "list" }, "columns": { "mappingMode": "defineBelow", "value": { "row_number": "={{ $(\"Who's Overdue\").item.json.row_number }}", "Last Chased": "={{ $now.toISODate() }}" }, "matchingColumns": [ "row_number" ], "schema": [ { "id": "row_number", "displayName": "row_number", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "Last Chased", "displayName": "Last Chased", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true } ] }, "options": {} }, "name": "Note the Chase", "type": "n8n-nodes-base.googleSheets", "typeVersion": 4.5, "position": [ 1320, 700 ], "id": "cb1a2596-d094-4dc2-9d59-b45395f2b0c7" }, { "parameters": { "content": "## Hours to invoices, and polite chasers\n**Top row, the 1st of every month at 8am:** takes last month's unbilled hours, groups them by client, numbers each invoice, logs it, and **drafts** the invoice email in Gmail. Then marks those hours as billed so they are never billed twice.\n\n**Bottom row, weekdays at 9am:** finds invoices marked **Sent** that are past due and haven't been chased in 7 days, and **drafts** a polite reminder. Mark an invoice **Paid** and it stops.\n\nEverything is a draft. Nothing sends. There is no AI anywhere in this: the money is plain arithmetic.\n\n**Set up (20 min):** one Google Sheet, three tabs, headers in row 1:\n- **Hours:** Date, Client, Hours, Rate, Description, Invoiced\n- **Clients:** Client, Billing Email, Rate, Terms Days\n- **Invoices:** Invoice #, Client, Date, Amount, Due, Status, Last Chased\nPoint each sheet node at the right tab. Connect Google Sheets and Gmail. Fill in **Config** and **Chaser Config** (same fields; one per row).\n\n**Your part:** log hours as you work. When you send an invoice draft, set its Status to Sent. When it's paid, Paid.", "height": 560, "width": 460, "color": 5 }, "name": "Read Me First", "type": "n8n-nodes-base.stickyNote", "typeVersion": 1, "position": [ -60, -320 ], "id": "5f428a9e-36b6-41e2-9012-7acc90dd6dad" }, { "parameters": { "assignments": { "assignments": [ { "id": "0f44f12f-ed7a-43eb-9251-c401d9a50de4", "name": "businessName", "value": "YOUR BUSINESS NAME", "type": "string" }, { "id": "4fe135e1-4cf9-4c5e-aade-e50bb73cdb6d", "name": "myName", "value": "YOUR NAME", "type": "string" }, { "id": "cc72c1c0-0a60-4320-9ea3-e355b66f1dff", "name": "invoicePrefix", "value": "INV", "type": "string" }, { "id": "dcf5a149-dd1f-4430-94fe-7bf57da5c8a5", "name": "currency", "value": "USD", "type": "string" }, { "id": "04b6ea81-aa69-476b-87e4-b4d7bd4762e6", "name": "chaseEveryDays", "value": 7, "type": "number" }, { "id": "aa32b8bb-901d-4024-bcac-f174e776973a", "name": "paymentNote", "value": "Payment details: [ADD HOW CLIENTS PAY YOU]", "type": "string" } ] }, "options": {} }, "name": "Chaser Config", "type": "n8n-nodes-base.set", "typeVersion": 3.4, "position": [ 220, 700 ], "id": "64d12e71-e9c1-492b-82d1-97370034b55d", "executeOnce": true } ], "connections": { "1st of the Month, 8am": { "main": [ [ { "node": "Config", "type": "main", "index": 0 } ] ] }, "Config": { "main": [ [ { "node": "Read Hours", "type": "main", "index": 0 } ] ] }, "Read Hours": { "main": [ [ { "node": "Read Clients", "type": "main", "index": 0 } ] ] }, "Read Clients": { "main": [ [ { "node": "Read Invoices", "type": "main", "index": 0 } ] ] }, "Read Invoices": { "main": [ [ { "node": "Build the Invoices", "type": "main", "index": 0 } ] ] }, "Build the Invoices": { "main": [ [ { "node": "Draft the Invoice Email", "type": "main", "index": 0 } ] ] }, "Draft the Invoice Email": { "main": [ [ { "node": "Log the Invoice", "type": "main", "index": 0 } ] ] }, "Log the Invoice": { "main": [ [ { "node": "One Row per Billed Hour", "type": "main", "index": 0 } ] ] }, "One Row per Billed Hour": { "main": [ [ { "node": "Mark Hours as Billed", "type": "main", "index": 0 } ] ] }, "Weekdays 9am": { "main": [ [ { "node": "Chaser Config", "type": "main", "index": 0 } ] ] }, "Read Invoices for Chasing": { "main": [ [ { "node": "Read Clients for Chasing", "type": "main", "index": 0 } ] ] }, "Read Clients for Chasing": { "main": [ [ { "node": "Who's Overdue", "type": "main", "index": 0 } ] ] }, "Who's Overdue": { "main": [ [ { "node": "Draft the Reminder", "type": "main", "index": 0 } ] ] }, "Draft the Reminder": { "main": [ [ { "node": "Note the Chase", "type": "main", "index": 0 } ] ] }, "Chaser Config": { "main": [ [ { "node": "Read Invoices for Chasing", "type": "main", "index": 0 } ] ] } }, "settings": { "executionOrder": "v1" } }