Send PDF renewal invoices for expiring domains with CraftMyPDF, Gmail, and Google Sheets

Description

This workflow automates the management of expiring domains and invoice generation.

The workflow checks whether a domain is expiring on the current date. If so, it automatically generates a PDF invoice using an external API, downloads the invoice, and emails it to the client.

After sending the invoice, the workflow updates the Google Sheet to mark the invoice as sent and adds a new expiration date for the next year, ensuring continuous tracking of domain renewals.

Key Advantages

1. ✅ Full Automation of Billing Process

The workflow eliminates manual work by automatically:

Detecting expiring domains
Generating invoices
Sending emails to clients

This reduces administrative effort and human error.

2. ✅ Time-Saving and Scalable

Once set up, the system can handle any number of domains without additional effort, making it ideal for scaling domain management operations.

3. ✅ Accurate and Timely Notifications

By comparing expiration dates with the current date, invoices are sent exactly when needed, avoiding missed renewals or delays.

4. ✅ Seamless Integration

The workflow integrates multiple services:

Google Sheets (data source and tracking)
CraftMyPDF API (invoice generation)
Gmail (email delivery)

This creates a smooth, end-to-end automation pipeline.

5. ✅ Data Consistency and Tracking

After processing:

The sheet is updated to mark invoices as sent
A new expiration date is added automatically

This ensures your data remains always up-to-date and reliable.

6. ✅ Improved Cash Flow Management

Automatic invoice delivery helps ensure clients receive renewal requests promptly, increasing the likelihood of on-time payments.

7. ✅ Customizable and Extendable

The workflow can easily be expanded (e.g., adding reminders, payment tracking, or CRM integration) thanks to n8n’s modular structure.

How it works

Trigger
The workflow can be triggered manually or on a schedule (e.g., daily) to check for domains expiring.

Fetch domain data
It reads a Google Sheets document (Expiring domains) containing rows with domain names, renewal prices, client emails, expiration dates, and an INVOICE SENT flag.

Check expiration condition
The If node compares the row’s EXPIRING date with the current date. Only rows where the expiration date equals today proceed.

Generate PDF invoice
For each matching domain, it calls the CraftMyPDF API to generate an invoice using a predefined template.
The invoice includes the domain name, renewal price, and grand total.

Download the PDF
A second HTTP request fetches the generated PDF from the URL returned by CraftMyPDF.

Send email with attachment
Gmail sends the invoice as an attachment to the client’s email address, with a custom message regarding domain renewal.

Update the sheet
The INVOICE SENT column is marked with "x" for the processed row.

Add next expiration date
A new row is appended to the same sheet with the same domain, renewal price, client email, and a new expiration date set to one year from today.

Set up steps

Google Sheets setup
Create a Google Sheet with columns: EXPIRING, DOMAIN, RENEW, CLIENT EMAIL, INVOICE SENT.
Share the sheet with the Google account used in n8n.

Credentials
Google Sheets OAuth2 – authenticate with access to the spreadsheet.
Gmail OAuth2 – authenticate the email account used to send invoices.
HTTP Header Auth – create a credential for CraftMyPDF with the appropriate API key.

CraftMyPDF template
Design an invoice template in CraftMyPDF.
Copy the template ID and replace "xxxxxxxx" in the HTTP request node’s JSON body.

Adjust date format
Ensure the date format (dd/LL/yyyy) in the If node and Add next expire date node matches your sheet’s date format.

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