Step 2: Configure the Schedule Trigger

Daily reminders are driven by a schedule. Daily Reminder Trigger runs every morning and feeds the reminder processing branch.

1. Add and open Daily Reminder Trigger.
2. Set the schedule rule to run daily at 8 (triggerAtHour).
3. Confirm it connects to Set Reminder Settings as shown in the workflow.

Step 3: Connect QuickBooks

QuickBooks is the primary system for customer and invoice operations. Multiple nodes use the same OAuth connection.

1. Open any QuickBooks node (e.g., Lookup Customer).
2. Credential Required: Connect your quickBooksOAuth2Api credentials.
3. Apply the same credentials to the following nodes: Fetch Product Item, Generate Invoice Record, Dispatch Invoice Email, Lookup Customer, Create Customer Profile, Revise Customer Profile, and Fetch Invoice Details.

Execution Flow: Incoming Form Webhook → Normalize Payload → Lookup Customer → Validate Submission → Revise Customer Profile or Create Customer Profile → Append Customer ID.

Step 4: Set Up Data Normalization and Customer/Product Linking

This step prepares consistent data for customer creation and invoice creation.

1. In Normalize Payload, keep the provided JavaScript Code to extract address and customer fields from $input.first().json.body.
2. In Lookup Customer, set the filter query to =Where PrimaryEmailAddr = '{{ $json.customer.email }}'.
3. In Validate Submission, ensure the conditions check {{$json}} and {{$json.Id}} exist.
4. In Create Customer Profile, map the fields using expressions like {{ $('Normalize Payload').item.json.customer.name }} and address fields from Normalize Payload.
5. In Revise Customer Profile, keep customerId as {{ $json.Id }} and reuse the same mapped fields.
6. In Append Customer ID, keep the JS code that merges the customer ID into the normalized payload.
7. In Fetch Product Item, keep Resource item, Operation getAll, Limit 1, and the filter query =WHERE name = '{{ $json.item.name }}'.
8. In Append Item ID, keep the JS code that merges the item ID into the payload.

Step 5: Configure Invoice Creation and Reminder Storage

This section creates the invoice in QuickBooks, sends it, and stores it for reminders.

1. In Generate Invoice Record, set Resource to invoice and Operation to create.
2. Set CustomerRef to {{ $json.customer.id }} and Line → itemId to {{ $json.item.id }}.
3. In Dispatch Invoice Email, set Email to {{ $('Append Item ID').item.json.customer.email }} and invoiceId to {{ $json.Id }}.
4. In Set Reminder Settings, keep the raw JSON output: {"dataTableId":"","reminderIntervalsInDays":[2,3,5], isInvoiceTrigger: {{ $json["Day of week"] ? false : true }}}.
5. In Trigger Source Check, confirm the condition checks {{ $json.isInvoiceTrigger }} to route between invoice storage and reminder retrieval.
6. In Store Invoice Entry, confirm the data table columns map from Dispatch Invoice Email and the dataTableId uses {{ $('Set Reminder Settings').item.json.dataTableId }}.

Execution Flow: Append Item ID → Generate Invoice Record → Dispatch Invoice Email → Set Reminder Settings → Trigger Source Check → Store Invoice Entry.

Step 6: Configure Reminder Processing and AI Summary

The reminder engine pulls entries, evaluates if reminders are due, sends emails, and summarizes the day’s activity.

1. In Retrieve Invoice Entries, set Operation to get and Return All to true with {{ $('Set Reminder Settings').item.json.dataTableId }}.
2. In Iterate Invoice List, leave default batch settings to cycle through entries.
3. In Fetch Invoice Details, set invoiceId to {{ $json.invoiceId }}.
4. In Route Reminder Logic, keep the “send now” condition expression: {{ $json.Balance > 0 && DateTime.fromISO($('Iterate Invoice List').item.json.updatedAt).plus($('Set Reminder Settings').item.json.reminderIntervalsInDays[$('Iterate Invoice List').item.json.remindersSent], 'days').format('yyyy-MM-dd') == $now.format('yyyy-MM-dd') }}.
5. In Reminder Limit Check, keep the expression {{ $json.remindersSent >= $('Set Reminder Settings').item.json.reminderIntervalsInDays.length }} to remove or loop invoices.
6. In Increment Reminder Count, set lastSentAt to {{ $now.toISO() }} and remindersSent to {{ $('Iterate Invoice List').item.json.remindersSent + 1 }}.
7. In Pull Today's Reminders, keep the filter {{ $now.startOf('day').toUTC().toString() }} and return all matching rows.
8. In Reminder Summary Agent, set Text to {{ $('Pull Today's Reminders').all() }}.
9. Open OpenAI Chat Engine and select the model gpt-4o-mini.
10. Credential Required: Connect your openAiApi credentials to OpenAI Chat Engine. The Reminder Summary Agent uses this model, so credentials must be added to the parent model node, not the agent.

Execution Flow: Retrieve Invoice Entries → Iterate Invoice List → Fetch Invoice Details → Route Reminder Logic → Send Reminder Notice → Increment Reminder Count → Reminder Limit Check → Remove Invoice Entry or Iterate Invoice List.

Step 7: Configure Email Outputs (Invoices, Reminders, Summary)

Two Gmail nodes handle reminder notifications and daily summaries.

1. Open Send Reminder Notice and keep Send To as {{ $json.BillEmail.Address }}.
2. Keep the HTML in Message as provided and the subject Friendly Reminder: Your Invoice is Due Soon – {{ $json.DocNumber }}.
3. Open Email Reminder Summary and set Send To to your team email (replace [YOUR_EMAIL]).
4. Keep Message as {{ $json.output }} and subject Summary of today's reminders sent.
5. Credential Required: Connect your Gmail credentials in both Send Reminder Notice and Email Reminder Summary (these nodes currently have no credentials configured).

Step 8: Test and Activate Your Workflow

Run end-to-end tests for both the webhook and scheduled reminder flows before activating.

1. Use Execute Workflow on Incoming Form Webhook and send a real test payload from your form tool.
2. Confirm a customer is found or created (Lookup Customer → Validate Submission) and an invoice is created and emailed (Generate Invoice Record → Dispatch Invoice Email).
3. Manually run Daily Reminder Trigger to simulate the morning reminder run and confirm Send Reminder Notice emails are sent.
4. Verify the AI summary email arrives from Email Reminder Summary with HTML output from Reminder Summary Agent.
5. When successful, switch the workflow to Active to enable production use.