{ "name": "DEMO — Client document chaser (PauSolutions)", "nodes": [ { "parameters": { "content": "## Client document chaser — DEMO\nFictional accounting firm and clients, no credentials.\n\n1. Replace **Client list (demo data)** with your Google Sheets/Excel node.\n2. Connect your email account in **Send request / reminder** and enable it.\n3. Rules: first request, reminder after 5 days, second reminder after 5 more, then **call the client** (no more emails).\n\nInteractive version: pausolutions.com/demos/document-chaser/\n\n_All dates in this demo are examples (sample \"today\": 21 Oct 2026). In production the workflow uses the real current date._", "height": 330, "width": 460 }, "id": "1286c532-bc20-4980-acb1-bc8b28a939be", "name": "About this demo", "type": "n8n-nodes-base.stickyNote", "typeVersion": 1, "position": [ -80, -340 ] }, { "parameters": { "rule": { "interval": [ { "field": "weeks", "triggerAtDay": [ 1, 2, 3, 4, 5 ], "triggerAtHour": 9 } ] } }, "id": "f8aca091-8466-4000-a69b-d928f82ffd27", "name": "Every weekday at 9:00", "type": "n8n-nodes-base.scheduleTrigger", "typeVersion": 1.2, "position": [ 0, 0 ] }, { "parameters": {}, "id": "bf68561d-0e12-4000-a15f-2fa48490663b", "name": "Test run", "type": "n8n-nodes-base.manualTrigger", "typeVersion": 1, "position": [ 0, 200 ] }, { "parameters": { "jsCode": "// DEMO DATA — fictional clients. In production, replace this node with a\n// Google Sheets / Excel node that reads your client list.\nconst clients = [\n {\n \"id\": \"c1\",\n \"client\": \"Oakridge Furniture Ltd (demo)\",\n \"email\": \"accounts@oakridge.example\",\n \"requested\": [\n \"Bank statement\",\n \"Purchase invoices\",\n \"Fuel receipts\"\n ],\n \"received\": [\n \"Purchase invoices\"\n ],\n \"reminders\": 1,\n \"lastReminder\": \"2026-10-14\"\n },\n {\n \"id\": \"c2\",\n \"client\": \"Bluebell Design (demo)\",\n \"email\": \"hello@bluebell.example\",\n \"requested\": [\n \"Bank statement\",\n \"Sales invoices\"\n ],\n \"received\": [\n \"Bank statement\",\n \"Sales invoices\"\n ],\n \"reminders\": 0,\n \"lastReminder\": \"\"\n },\n {\n \"id\": \"c3\",\n \"client\": \"Green Leaf Café (demo)\",\n \"email\": \"owner@greenleaf.example\",\n \"requested\": [\n \"Bank statement\",\n \"Purchase invoices\",\n \"Payroll summary\"\n ],\n \"received\": [],\n \"reminders\": 0,\n \"lastReminder\": \"\"\n },\n {\n \"id\": \"c4\",\n \"client\": \"Hartley & Co (demo)\",\n \"email\": \"admin@hartley.example\",\n \"requested\": [\n \"Bank statement\"\n ],\n \"received\": [],\n \"reminders\": 3,\n \"lastReminder\": \"2026-10-16\"\n },\n {\n \"id\": \"c5\",\n \"client\": \"North Bikes (demo)\",\n \"email\": \"info@northbikes.example\",\n \"requested\": [\n \"Bank statement\",\n \"Sales report\"\n ],\n \"received\": [\n \"Sales report\"\n ],\n \"reminders\": 2,\n \"lastReminder\": \"2026-10-12\"\n },\n {\n \"id\": \"c6\",\n \"client\": \"Maple Physio (demo)\",\n \"email\": \"frontdesk@maplephysio.example\",\n \"requested\": [\n \"Bank statement\",\n \"Card terminal report\"\n ],\n \"received\": [\n \"Card terminal report\"\n ],\n \"reminders\": 1,\n \"lastReminder\": \"2026-10-19\"\n }\n];\nreturn clients.map((c) => ({ json: c }));" }, "id": "5aaf827d-d6e1-4e00-a498-fbc4ce3e2edb", "name": "Client list (demo data)", "type": "n8n-nodes-base.code", "typeVersion": 2, "position": [ 240, 100 ] }, { "parameters": { "jsCode": "// Same logic as the interactive demo on pausolutions.com/demos/ (rules + templates, no AI).\nconst TEXT = {\n \"locale\": \"en-GB\",\n \"firm\": \"Harbour Lane Accounting (demo)\",\n \"period\": \"September 2026\",\n \"subjects\": [\n \"Documents needed for {period}\",\n \"Reminder: documents for {period}\",\n \"Second reminder: documents for {period} needed by {deadline}\"\n ],\n \"bodies\": [\n \"Dear {client},\\n\\nto prepare your {period} accounts we still need:\\n{list}\\n\\nYou can simply reply to this email with the files attached. Thank you!\\n\\n{firm}\",\n \"Dear {client},\\n\\na quick reminder: we're still waiting for these documents for {period}:\\n{list}\\n\\nCould you send them this week? Just reply with the files attached.\\n\\n{firm}\",\n \"Dear {client},\\n\\nwe still haven't received these documents for {period}:\\n{list}\\n\\nWe need them by {deadline} to complete your accounts on time. If anything is unclear, reply to this email and we'll help.\\n\\n{firm}\"\n ],\n \"actions\": {\n \"first\": \"first request\",\n \"reminder\": \"reminder\",\n \"last\": \"second reminder\",\n \"call\": \"call\",\n \"waiting\": \"waiting\",\n \"complete\": \"complete\"\n },\n \"callReason\": \"No reply after 3 emails: call the client\",\n \"summarySubject\": \"Document status for the office\"\n};\nconst RULES = {\n \"everyDays\": 5,\n \"maxReminders\": 3\n};\nconst today = \"2026-10-21\"; // Demo: fixed example date, matching the sample data. In production use: new Date().toISOString().slice(0, 10)\n\nfunction fill(tpl, vars) {\n return tpl.replace(/\\{(\\w+)\\}/g, (m, k) => (k in vars ? String(vars[k]) : m));\n}\n\nfunction daysBetween(fromIso, toIso) {\n return Math.round((Date.parse(toIso + \"T00:00:00Z\") - Date.parse(fromIso + \"T00:00:00Z\")) / 86400000);\n}\n\nfunction addDays(iso, days) {\n return new Date(Date.parse(iso + \"T00:00:00Z\") + days * 86400000).toISOString().slice(0, 10);\n}\n\nfunction longDate(iso, locale) {\n return new Intl.DateTimeFormat(locale, { day: \"numeric\", month: \"long\", year: \"numeric\", timeZone: \"UTC\" }).format(new Date(iso + \"T00:00:00Z\"));\n}\n\nfunction money(amount, locale) {\n return new Intl.NumberFormat(locale, { style: \"currency\", currency: \"EUR\" }).format(amount);\n}\n\nfunction cleanText(value, max, multiline) {\n const s = String(value ?? \"\").replace(multiline ? /[\\u0000-\\u0009\\u000B-\\u001F\\u007F]/g : /[\\u0000-\\u001F\\u007F]/g, \" \");\n const collapsed = multiline ? s.replace(/[ \\t]+/g, \" \").replace(/\\n{3,}/g, \"\\n\\n\") : s.replace(/\\s+/g, \" \");\n return collapsed.trim().slice(0, max);\n}\n\nfunction hasTerm(text, term, whole) {\n if (!/^[\\p{L}\\p{N}]/u.test(term)) return text.includes(term);\n const escaped = term.replace(/[.*+?^${}()|[\\]\\\\]/g, \"\\\\$&\");\n return new RegExp(\"(^|[^\\\\p{L}\\\\p{N}])\" + escaped + (whole ? \"(?![\\\\p{L}\\\\p{N}])\" : \"\"), \"u\").test(text);\n}\n\nfunction planChaser(clients, today, text, rules) {\n return clients.map((c) => {\n const missing = c.requested.filter((d) => !c.received.includes(d));\n const base = { id: c.id, client: c.client, email: c.email, missing, remindersBefore: c.reminders, remindersAfter: c.reminders, stage: null, nextReminder: null, subject: null, body: null, reason: null };\n if (missing.length === 0) return { ...base, status: \"complete\", action: text.actions.complete };\n if (c.reminders >= rules.maxReminders) return { ...base, status: \"call\", action: text.actions.call, reason: text.callReason };\n const since = c.lastReminder ? daysBetween(c.lastReminder, today) : Infinity;\n if (since < rules.everyDays) return { ...base, status: \"waiting\", action: text.actions.waiting, nextReminder: addDays(c.lastReminder, rules.everyDays) };\n const stage = Math.min(c.reminders, 2);\n const vars = { client: c.client, period: text.period, firm: text.firm, list: missing.map((d) => \"- \" + d).join(\"\\n\"), deadline: longDate(addDays(today, rules.everyDays), text.locale) };\n const action = stage === 0 ? text.actions.first : stage === 1 ? text.actions.reminder : text.actions.last;\n return { ...base, status: \"email\", action, stage, remindersAfter: c.reminders + 1, subject: fill(text.subjects[stage], vars), body: fill(text.bodies[stage], vars) };\n });\n}\n\nreturn planChaser($input.all().map((i) => i.json), today, TEXT, RULES).map((o) => ({ json: o }));" }, "id": "16d0e552-6370-4f80-a8e7-9cebd469e09e", "name": "Work out what to send", "type": "n8n-nodes-base.code", "typeVersion": 2, "position": [ 480, 100 ] }, { "parameters": { "conditions": { "options": { "caseSensitive": true, "leftValue": "", "typeValidation": "strict", "version": 2 }, "conditions": [ { "id": "ad6c0e20-c342-4400-a35b-7799f2eec8e0", "leftValue": "={{ $json.status }}", "rightValue": "email", "operator": { "type": "string", "operation": "equals" } } ], "combinator": "and" }, "options": {} }, "id": "582cc6a3-67dd-4200-a61b-bf1a94374705", "name": "Only clients to email", "type": "n8n-nodes-base.filter", "typeVersion": 2.2, "position": [ 740, 0 ], "notes": "Clients flagged for a phone call are not emailed.", "notesInFlow": true }, { "parameters": { "fromEmail": "office@harbourlane.example", "toEmail": "={{ $json.email }}", "subject": "={{ $json.subject }}", "emailFormat": "text", "text": "={{ $json.body }}", "options": {} }, "id": "574caeec-d766-4e00-a97b-d755156f3cb4", "name": "Send request / reminder", "type": "n8n-nodes-base.emailSend", "typeVersion": 2.1, "position": [ 980, 0 ], "disabled": true, "notes": "Disabled in the demo. Connect your own SMTP/Gmail/Outlook account, then enable.", "notesInFlow": true }, { "parameters": { "jsCode": "// Same logic as the interactive demo on pausolutions.com/demos/ (rules + templates, no AI).\nconst TEXT = {\n \"locale\": \"en-GB\",\n \"firm\": \"Harbour Lane Accounting (demo)\",\n \"period\": \"September 2026\",\n \"subjects\": [\n \"Documents needed for {period}\",\n \"Reminder: documents for {period}\",\n \"Second reminder: documents for {period} needed by {deadline}\"\n ],\n \"bodies\": [\n \"Dear {client},\\n\\nto prepare your {period} accounts we still need:\\n{list}\\n\\nYou can simply reply to this email with the files attached. Thank you!\\n\\n{firm}\",\n \"Dear {client},\\n\\na quick reminder: we're still waiting for these documents for {period}:\\n{list}\\n\\nCould you send them this week? Just reply with the files attached.\\n\\n{firm}\",\n \"Dear {client},\\n\\nwe still haven't received these documents for {period}:\\n{list}\\n\\nWe need them by {deadline} to complete your accounts on time. If anything is unclear, reply to this email and we'll help.\\n\\n{firm}\"\n ],\n \"actions\": {\n \"first\": \"first request\",\n \"reminder\": \"reminder\",\n \"last\": \"second reminder\",\n \"call\": \"call\",\n \"waiting\": \"waiting\",\n \"complete\": \"complete\"\n },\n \"callReason\": \"No reply after 3 emails: call the client\",\n \"summarySubject\": \"Document status for the office\"\n};\n\nfunction chaserSummary(outcomes, text) {\n const open = outcomes.filter((o) => o.status !== \"complete\");\n return {\n subject: text.summarySubject,\n emailsSent: outcomes.filter((o) => o.status === \"email\").length,\n toCall: outcomes.filter((o) => o.status === \"call\").map((o) => o.client),\n waiting: outcomes.filter((o) => o.status === \"waiting\").length,\n complete: outcomes.length - open.length,\n lines: open.map((o) => o.client + \": \" + o.missing.join(\", \") + \" → \" + o.action).join(\"\\n\"),\n };\n}\n\nreturn [{ json: chaserSummary($input.all().map((i) => i.json), TEXT) }];" }, "id": "544c708a-c3b1-4a00-aa7b-093349e159a6", "name": "Status summary for the office", "type": "n8n-nodes-base.code", "typeVersion": 2, "position": [ 740, 240 ] } ], "pinData": {}, "connections": { "Every weekday at 9:00": { "main": [ [ { "node": "Client list (demo data)", "type": "main", "index": 0 } ] ] }, "Test run": { "main": [ [ { "node": "Client list (demo data)", "type": "main", "index": 0 } ] ] }, "Client list (demo data)": { "main": [ [ { "node": "Work out what to send", "type": "main", "index": 0 } ] ] }, "Work out what to send": { "main": [ [ { "node": "Only clients to email", "type": "main", "index": 0 }, { "node": "Status summary for the office", "type": "main", "index": 0 } ] ] }, "Only clients to email": { "main": [ [ { "node": "Send request / reminder", "type": "main", "index": 0 } ] ] } }, "active": false, "settings": { "executionOrder": "v1" }, "versionId": "b888e9c8-f721-4c00-a6bf-907125b3a9f8", "meta": { "templateCredsSetupCompleted": false }, "tags": [], "_demo": { "by": "PauSolutions", "note": "DEMO with fictional data. No credentials included. Email nodes are disabled until you connect your own account.", "tags": [ "demo", "accounting" ] } }