Description
This workflow automates the process of retrieving Stripe invoices, validating API responses, generating payment receipts, sending them via email, storing PDFs in Google Drive, and appending details to a Google Sheet ledger. It also includes an error logging system to capture and record workflow issues, ensuring financial operations are both automated and reliable.
What This Template Does (Step-by-Step)
- 📋 Manual Trigger – Start the workflow manually by clicking Execute workflow.
- 🔗 Fetch Invoices – Authenticates with Stripe and retrieves the 5 most recent invoices (includes customer info, amounts, statuses, and invoice URLs).
- ✅ Check API Response – Ensures the Stripe API response contains a valid data[] array. If not, errors are logged.
- 📂 Expand List – Splits Stripe’s bundled invoice list into individual invoice records for independent processing.
- 💳 IF (Paid?) – Routes invoices based on payment status; only paid invoices move forward.
- 📧 IF (Already Receipted?) – Skips invoices where a receipt has already been generated (receipt_sent = true).
- 📑 Download File – Downloads the hosted invoice PDF from Stripe for use in emails and archiving.
- ✉️ Send Receipt Email – Emails the customer a payment receipt with the PDF attached, using invoice details (number, amount, customer name).
- ☁️ Upload Invoice PDF – Uploads the invoice PDF to a specific Google Drive folder, named by invoice number.
- 📊 Append to Ledger – Updates a Google Sheet with invoice metadata (date, invoice number, Drive file ID, link, size).
- ⚠️ Error Logging – Logs workflow issues (failed API calls, missing data, etc.) into a dedicated error tracking sheet.
Prerequisites
- Stripe API key (with invoice read permissions)
- Google Drive (destination folder for invoices)
- Google Sheets with:
- Receipts Ledger Sheet
- Error Logging Sheet
- Gmail OAuth2 account for sending receipts
Key Benefits
✅ Automates customer receipt delivery with attached PDFs
✅ Builds a permanent ledger in Google Sheets for finance
✅ Archives invoices in Google Drive for easy retrieval
✅ Prevents duplicates by checking receipt_sent metadata
✅ Includes error logging for smooth monitoring and debugging
Perfect For
- Finance/accounting teams needing automated receipt handling
- SaaS businesses managing recurring Stripe invoices
- Operations teams requiring error-proof automation
- Any business needing audit-ready receipts + logs
