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Register warranties and send SMS reminders with Google Sheets and Twilio

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Created by: iamvaar || iamvaar
iamvaar

Last update

Last update 7 hours ago

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Quick overview

Youtube video: https://youtu.be/M46ZVa5lbvI?si=cfR33Wf2Yo-61y4D

This workflow collects product warranty registrations via an n8n form, stores uploaded invoices in Google Drive, validates product IDs against Google Sheets, and then uses HighLevel and Twilio to create follow-up tasks and send confirmation and expiry reminder SMS messages.

How it works

  1. Receives a warranty registration submission from an n8n Form, including customer details and an uploaded invoice.
  2. Uploads the invoice file to a specified Google Drive folder and looks up the submitted Product ID in a Google Sheets “Products” sheet where warranty_submitted is false.
  3. If the product lookup fails, sends an “invalid Product ID” SMS to the customer via Twilio.
  4. If the product is valid, calculates the warranty expiry date and a reminder date 30 days before expiry, and builds a registration record including the Google Drive invoice URL.
  5. Creates or updates the customer contact in HighLevel and creates a HighLevel task due on the reminder date.
  6. Appends the registration details to a Google Sheets “Registrations” sheet and sends a confirmation SMS via Twilio.
  7. Runs daily at 09:00, fetches all registrations from Google Sheets, and for each record sends a 30-day-to-expiry reminder SMS via Twilio and creates a corresponding HighLevel task.
  8. Marks reminded registrations as “Reminder Sent = YES” in Google Sheets, and marks any already-expired registrations as “Status = EXPIRED.”

Setup

  1. Set up credentials for Google Drive OAuth2, Google Sheets (Google Service Account), Twilio, and HighLevel (GoHighLevel) OAuth2.
  2. Update the Google Drive folder destination and ensure the n8n Form file field name matches the Google Drive upload node input field (Invoice_Slip / Invoice Slip).
  3. Update the Google Sheets document ID and ensure the “Products” sheet includes columns like Product ID, Warranty Months, Product Name, and warranty_submitted, and the “Registrations” sheet includes the mapped columns used by the append/update steps.
  4. Replace YOUR_TWILIO_PHONE_NUMBER with a valid Twilio sender number and verify the destination phone number format for your region.
  5. Review the daily schedule (cron: 0 9 * * *) and adjust the reminder logic or timezone expectations if needed.