License tracking n8n template generated $14,400 in first year 🔥

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Friend running healthcare staffing agency asked about automating credential tracking. 200 healthcare workers. 847 active credentials (nursing licenses, CPR certs, background checks, TB tests). HR coordinator spending 12 hours weekly on manual tracking.

Built dual-workflow system matching n8n best practices.

PROACTIVE WORKFLOW (4 Nodes - Simple Daily Check):

Node 1: Schedule Trigger (7 AM daily)

Node 2: Google Sheets Read (credential database, 847 records)

Node 3: Code Filter (finds credentials expiring 1-90 days)

Node 4: Slack Alert (graduated 90/60/30/7 day warnings)

Clean. Simple. Runs automatically every morning.

REACTIVE WORKFLOW (8 Nodes - New Credential Processing):

Node 1: Gmail Trigger (watches credential emails)

Node 2: Get License Email

Node 3: Prepare Binary Data

Node 4: Document API Extract (holder, type, number, expiration)

Node 5: Analyze License (calculate days until expiry, urgency)

Node 6: Log to Google Sheets

Node 7: IF Node (requires immediate action?)

Node 8: Slack Alert (2 paths: urgent vs standard confirmation)

Automatically processes new credentials when submitted.

DEPLOYMENT VALUE:

Testing revealed 197 credentials needing renewal across 200-worker workforce. 23% of workforce had upcoming expirations HR hadn't caught.

First year results:

- Zero expired credentials on placements (was 8 incidents/year)

- 97% renewal completion rate (up from 74%)

- Prevented 19 potential placement failures

- 12 hours weekly saved (624 hours annually)

- Zero client contract issues

CLIENT RETENTION:

Original project scope: One-time setup. Reality: Became monthly recurring service at 98% retention rate.

Why perpetual value? Credentials expire continuously. New hires need tracking. Workers change certifications. Compliance monitoring never ends.

Started charging monthly per-worker monitoring fee. 200 workers × monthly rate = predictable recurring income. Added 15 similar healthcare staffing clients over 12 months.

THE n8n LESSON:

One-time automation projects have completion dates. Compliance monitoring has renewal cycles. Build for recurring value, not one-time delivery.

Simple 4-node proactive check + 8-node reactive capture = perpetual monitoring system. Set up once, runs forever, generates recurring value.

Healthcare staffing, construction licensing, real estate certifications, transportation CDLs - all need perpetual tracking.

Templates available: n8n

What compliance automation could generate recurring income for you?

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