Automated FreshBooks Invoicing from Clockify Time Entries (n8n)

1. **Establish Credentials**: In n8n, go to 'Credentials' and add 'Clockify API' (using your API Key from Profile Settings) and 'FreshBooks OAuth2' (requires creating an app in the FreshBooks Developer Portal). 2. **Configure Clockify Trigger**: Add the 'Clockify Trigger' node. Set the 'Resource' to 'Time Entry' and 'Event' to 'Created'. Ensure the 'Workspace ID' is correctly selected. 3. **Add Filter Node**: Connect an 'IF' node to check if `{{ $node["Clockify Trigger"].json["billable"] }}` is equal to `true`. This prevents non-billable internal work from cluttering your accounting. 4. **Data Transformation (Duration)**: Clockify sends duration as an ISO 8601 string or seconds. Add a 'Code' node to convert this to decimal hours for FreshBooks using: `return [{ json: { hours: (item.json.timeInterval.duration_seconds / 3600).toFixed(2) } }];`. 5. **Client Look-up**: Add a 'FreshBooks' node, action 'Get Many' for 'Client'. Use a 'Filter' or n8n expression to match the Clockify client name/email with existing FreshBooks records. 6. **Logical Branching**: Add an 'IF' node to check if the FreshBooks Client ID exists. If not, add another FreshBooks node to 'Create Client'. 7. **Create Time Entry/Invoice Item**: Add a FreshBooks node. Select the action 'Create' for the 'Time Entry' resource. Map the decimal hours from Step 4 and the description from Step 2. 8. **Duplicate Handling**: Use a 'Wait' node or a 'Check Document' step if syncing in batches to ensure the same `clockify_id` hasn't been processed in the last 60 seconds. 9. **Error Handling**: Create an 'Error Trigger' workflow or use the 'On Error' -> 'Continue' setting on the FreshBooks node to catch API rate limits. 10. **Enable Workflow**: Save the workflow and toggle the 'Active' switch. n8n will now listen for the Clockify Webhook.

| Data Field (Clockify) | Data Field (FreshBooks) | n8n Expression / Transformation | Required? | | :--- | :--- | :--- | :--- | | `description` | `note` | `{{ $json.description or 'No description' }}` | Yes | | `timeInterval.duration` | `hours` | `{{ $json.timeInterval.duration_seconds / 3600 }}` (Decimal) | Yes | | `clientId` | `client_id` | Match via FreshBooks Search Node | Yes | | `projectId` | `project_id` | `{{ $json.projectId }}` (Mapped via ID lookup) | Optional | | `startTime` | `date` | `{{ $json.timeInterval.start.split('T')[0] }}` | Yes |

* **The Seconds Trap**: Clockify provides duration in seconds; FreshBooks expects decimal hours. Always use an n8n Expression or Code node to divide by 3600. * **Rate Limiting**: If you use a 'Split in Batches' node for historical syncs, set it to 50 items per minute to avoid FreshBooks' API throttling. * **Workspace Mismatches**: Ensure the API Key used in n8n has access to the specific Workspace ID selected in the node; otherwise, the trigger will silently fail. * **Client ID Sync**: n8n requires the internal FreshBooks `client_id` (integer), not the client name. You MUST use a 'Get Many' or 'Search' node before creating entries.

- [ ] Trigger a test 'New Time Entry' in Clockify by stopping a 1-minute timer. - [ ] Check n8n 'Executions' tab to verify the webhook was received. - [ ] Confirm the Code node correctly converted seconds (e.g., 3600s) to 1.00 hours. - [ ] Verify in FreshBooks that a 'Time Entry' or 'Draft Invoice' appeared under the correct client. - [ ] Use n8n 'Wait' or 'Limit' nodes if testing with more than 10 entries at once to prevent race conditions.