Sync Clockify Time Entries to QuickBooks Online (n8n)

1. **Setup Clockify Trigger**: Add the 'Clockify Trigger' node. Set the event to 'New Time Entry'. Use a Webhook to receive data in real-time. 2. **Configure Credentials**: In n8n, create new credentials for Clockify using your API Key and QuickBooks Online using OAuth2 (follow the redirect URL prompt). 3. **Search Customer**: Add a 'QuickBooks Online' node. Set the resource to 'Customer' and operation to 'Get All'. Use a Filter expression to match the Clockify 'Client' name. 4. **Logic Check (If Node)**: Use an 'IF' node to check if the Customer search returned a result. If `{{ $node["QuickBooks"].json["id"] }}` is empty, route to a 'Create Customer' node. 5. **Format Time (Code Node)**: Clockify provides duration in seconds. Create a 'Code' node to convert seconds to hours for QuickBooks. Use: `item.hours = item.duration / 3600;`. 6. **Map Employees**: Add a 'Match' or 'Set' node to map Clockify User Emails to QuickBooks Employee IDs. This ensures the time log is attributed to the correct person. 7. **Create Time Activity**: Add another QuickBooks node. Set Resource to 'Time Activity'. Map `hours` from the Code node, `customerId` from the search step, and the `description` from Clockify. 8. **Data Transformation**: Use n8n Expressions to format the date: `{{ $json.timeInterval.start.toDate().toISOString() }}` to satisfy QuickBooks API requirements. 9. **Add Error Handling**: Create an 'Error Trigger' node to catch failed executions. Connect it to an email or Slack node to notify the admin if a sync fails (e.g., due to a missing service item).

| Clockify Field | QuickBooks Field | n8n Expression / Transformation | | :--- | :--- | :--- | | `timeInterval.duration` | `Hours` | `{{ $json.duration / 3600 }}` (Decimal format) | | `clientName` | `CustomerRef` | `{{ $node["Search Customer"].json["Id"] }}` | | `description` | `Description` | `{{ $json.description || 'No description provided' }}` | | `user.email` | `EmployeeRef` | Requires a lookup table or QuickBooks search by Email | | `timeInterval.start` | `TxnDate` | `{{ $json.timeInterval.start.split('T')[0] }}` | | `billable` | `BillableStatus` | `{{ $json.billable ? 'Billable' : 'NotBillable' }}` |

• **Rate Limiting**: QuickBooks Online API has strict concurrency limits. If syncing bulk historical data, use the **Split In Batches** node in n8n to process entries 10 at a time. • **Time Formatting**: QuickBooks requires duration in decimal hours (1.5) or hours/minutes. Clockify's raw seconds must be converted using an n8n Expression or Code node to avoid 400 Bad Request errors. • **Rounding Discrepancies**: ensure your n8n math expression rounds to 2 decimal places `(.toFixed(2))` to match QuickBooks ledger precision. • **Connection Expiry**: QuickBooks OAuth2 tokens can expire if the workflow isn't run frequently. Ensure the n8n environment's base URL is correctly configured for token refresh logic.

- [ ] **Webhook Test**: Trigger a 'Test Step' in the Clockify node and verify the JSON payload arrives in n8n. - [ ] **Lookup Validation**: Ensure the 'Search Customer' node correctly identifies an existing QuickBooks customer by name. - [ ] **Math Check**: Verify that a 30-minute entry in Clockify results in exactly '0.5' in the QuickBooks Time Activity node. - [ ] **Execution Log**: Check the n8n 'Executions' tab to ensure the workflow finishes with a green status. - [ ] **Target Check**: Log into QuickBooks Online and verify the Time Activity appears in the 'Weekly Timesheet' view.