Automated Service-to-Billing: Clockify to QuickBooks Online (n8n)

1. **Establish Credentials**: In n8n, go to 'Credentials' and set up 'Clockify API' (using your API Key) and 'QuickBooks Online OAuth2'. 2. **Configure Clockify Trigger**: Add the 'Clockify Trigger' node. Set the 'Resource' to `Time Entry` and 'Event' to `New Time Entry`. Ensure you select the correct Workspace ID. 3. **Filter Billable Hours**: Add an 'IF Node' to check if `{{ $json.billable }}` is true. This prevents internal administrative time from cluttering QuickBooks. 4. **Map Customer via Search**: QuickBooks requires a unique `Customer ID`. Add a 'QuickBooks Online' node, set Resource to `Customer` and Operation to `Get All`. Use a Query parameter `DisplayName = '{{ $json.clientName }}'` to retrieve the matching ID. 5. **Format Duration**: Clockify often sends duration in ISO8601 or seconds. Use an 'Expression' in the next node to convert this to hours and minutes, as QuickBooks expects `Hours` and `Minutes` integers or a decimal format. 6. **Create Time Activity**: Add another 'QuickBooks Online' node. Set Operation to `Create` for the `Time Activity` resource. Map the `Customer ID` from Step 4 and the `Duration` and `Description` from the Trigger node. 7. **Handle Multi-Employee Mapping**: Use an n8n 'Switch Node' or a static mapping JSON if your Clockify User emails don't perfectly match QuickBooks Employee names. 8. **Implement Error Handling**: Create an 'Error Trigger' workflow. In your main workflow 'Settings', set 'Error Workflow' to this new scratchpad to catch API timeouts or 404s. 9. **Test with Execution Data**: Click 'Execute Workflow' and stop a timer in Clockify. Verify the data flow in the n8n execution canvas before setting the workflow to 'Active'.

| Clockify Field | QuickBooks Field | n8n Expression / Transformation | | :--- | :--- | :--- | | `description` | `Description` | `{{ $json.description }}` (Required) | | `timeInterval.duration` | `Hours` / `Minutes` | `{{ $json.timeInterval.duration.asHours() }}` (Use Luxon/n8n expressions) | | `clientName` | `CustomerRef` | Lookup result from QuickBooks Search Node | | `project.name` | `Class` | `{{ $json.projectName }}` (Requires QB Plus/Advanced) | | `user.email` | `EmployeeRef` | Map via `Name` or `Email` using QB search | | `billable` | `BillableStatus` | `{{ $json.billable ? 'Billable' : 'NotBillable' }}` |

* **Format Mismatches**: Clockify returns time in a unique string format (e.g., `PT1H30M`). You must use an n8n Expression node with JavaScript or the Date/Time node to parse this into decimals (1.5) for QuickBooks. * **Rate Limiting**: Clockify and QuickBooks both have API limits. If syncing 100+ entries at once, use the 'Split in Batches' node in n8n (recommending batches of 10) to avoid 429 errors. * **Duplicate Prevention**: The 'New Time Entry' trigger fires every time a timer stops. If a user restarts/edits a timer, it may fire again. Consider using a 'Wait' node or a 'Check existence' step in QuickBooks before creating. * **OAuth Refresh**: Ensure your n8n instance is reachable via a public URL (or use n8n Cloud) to allow QuickBooks OAuth tokens to refresh properly; otherwise, the workflow will break every 24 hours.

- [ ] **Credentials Check**: Both Clockify and QuickBooks nodes show 'Connection successful'. - [ ] **Trigger Test**: Stopping a timer in Clockify populates the 'Output' data in the n8n Trigger node. - [ ] **Search Logic**: The workflow correctly finds a QuickBooks Customer ID based on the Clockify Client name. - [ ] **Data Integrity**: Decimals (e.g., 45 minutes = 0.75 hours) transfer accurately without rounding errors. - [ ] **Activation**: The 'Active' toggle is switched on and the workflow appears in the 'Executions' tab. - [ ] **End-to-End**: A 'Time Activity' appears in QuickBooks Online > Reports > Time Activities by Customer.