Automated Clockify Time Tracking to Xero Invoicing (n8n)

1. **Create n8n Workflow**: Open your n8n instance and create a new workflow titled 'Clockify to Xero Invoicing'. 2. **Configure Clockify Trigger**: Add the 'Clockify Trigger' node. Set the 'Event' to 'Time Entry Created' or use a 'Webhook' node if self-hosting for instant triggers. Authenticate using your Clockify API Key. 3. **Identify Client**: Add a 'Xero' node with the action 'Get Contact'. Use an n8n expression `{{ $node["Clockify Trigger"].json["clientName"] }}` to find the matching contact in Xero. 4. **Filter Logic**: Add an 'IF' node after the trigger to ensure `billable` is `true`. Only continue if the entry is marked for billing. 5. **Time Transformation**: Clockify provides duration in seconds. Add an 'Edit Fields' (or Set) node. Use the expression `{{ $json.timeInterval.duration / 3600 }}` to convert seconds into decimal hours for Xero. 6. **Currency/Rate Mapping**: Use a 'Lookup Table' or 'Switch' node if you need to map specific Clockify Project IDs to Xero Service Account Codes (e.g., Project A -> Account 200). 7. **Configure Xero Action**: Add another 'Xero' node. Set 'Resource' to 'Invoice' and 'Operation' to 'Create'. Map the 'Contact ID' from Step 3 and the 'Quantity' from Step 5. 8. **Deduplication Check**: To prevent double-billing during updates, use the 'Execute Workflow' node or a 'Wait' node to batch entries, or store the Clockify Entry ID in a Xero 'Reference' field and check for its existence first. 9. **Error Handling**: Create a separate 'Error Trigger' node. Connect it to a 'Discord' or 'Slack' node to notify you if an invoice fail to generate due to a missing contact or expired OAuth token.

| Clockify Field | n8n Expression / Transformation | Xero Field | Required | | :--- | :--- | :--- | :--- | | `clientName` | `{{ $json.clientName }}` | Contact Name / ID | Yes | | `timeInterval.duration` | `{{ $json.duration / 3600 }}` (Decimal Conversion) | Quantity (Hours) | Yes | | `description` | `{{ $json.description || 'No description' }}` | Line Item Description | Yes | | `billableAmount` | `{{ $json.hourlyRate.amount }}` | Unit Amount | No | | `id` | `{{ $json.id }}` | Reference / Internal Note | No | | `projectId` | `{{ $json.projectId === '123' ? '200' : '210' }}` | Account Code | Yes |

• **Rate Limits**: Xero has a limit of 5,000 API calls per day. If syncing thousands of time entries, use the n8n 'Split in Batches' node to process entries in groups. • **Time Formatting**: Clockify returns ISO8601 durations; ensure you use n8n's `$luxon` library in expressions if complex date math is needed. • **OAuth Refresh**: If you are self-hosting n8n, ensure your environment variables for OAuth are correctly configured, or the Xero connection will expire every 30 minutes. • **Rounding Discrepancies**: Xero rounds to 2 decimal places. Ensure your n8n expression `{{ ($json.duration / 3600).toFixed(2) }}` matches your Xero rounding settings to avoid penny differences.

- [ ] **Clockify Webhook Active**: Triggered a test entry in Clockify and confirmed n8n received the JSON payload. - [ ] **Contact Match**: Verified the 'Xero Get Contact' node correctly identifies the client by name or email. - [ ] **Math Check**: Verified that a 90-minute entry in Clockify results in exactly '1.5' in the Xero invoice node. - [ ] **Draft Status**: Confirmed the invoice is created as 'Draft' in Xero (not 'Authorized') for final manual review. - [ ] **Error Path**: Manually broke the connection and confirmed the n8n 'Error Trigger' node fired an alert.