{"workflow":{"id":14306,"name":"Monitor Kimai project deadlines and budgets with daily email alerts","views":22,"recentViews":1,"totalViews":22,"createdAt":"2026-03-25T08:22:47.573Z","description":"Automatically monitor billable Kimai projects every weekday morning and receive a formatted HTML email when a project deadline is approaching or its hour budget is running low. If nothing requires attention, no email is sent keeping your inbox clean and focused.\n\n## Who it's for\n\nTeams and freelancers using Kimai to track billable hours who want to stay on top of project deadlines and budget consumption without checking manually every day. Particularly useful for agencies managing multiple concurrent projects with fixed-hour contracts or purchase orders with expiry dates.\n\n## How it works\n\nThe workflow runs Monday–Friday at 9 AM via a Schedule Trigger. It fetches all visible billable projects from Kimai, then, in parallel, retrieves full project details (end date, time budget, customer name) and all timesheet records for each project. Total logged hours are calculated and merged with project data.\n\nEach project is then evaluated: it gets flagged if its end date falls within the next 10 days, or if logged hours have exceeded 80% of the allocated budget. Flagged projects are assigned a color-coded urgency level (expired, urgent, warning, on track, or missing data) and sorted by days remaining.\n\nA rich HTML email is generated with one card per project, showing the deadline status and a visual progress bar for hour consumption. The email is sent only if at least one project qualifies, otherwise the workflow exits silently.\n\n## How to set up\n\n1. Add your Kimai Bearer Token as an HTTP Bearer Auth credential in n8n\n2. Add your SMTP credentials for outgoing email\n3. Replace `https://kimai` with your actual Kimai instance URL in the three HTTP Request nodes and in the email button link inside the `Build Email HTML - Report` node\n4. Update `fromEmail` and `toEmail` in the `Send an Email` node\n\n## Requirements\n\n- Self-hosted or cloud Kimai instance with API access\n- Kimai service account Bearer Token\n- SMTP account for outgoing email\n\n## How to customize\n\n| What | Where |\n|---|---|\n| Days threshold (default: 10) | `Calculate expiration` β†’ line 1 |\n| Budget alert % (default: 80%) | `Calculate expiration` β†’ `getBudgetInfo()` |\n| Schedule | `Every Day at 9:00` trigger node |\n| Sender / recipient email | `Send an Email` node |","workflow":{"meta":{"instanceId":"818525b29b24074724ec33139bff06e9c4d540539f68e12c2e9d31a4397479fd"},"nodes":[{"id":"fc46a11c-cb88-470d-ac28-314a4f911676","name":"Send an Email","type":"n8n-nodes-base.emailSend","position":[2704,176],"webhookId":"d2220fb3-b1a3-4a8f-a135-9955a9070351","parameters":{"html":"={{ $json.html }}","options":{"appendAttribution":false,"allowUnauthorizedCerts":true},"subject":"={{ $json.subject }}","toEmail":"info@example.com","fromEmail":"info@example.com"},"credentials":{"smtp":{"id":"credential-id","name":"SMTP account"}},"typeVersion":2.1},{"id":"51e18cb1-20e1-486a-9ea5-a9c65bb72a27","name":"Every Day at 9:00","type":"n8n-nodes-base.scheduleTrigger","position":[736,256],"parameters":{"rule":{"interval":[{"field":"cronExpression","expression":"0 9 * * 1-5"}]}},"typeVersion":1.2},{"id":"f228e077-eae6-4442-abd5-46d713a980ff","name":"GET Projects","type":"n8n-nodes-base.httpRequest","position":[960,256],"parameters":{"url":"https://kimai/api/projects","options":{},"sendQuery":true,"authentication":"genericCredentialType","genericAuthType":"httpBearerAuth","queryParameters":{"parameters":[{"name":"visible","value":"1"}]}},"credentials":{"httpBearerAuth":{"id":"credential-id","name":"Kimai Service Account"}},"typeVersion":4.2},{"id":"055cc8ac-f30a-4f69-a236-edd0425b58cc","name":"Get only Bilable","type":"n8n-nodes-base.code","position":[1184,256],"parameters":{"jsCode":"const results = [];\n\nfor (const item of $input.all()) {\n if (item.json.billable === true) {\n results.push({ json: item.json });\n }\n}\n\nreturn results;"},"typeVersion":2},{"id":"0e709eaf-f296-4e60-8fa5-20739dd4a9e8","name":"GET Projects Details","type":"n8n-nodes-base.httpRequest","position":[1552,160],"parameters":{"url":"=https://kimai/api/projects/{{$json.id}}","options":{},"authentication":"genericCredentialType","genericAuthType":"httpBearerAuth"},"credentials":{"httpBearerAuth":{"id":"credential-id","name":"Kimai Service Account"}},"typeVersion":4.2},{"id":"0a14fabc-e525-4c78-8291-b1f9dad92492","name":"GET Timesheet Records","type":"n8n-nodes-base.httpRequest","position":[1408,352],"parameters":{"url":"https://kimai/api/timesheets","options":{},"sendQuery":true,"authentication":"genericCredentialType","genericAuthType":"httpBearerAuth","queryParameters":{"parameters":[{"name":"user","value":"all"},{"name":"project","value":"={{ $json.id }}"},{"name":"size","value":"1+1234567890"}]}},"credentials":{"httpBearerAuth":{"id":"credential-id","name":"Kimai Service Account"}},"typeVersion":4.2},{"id":"3453b9a8-0e24-422b-972f-ad490bdc8fcf","name":"Calculate Budget Uses","type":"n8n-nodes-base.code","position":[1632,352],"parameters":{"jsCode":"const totali = {};\n\nfor (const item of $input.all()) {\n const projectId = item.json.project?.id ?? item.json.project ?? null;\n const duration = Number(item.json.duration ?? 0);\n\n if (!projectId) continue;\n\n if (!totali[projectId]) {\n totali[projectId] = 0;\n }\n\n totali[projectId] += duration;\n}\n\nconst results = Object.entries(totali)\n .map(([id, totalSeconds]) => ({\n json: {\n id: Number(id),\n total_seconds: totalSeconds,\n total_ore: Math.round((totalSeconds / 3600) * 100) / 100\n }\n }))\n .sort((a, b) => a.json.id - b.json.id);\n\nreturn results;"},"typeVersion":2},{"id":"381fbd24-3e48-4d3f-8b92-ae73df6d8456","name":"Combine Data","type":"n8n-nodes-base.merge","position":[1856,256],"parameters":{"mode":"combine","options":{},"joinMode":"enrichInput1","fieldsToMatchString":"id"},"typeVersion":3.2},{"id":"1f697c3b-9d42-4f15-ac8e-98c5b0490a38","name":"Calculate expiration","type":"n8n-nodes-base.code","position":[2080,256],"parameters":{"jsCode":"const daysThreshold = 10;\n\nconst now = new Date();\nconst today = new Date(now.getFullYear(), now.getMonth(), now.getDate());\n\nconst msPerDay = 1000 * 60 * 60 * 24;\nconst projects = [];\n\nfunction formatIsoToItalian(isoDate) {\n if (!isoDate) return null;\n\n const parts = String(isoDate).split(\"-\");\n if (parts.length !== 3) return null;\n\n return `${parts[2]}/${parts[1]}/${parts[0]}`;\n}\n\nfunction getDaysDiff(date) {\n if (!date) return null;\n return Math.round((date.getTime() - today.getTime()) / msPerDay);\n}\n\nfunction getUrgency(days) {\n if (days === null || days === undefined) return \"none\";\n if (days < 0) return \"expired\";\n if (days <= 3) return \"high\";\n if (days <= 7) return \"medium\";\n return \"low\";\n}\n\nfunction getStatus(days) {\n if (days === null || days === undefined) return \"not_present\";\n return days < 0 ? \"expired\" : \"expiring\";\n}\n\nfunction getBudgetInfo(timeBudget, totalSeconds) {\n if (!timeBudget || timeBudget <= 0) return null;\n\n const percentage = Math.round((totalSeconds / timeBudget) * 100);\n const usedHours = Math.round((totalSeconds / 3600) * 100) / 100;\n const budgetHours = Math.round((timeBudget / 3600) * 100) / 100;\n const remainingHours = Math.round(((timeBudget - totalSeconds) / 3600) * 100) / 100;\n\n return {\n percentage,\n usedHours,\n budgetHours,\n remainingHours,\n exceeded: percentage >= 100,\n shouldReport: percentage >= 80\n };\n}\n\nfor (const item of $input.all()) {\n const id = item.json.id ?? null;\n const name = String(item.json.name ?? \"\");\n const customer = String(item.json.parentTitle ?? \"\");\n\n const endRaw = item.json.end ?? null;\n\n let projectDeadline = \"not present\";\n let projectDeadlineIso = null;\n let projectDays = null;\n let projectUrgency = \"none\";\n let projectStatus = \"not_present\";\n\n if (endRaw) {\n const endDate = new Date(`${endRaw}T00:00:00`);\n if (!isNaN(endDate.getTime())) {\n projectDeadline = formatIsoToItalian(endRaw) || endRaw;\n projectDeadlineIso = endRaw;\n projectDays = getDaysDiff(endDate);\n projectUrgency = getUrgency(projectDays);\n projectStatus = getStatus(projectDays);\n }\n }\n\n const timeBudget = Number(item.json.timeBudget ?? 0);\n const totalSeconds = Number(item.json.total_seconds ?? 0);\n const budget = getBudgetInfo(timeBudget, totalSeconds);\n\n const projectShouldReport =\n projectDays !== null && projectDays >= 0 && projectDays <= daysThreshold;\n\n const budgetShouldReport =\n budget !== null && budget.shouldReport;\n\n const shouldReport =\n projectShouldReport ||\n budgetShouldReport;\n\n if (!shouldReport) {\n continue;\n }\n\n projects.push({\n id,\n name,\n customer,\n\n project_deadline: projectDeadline,\n project_deadline_iso: projectDeadlineIso,\n project_days: projectDays,\n project_urgency: projectUrgency,\n project_status: projectStatus,\n\n budget_set: timeBudget > 0,\n budget_total_hours: budget ? budget.budgetHours : null,\n budget_used_hours: budget ? budget.usedHours : null,\n budget_remaining_hours: budget ? budget.remainingHours : null,\n budget_percentage: budget ? budget.percentage : null,\n budget_exceeded: budget ? budget.exceeded : false,\n budget_should_report: budget ? budget.shouldReport : false\n });\n}\n\nprojects.sort((a, b) => {\n const aVal = a.project_days ?? 999999;\n const bVal = b.project_days ?? 999999;\n return aVal - bVal;\n});\n\nreturn [\n {\n json: {\n daysThreshold,\n count: projects.length,\n projects\n }\n }\n];"},"typeVersion":2},{"id":"753c9210-efd8-43bf-993c-6f50799b0dfb","name":"Need Email?","type":"n8n-nodes-base.if","position":[2304,256],"parameters":{"options":{},"conditions":{"options":{"version":1,"leftValue":"","caseSensitive":true,"typeValidation":"strict"},"combinator":"and","conditions":[{"id":"condition-count","operator":{"type":"number","operation":"gt"},"leftValue":"={{ $json.count }}","rightValue":0}]}},"typeVersion":2},{"id":"a5294383-503e-4c15-a5e7-51e6e3ec0ed8","name":"Build Email HTML - Report","type":"n8n-nodes-base.code","position":[2528,176],"parameters":{"jsCode":"const projects = $json.projects || [];\nconst todayDate = $now.setLocale('en').toFormat('dd LLL yyyy');\nconst count = Number($json.count || 0);\nconst daysThreshold = Number($json.daysThreshold || 10);\n\nconst urgencyConfig = {\n expired: { color: '#ef4444', background: '#fef2f2', icon: '🚨', label: 'EXPIRED', action: 'TAKE ACTION' },\n high: { color: '#f97316', background: '#fff7ed', icon: 'πŸ”₯', label: 'URGENT', action: 'DUE SOON' },\n medium: { color: '#d97706', background: '#fffbeb', icon: '⏳', label: 'WARNING', action: 'TO MONITOR' },\n low: { color: '#10b981', background: '#ecfdf5', icon: 'βœ…', label: 'OK', action: 'ON TRACK' },\n none: { color: '#6366f1', background: '#f5f3ff', icon: 'πŸ”', label: 'TO CHECK', action: 'MISSING DATA' }\n};\n\nconst escapeHtml = (v) =>\n String(v ?? '')\n .replace(/&/g, '&')\n .replace(//g, '>');\n\nconst buildStatusBlock = (urgency, date, label) => {\n const cfg = urgencyConfig[urgency] || urgencyConfig.none;\n const isMissing = !date || date === 'not present';\n\n return `\n
\n
\n ${cfg.icon}\n ${cfg.label}\n
\n
\n ${escapeHtml(isMissing ? 'MISSING DATA' : date)}\n
\n
${escapeHtml(label)}
\n
\n `;\n};\n\nconst buildBudgetBlock = (p) => {\n if (!p.budget_set) {\n return `\n
\n
πŸ”
\n
Budget not configured
\n
Check whether this project should be billable
\n
`;\n }\n\n const percent = Math.min(Number(p.budget_percentage ?? 0), 100);\n const isOver = p.budget_exceeded;\n const color = isOver ? '#ef4444' : (percent > 85 ? '#f97316' : '#3b82f6');\n\n return `\n
\n \n \n \n \n \n
Budget Usage${p.budget_percentage}%
\n
\n
\n
\n \n \n \n \n \n
${p.budget_used_hours}h loggedTotal: ${p.budget_total_hours}h
\n
`;\n};\n\nconst rowsHTML = projects.map((p) => {\n const projectLabel =\n p.project_status === 'not_present'\n ? 'Add the PO deadline'\n : (p.project_days < 0\n ? `Expired ${Math.abs(p.project_days)} days ago`\n : `In ${p.project_days} days`);\n\n return `\n
\n
\n
${escapeHtml(p.customer)}
\n
${escapeHtml(p.name)}
\n
\n \n
\n
Order Deadline (PO)
\n ${buildStatusBlock(p.project_urgency, p.project_deadline, projectLabel)}\n\n
\n\n
Hours Monitoring
\n ${buildBudgetBlock(p)}\n
\n
`;\n}).join('');\n\nconst html = `\n\n\n \n \n \n \n
\n \n \n \n \n\n \n \n \n\n \n \n \n
\n
Timesheet Analysis
\n

Deadline Report

\n

Detected ${count} projects to manage or verify.

\n
${rowsHTML}
\n Open Timesheet →\n
\n Automatically generated on ${todayDate}\n
\n
\n
\n\n`;\n\nreturn [\n {\n json: {\n html,\n subject: `[Timesheet] - Projects Deadline Report`\n }\n }\n];"},"typeVersion":2},{"id":"d9e85095-fd10-4ad2-aa0e-15d2a44163d5","name":"Sticky Note","type":"n8n-nodes-base.stickyNote","position":[2016,544],"parameters":{"color":3,"width":224,"height":80,"content":"To Customize the Range of Day to check customize here."},"typeVersion":1},{"id":"e0c4fc70-0a02-47e4-985a-8f30eca5690c","name":"Sticky Note1","type":"n8n-nodes-base.stickyNote","position":[640,32],"parameters":{"color":7,"width":256,"height":608,"content":"## 1. Scheduled Start"},"typeVersion":1},{"id":"b7ef4e00-7322-4614-85aa-2d99ef0f5656","name":"Sticky Note2","type":"n8n-nodes-base.stickyNote","position":[912,32],"parameters":{"color":7,"width":1072,"height":608,"content":"## 2. Get Information from Kimai"},"typeVersion":1},{"id":"e70f095a-c231-4a93-b813-ffd7d1acfb46","name":"Sticky Note3","type":"n8n-nodes-base.stickyNote","position":[2000,32],"parameters":{"color":7,"width":256,"height":608,"content":"## 3. Check Expiration"},"typeVersion":1},{"id":"59990bba-f5c5-4b4a-8fb0-f845d04e3d8b","name":"Sticky Note4","type":"n8n-nodes-base.stickyNote","position":[2272,32],"parameters":{"color":7,"width":624,"height":608,"content":"## 4. Build & Send Email"},"typeVersion":1},{"id":"6aae9924-997a-4887-a127-1a8a35a7fd15","name":"Sticky Note5","type":"n8n-nodes-base.stickyNote","position":[-144,32],"parameters":{"width":768,"height":608,"content":"# πŸ“… Kimai β€” Deadline & Budget Monitor\n\n## Monitors billable Kimai projects daily and sends an HTML alert email when a deadline is within 10 days or the hour budget exceeds 80%.\n\nRuns every weekday at **9 AM**.\nFetches all billable projects and checks:\n- End date within **10 days**\n- Budget consumption **β‰₯ 80%**\n\nNo alerts needed? No email sent.\n\n## βš™οΈ Customize\n\n| What | Where |\n|---|---|\n| Days threshold | `Calculate expiration` β†’ line 1 |\n| Budget % alert | `Calculate expiration` β†’ `getBudgetInfo()` |\n| Kimai URL | All 3 HTTP Request nodes |\n| Sender / Recipient | `Send an Email` node |\n"},"typeVersion":1}],"pinData":{},"connections":{"Need Email?":{"main":[[{"node":"Build Email HTML - Report","type":"main","index":0}]]},"Combine Data":{"main":[[{"node":"Calculate expiration","type":"main","index":0}]]},"GET Projects":{"main":[[{"node":"Get only Bilable","type":"main","index":0}]]},"Get only Bilable":{"main":[[{"node":"GET Projects Details","type":"main","index":0},{"node":"GET Timesheet Records","type":"main","index":0}]]},"Every Day at 9:00":{"main":[[{"node":"GET Projects","type":"main","index":0}]]},"Calculate expiration":{"main":[[{"node":"Need Email?","type":"main","index":0}]]},"GET Projects Details":{"main":[[{"node":"Combine Data","type":"main","index":0}]]},"Calculate Budget Uses":{"main":[[{"node":"Combine Data","type":"main","index":1}]]},"GET Timesheet Records":{"main":[[{"node":"Calculate Budget Uses","type":"main","index":0}]]},"Build Email HTML - Report":{"main":[[{"node":"Send an Email","type":"main","index":0}]]}}},"lastUpdatedBy":1,"workflowInfo":{"nodeCount":17,"nodeTypes":{"n8n-nodes-base.if":{"count":1},"n8n-nodes-base.code":{"count":4},"n8n-nodes-base.merge":{"count":1},"n8n-nodes-base.emailSend":{"count":1},"n8n-nodes-base.stickyNote":{"count":6},"n8n-nodes-base.httpRequest":{"count":3},"n8n-nodes-base.scheduleTrigger":{"count":1}}},"status":"published","readyToDemo":null,"user":{"name":"Gaetano Abbaticchio","username":"itsgaet","bio":"I'm Gaetano (ItsGaet), Trainer, Consultant, and MCT. 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