Real-time ClickUp time tracking to HubSpot project sync

Real-Time ClickUp Time Tracking to HubSpot Project Sync

This workflow automates the synchronization of time tracked on ClickUp tasks directly to a custom project object in HubSpot, ensuring your project metrics are always accurate and up-to-date.

Use Case & Problem

This workflow is designed for teams that use a custom object in HubSpot for high-level project overviews (tracking scoped vs. actual hours per sprint) but manage daily tasks and time logging in ClickUp. The primary challenge is the constant, manual effort required to transfer tracked hours from ClickUp to HubSpot, a process that is both time-consuming and prone to errors. This automation eliminates that manual work entirely.

How It Works

• Triggers on Time Entry: The workflow instantly starts whenever a user updates the time tracked on any task in a specified ClickUp space. ⏱️
• Fetches Task & Time Details: It immediately retrieves all relevant data about the task (like its name and custom fields) and the specific time entry that was just updated.
• Identifies the Project & Sprint: The workflow processes the task data to determine which HubSpot project it belongs to and categorizes the work into the correct sprint (e.g., Sprint 1, Sprint 2, Additional Requests).
• Updates HubSpot in Real-Time: It finds the corresponding project record in HubSpot and updates the master actual_hours_tracked property. It then intelligently updates the specific field for the corresponding sprint (e.g., actual_sprint_1_hours), ensuring your reporting remains granular and accurate.

Requirements

✅ ClickUp Account with the following custom fields on your tasks:

• A Dropdown custom field named Sprint to categorize tasks.
• A Short Text custom field named HubSpot Deal ID or similar to link to the HubSpot record.

✅ HubSpot Account with:

• A Custom Object used for project tracking.
• Custom Properties on that object to store total and sprint-specific hours (e.g., actual_hours_tracked, actual_sprint_1_hours, total_time_remaining, etc.).

> Note: Since this workflow interacts with a custom HubSpot object, it uses flexible HTTP Request nodes instead of the standard n8n HubSpot nodes.

Setup Instructions

1. Configure Credentials: Add your ClickUp (OAuth2) and HubSpot (Header Auth with a Private App Token) credentials to the respective nodes in the workflow.
2. Set ClickUp Trigger: In the Time Tracked Update Trigger node, select your ClickUp team and the specific space you want to monitor for time updates.
3. Update HubSpot Object ID: Find the ID of your custom project object in HubSpot. In the HubSpot HTTP Request nodes (e.g., OnProjectFolder), replace the placeholder ID objectTypeId in the URL with your own objectTypeId

How to Customize

• Adjust the Code: Extract Sprint & Task Data node to change how sprint names are mapped or how time is calculated.
• Update the URLs in the HubSpot HTTP Request nodes if your custom object or property names differ.