{ "nodes": [ { "id": "fc46a11c-cb88-470d-ac28-314a4f911676", "name": "Send an Email", "type": "n8n-nodes-base.emailSend", "position": [ 2704, 176 ], "parameters": { "html": "={{ $json.html }}", "options": { "appendAttribution": false, "allowUnauthorizedCerts": true }, "subject": "={{ $json.subject }}", "toEmail": "info@example.com", "fromEmail": "info@example.com" }, "credentials": { "smtp": { "name": "" } }, "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": { "name": "" } }, "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": { "name": "" } }, "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": { "name": "" } }, "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: '\ud83d\udea8', label: 'EXPIRED', action: 'TAKE ACTION' },\n high: { color: '#f97316', background: '#fff7ed', icon: '\ud83d\udd25', label: 'URGENT', action: 'DUE SOON' },\n medium: { color: '#d97706', background: '#fffbeb', icon: '\u23f3', label: 'WARNING', action: 'TO MONITOR' },\n low: { color: '#10b981', background: '#ecfdf5', icon: '\u2705', label: 'OK', action: 'ON TRACK' },\n none: { color: '#6366f1', background: '#f5f3ff', icon: '\ud83d\udd0d', 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
${escapeHtml(label)}
\n
\n `;\n};\n\nconst buildBudgetBlock = (p) => {\n if (!p.budget_set) {\n return `\n
\n
\ud83d\udd0d
\n
Budget not configured
\n
Check whether this project should be billable
\n
`;\n }\n\n const percent = Math.min(Number(p.budget_percentage ?? 0), 100);\n const isOver = p.budget_exceeded;\n const color = isOver ? '#ef4444' : (percent > 85 ? '#f97316' : '#3b82f6');\n\n return `\n
\n \n \n \n \n \n
Budget Usage${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": "# \ud83d\udcc5 Kimai \u2014 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 **\u2265 80%**\n\nNo alerts needed? No email sent.\n\n## \u2699\ufe0f Customize\n\n| What | Where |\n|---|---|\n| Days threshold | `Calculate expiration` \u2192 line 1 |\n| Budget % alert | `Calculate expiration` \u2192 `getBudgetInfo()` |\n| Kimai URL | All 3 HTTP Request nodes |\n| Sender / Recipient | `Send an Email` node |\n" }, "typeVersion": 1 } ], "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 } ] ] } } }