Gaetano Abbaticchio This workflow corresponds to n8n.io template #14306 — we link there as the canonical source.
This workflow follows the Emailsend → HTTP Request recipe pattern — see all workflows that pair these two integrations.
The workflow JSON
Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →
{
"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": "<your credential>"
}
},
"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": "<your credential>"
}
},
"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": "<your credential>"
}
},
"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": "<your credential>"
}
},
"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 .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 <div style=\"background: ${cfg.background}; border-radius: 16px; padding: 14px; border: 1px solid ${cfg.color}${isMissing ? '60' : '20'}; min-height: 80px;\">\n <div style=\"display: flex; align-items: center; margin-bottom: 6px;\">\n <span style=\"font-size: 14px; margin-right: 6px;\">${cfg.icon}</span>\n <span style=\"font-size: 10px; font-weight: 800; color: ${cfg.color}; text-transform: uppercase; letter-spacing: 1px;\">${cfg.label}</span>\n </div>\n <div style=\"font-size: 15px; font-weight: 800; color: ${isMissing ? cfg.color : '#1e293b'}; margin-bottom: 2px;\">\n ${escapeHtml(isMissing ? 'MISSING DATA' : date)}\n </div>\n <div style=\"font-size: 11px; color: #64748b; font-weight: 500;\">${escapeHtml(label)}</div>\n </div>\n `;\n};\n\nconst buildBudgetBlock = (p) => {\n if (!p.budget_set) {\n return `\n <div style=\"background: #f5f3ff; border-radius: 16px; padding: 16px; border: 1px dashed #6366f1; text-align: center;\">\n <div style=\"font-size: 14px; margin-bottom: 4px;\">\ud83d\udd0d</div>\n <div style=\"font-size: 11px; font-weight: 800; color: #6366f1; text-transform: uppercase;\">Budget not configured</div>\n <div style=\"font-size: 10px; color: #64748b; margin-top: 2px;\">Check whether this project should be billable</div>\n </div>`;\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 <div style=\"background: #ffffff; border-radius: 16px; padding: 16px; border: 1px solid #e2e8f0;\">\n <table width=\"100%\" cellpadding=\"0\" cellspacing=\"0\">\n <tr>\n <td style=\"font-size: 12px; font-weight: 700; color: #1e293b;\">Budget Usage</td>\n <td align=\"right\" style=\"font-size: 12px; font-weight: 800; color: ${color};\">${p.budget_percentage}%</td>\n </tr>\n </table>\n <div style=\"width: 100%; height: 8px; background: #f1f5f9; border-radius: 10px; margin: 10px 0; overflow: hidden;\">\n <div style=\"width: ${percent}%; height: 100%; background: ${color}; border-radius: 10px;\"></div>\n </div>\n <table width=\"100%\" cellpadding=\"0\" cellspacing=\"0\">\n <tr>\n <td style=\"font-size: 11px; color: #64748b;\"><strong>${p.budget_used_hours}h</strong> logged</td>\n <td align=\"right\" style=\"font-size: 11px; color: #64748b;\">Total: <strong>${p.budget_total_hours}h</strong></td>\n </tr>\n </table>\n </div>`;\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 ${p.project_days} days`);\n\n return `\n <div style=\"margin-bottom: 30px; background: #ffffff; border-radius: 24px; box-shadow: 0 10px 25px rgba(0,0,0,0.05); border: 1px solid #e2e8f0; overflow: hidden;\">\n <div style=\"padding: 20px; background: linear-gradient(to right, #f8fafc, #ffffff); border-bottom: 1px solid #f1f5f9;\">\n <div style=\"font-size: 10px; font-weight: 800; color: #3b82f6; text-transform: uppercase; letter-spacing: 1.5px; margin-bottom: 4px;\">${escapeHtml(p.customer)}</div>\n <div style=\"font-size: 20px; font-weight: 900; color: #0f172a; letter-spacing: -0.5px;\">${escapeHtml(p.name)}</div>\n </div>\n \n <div style=\"padding: 20px;\">\n <div style=\"font-size: 10px; font-weight: 700; color: #94a3b8; text-transform: uppercase; margin-bottom: 8px;\">Order Deadline (PO)</div>\n ${buildStatusBlock(p.project_urgency, p.project_deadline, projectLabel)}\n\n <div style=\"height: 16px;\"></div>\n\n <div style=\"font-size: 10px; font-weight: 700; color: #94a3b8; text-transform: uppercase; margin-bottom: 8px;\">Hours Monitoring</div>\n ${buildBudgetBlock(p)}\n </div>\n </div>`;\n}).join('');\n\nconst html = `<!DOCTYPE html>\n<html lang=\"en\">\n<body style=\"margin:0; padding:0; background-color:#f8fafc; font-family:'Inter', -apple-system, system-ui, sans-serif;\">\n <table width=\"100%\" cellpadding=\"0\" cellspacing=\"0\" border=\"0\" style=\"background-color: #f8fafc; padding: 40px 10px;\">\n <tr>\n <td align=\"center\">\n <table width=\"600\" cellpadding=\"0\" cellspacing=\"0\" border=\"0\" style=\"width: 100%; max-width: 600px;\">\n <tr>\n <td style=\"padding-bottom: 30px; text-align: center;\">\n <div style=\"font-size: 12px; font-weight: 800; color: #3b82f6; text-transform: uppercase; letter-spacing: 2px; margin-bottom: 8px;\">Timesheet Analysis</div>\n <h1 style=\"font-size: 36px; font-weight: 900; color: #0f172a; margin: 0; letter-spacing: -1.5px;\">Deadline Report</h1>\n <p style=\"font-size: 16px; color: #64748b; margin-top: 10px;\">Detected <strong>${count} projects</strong> to manage or verify.</p>\n </td>\n </tr>\n\n <tr>\n <td>${rowsHTML}</td>\n </tr>\n\n <tr>\n <td style=\"padding-top: 20px; text-align: center;\">\n <a href=\"https://kimai.com\" style=\"display: inline-block; background: #0f172a; color: #ffffff; padding: 16px 40px; border-radius: 18px; text-decoration: none; font-weight: 700; font-size: 15px; box-shadow: 0 10px 20px rgba(15,23,42,0.1);\">Open Timesheet →</a>\n <div style=\"margin-top: 40px; border-top: 1px solid #e2e8f0; padding-top: 20px; font-size: 12px; color: #94a3b8; letter-spacing: 0.5px;\">\n Automatically generated on ${todayDate}\n </div>\n </td>\n </tr>\n </table>\n </td>\n </tr>\n </table>\n</body>\n</html>`;\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
}
]
]
}
}
}
Credentials you'll need
Each integration node will prompt for credentials when you import. We strip credential IDs before publishing — you'll add your own.
httpBearerAuthsmtp
Pro
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About this workflow
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.
Source: https://n8n.io/workflows/14306/ — original creator credit. Request a take-down →
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