Automate Clockify Invoices to Notion Database with n8n

1. Opening Problem Statement

Meet Sarah, a freelance project manager who meticulously tracks every invoice she receives from her team using Clockify. After each invoice, she wastes at least 30 minutes manually entering invoice data into her Notion database for record-keeping and financial tracking. Sometimes she misses fields or makes errors, leading to discrepancies in her reports and delayed payments.

Sarah’s repetitive manual invoice logging drains her productivity, increases the risk of mistakes, and eats into valuable time she could spend managing projects or growing her client base.

2. What This Automation Does

This n8n workflow automates the transfer of new invoices from Clockify directly into a Notion database. When a new invoice is created in Clockify, the data automatically flows into Notion as a new database page.

• Automated Trigger: The workflow listens for new invoice creation events in Clockify using a webhook.
• Data Transfer: Key invoice details such as invoice number, issue date, due date, and amount are captured.
• Create Notion Database Entry: A new page is created in a specified Notion database with all invoice details properly mapped.
• Minimized Manual Work: Eliminates the need for Sarah to manually input invoice details.
• Reduced Errors: Automated data entry reduces errors from mistyped or missed information.
• Time Savings: Saves Sarah approximately 30 minutes per invoice, adding up to hours each week.

3. Prerequisites ⚙️

• n8n account set up (https://n8n.io/) 🔑
• Clockify account with webhook creation access 🔐
• Notion account with a database created to store invoices 📁
• Notion API integration credentials configured in n8n 🔑
• Basic familiarity with n8n workflow editor 🔌

4. Step-by-Step Guide

Step 1: Create Webhook in n8n to Receive Clockify Invoices

Navigate to the n8n workflow editor. Click + New Node → Search and select Webhook node.

Set the HTTP method to POST and use a unique path ID (e.g., 8af31ab8-e16a-4401-84b7-b246c65ba6a9 from this workflow).

The Webhook node will serve as the endpoint Clockify calls whenever a new invoice is created.

You should see a unique webhook URL on this node. Copy this URL for the next step.

Common mistake: Forgetting to set method to POST or not copying the exact URL from n8n.

Step 2: Set Up Clockify Webhook for Invoice Creation

In Clockify, go to Webhooks section.

Create a new webhook and select the event “Invoice created”.

Paste the webhook URL from n8n’s Webhook node into the callback URL field.

This setup means every time Clockify generates an invoice, it will notify n8n instantly.

Common mistake: Using a wrong event type or incorrect URL causes no triggers.

Step 3: Prepare Your Notion Database

Open Notion and create a new database for your invoices.

Add these fields precisely, matching names and data types:

• Invoice number: Rename the title (Name) field.
• Issue date: Date field.
• Due date: Date field.
• Amount: Number field.

Common mistake: Not matching field types exactly will cause errors during data insertion.

Step 4: Configure Notion Node in n8n

Back in n8n, add a new node and select Notion.

Set its operation to Create database page.

Select the correct database ID, which you can get by opening your Notion database in a browser and copying from the URL.

Map fields from the webhook data to Notion properties:

• Invoice number maps to {{ $json["body"]["number"] }}
• Issue date maps to {{ $json["body"]["issuedDate"] }}
• Due date maps to {{ $json["body"]["dueDate"] }}
• Amount maps to {{ $json["body"]["amount"] }}

Insert your Notion API credentials in the node’s credential section.

Common mistake: Using wrong database ID or incorrect field mappings can cause the node to fail.

Step 5: Test the Entire Workflow

Trigger a new invoice creation in Clockify or manually send a test payload to the webhook URL.

If successful, you should see a new page created in your Notion database populated with accurate invoice details.

Common mistake: Forgetting to activate the workflow or webhook disables automation.

5. Customizations ✏️

• Add More Fields to Notion Database: In Notion, create extra fields like Client Name or Invoice Status. Then, in n8n’s Notion node, add these properties mapping accordingly.
• Filter Incoming Invoices: Add a IF node before Notion to filter invoices based on amount or date range.
• Send Slack Notification: Integrate a Slack node after Notion page creation to notify your team of a new invoice.

6. Troubleshooting 🔧

Problem: Webhook not triggering on Clockify invoice creation
Cause: Incorrect webhook URL or event selected in Clockify.
Solution: Double-check the URL copied from n8n’s webhook node. Ensure event “Invoice created” is selected in Clockify.

Problem: Notion node fails to create page with error about invalid property type
Cause: Property field types in Notion database do not match values from Clockify.
Solution: Verify all date fields are set to date type and numbers to number type in Notion. Adjust mappings in the Notion node accordingly.

7. Pre-Production Checklist ✅

• Verify webhook URL is active and accessible.
• Confirm Clockify webhook event is properly configured.
• Test each field mapping with sample data.
• Back up your Notion database or duplicate prior to initial runs.
• Run multiple test invoices to ensure stability.

8. Deployment Guide

Activate the workflow in n8n using the toggle switch on the top right.

Monitor the workflow executions from n8n’s dashboard to ensure invoices are being captured and synced seamlessly.

Enable logs to catch errors early and set up alerting if needed for critical failures.

10. Conclusion

By automating the transfer of Clockify invoices into Notion, you save significant manual labor — around 30 minutes per invoice. For Sarah, this added up to several hours each week she regained to focus on client work.

This specific workflow shows the power of n8n’s flexibility to connect Clockify with Notion effectively. Next steps could include expanding invoice data synced, integrating payment reminders via Slack, or creating monthly financial reports automatically.

With this automation running, you’re well on your way to smarter, error-free invoice management backed by n8n.