Automated Time Entry Synchronization from Clockify to Syncro MSP - n8n Workflow

• Managed Service Providers (MSPs) using Syncro MSP for ticketing and Clockify for time tracking.


• Users looking for advanced n8n templates integrating scheduling, PSA systems, and core logic.


• System administrators who need reliable, real-time data synchronization between critical business applications.


• Technical teams seeking examples of using Google Sheets as a robust lookup mechanism within an n8n node chain.

Managing time across disparate systems is a major challenge for service businesses. This specific n8n workflow solves the problem of manually transferring technician time entries from Clockify into Syncro MSP tickets. By utilizing a Webhook n8n trigger, the synchronization happens instantly upon time entry completion. Crucially, the n8n workflow uses a Google Sheets ledger to store the mapping between the Clockify ID and the Syncro ID. This lookup prevents the creation of duplicate entries and allows the flow to intelligently decide whether to create a NewSyncroTimer entry or update an existing UpdateSyncroTimer entry. This demonstrates how powerful n8n templates can be for critical business process automation.

The entire process is initiated by the Webhook n8n trigger, configured to receive POST data from Clockify whenever a time entry is finished.

1. Filtering: The IF1 n8n node first checks if the Clockify project name contains the keyword 'Ticket', ensuring only relevant entries proceed.


2. Preparation: The flow sets environment variables (EnvVariables) and extracts the Syncro ticket ID from the Clockify project name using a specialized regex function in the ForSyncro n8n node.


3. Technician Mapping: The SetTechnicians n8n node provides the map of Clockify user names to Syncro user IDs. The MatchTechnician function then retrieves the correct Syncro user_id.


4. Duplicate Check: The FindMatch Google Sheets n8n node searches the ledger for the incoming Clockify entry ID. This step is critical for maintaining data integrity in the full n8n workflow.


5. Conditional Routing: The IF n8n node analyzes the FindMatch result.

1. Logging: If a new entry was created, the resulting Syncro ID and the original Clockify ID are prepared by the ForGoogle n8n node and appended to the Google Sheets ledger using the Google Sheets n8n node. This ensures the entry can be updated later if needed.

To deploy this n8n workflow, follow these steps:

1. Import the JSON: Copy the provided JSON data and paste it directly into your n8n instance using the 'New' -> 'Import from JSON' option.


2. Setup Credentials:

1. Configure Webhook: Activate the Webhook n8n trigger and copy the resulting URL. You must configure Clockify's webhook settings (typically under workspace settings) to point to this URL.


2. Configure Google Sheet: Update the sheetId parameter in both the Google Sheets and FindMatch n8n node configurations to point to your ledger sheet (which must contain columns named 'Clockify' and 'Syncro').


3. Update Variables: Adjust the syncro_baseurl in the EnvVariables n8n node and configure the SetTechnicians n8n node with your correct Clockify name to Syncro ID mapping.

Webhook (n8n trigger): The entry point of the n8n workflow. It listens for POST requests from Clockify, initiating the synchronization process immediately.
IF1 (n8n node): A conditional logic flow controller that ensures the process only continues if the Clockify project name is ticket-related (i.e., contains 'Ticket').
ForSyncro (Set n8n node): Essential for data extraction. It uses a regex expression (.match(/[\[(\d+)]/)[1]) to pull the numeric Syncro ticket ID from the Clockify project name.
SetTechnicians (Set n8n node): Stores key-value mapping (Clockify Technician Name -> Syncro User ID) for successful technician identification.
MatchTechnician (Function n8n node): Uses custom JavaScript to look up the technician name from the webhook payload against the hardcoded mapping, outputting the necessary Syncro user ID.
FindMatch (Google Sheets n8n node): Performs a lookup operation, searching the 'Clockify' column in the ledger sheet for the incoming time entry ID. This serves as the primary duplicate prevention mechanism in this n8n template.
IF (n8n node): Checks the result of FindMatch. If data is present, it routes to update; if not, it routes to create.
NewSyncroTimer & UpdateSyncroTimer (HTTP Request n8n node): These nodes handle communication with the Syncro API. They either create (POST) or update (PUT) the timer entry based on the data pulled from the Clockify payload and the ticket ID extracted earlier.

• ForGoogle (Set n8n node) & Google Sheets (n8n node): The final step for new entries. It logs the new Syncro ID and corresponding Clockify ID into the designated Google Sheet for future reference and updating.