Real-Time ClickUp Time Tracking to HubSpot Project Sync - n8n Workflow

• Project Managers who need real-time visibility into resource consumption across projects.


• Agencies using ClickUp for execution and HubSpot custom objects for high-level project reporting.


• Developers looking for advanced n8n templates integrating custom code logic with third-party APIs.


• Users needing a reliable n8n trigger for monitoring time tracking updates automatically.

This essential n8n workflow solves the critical issue of manual data synchronization between ClickUp tasks and HubSpot project objects. For teams utilizing HubSpot’s custom objects to track overall project health, including scoped versus actual hours per sprint, this automation is invaluable. By leveraging a dedicated ClickUp n8n trigger, the system ensures that every update to time tracking is immediately reflected in HubSpot.

This not only drastically reduces administrative overhead but guarantees that your financial and performance reports derived from HubSpot are based on real-time data. This advanced n8n workflow demonstrates how to use custom Python code within an n8n node for complex data transformation and dynamic API field mapping, ensuring that time logged against a specific sprint in ClickUp updates the exact corresponding custom property in HubSpot, such as actualsprint2_hours. This is a professional-grade n8n template for project management.

1. Triggering the n8n workflow: The process starts with the ClickUp n8n trigger, specifically monitoring the taskTimeTrackedUpdated event within a designated ClickUp space. This provides instant reaction to time logging activities.


2. Data Retrieval: The n8n workflow immediately fetches the full task details and the specific time entry details from ClickUp using two sequential ClickUp n8n nodes, utilizing the taskid and intervalid provided by the initial n8n trigger.


3. Data Merge and Analysis: The retrieved task and time data are combined using a Merge n8n node. The Code: Extract Sprint & Task Data n8n node then executes complex Python logic to process the input:

1. HubSpot Project Lookup: An HTTP Request n8n node searches the custom HubSpot project object using the extracted project name to locate the unique HubSpot record ID required for updating.


2. Routing Logic: The Route by Sprint Type n8n node determines the correct action path. If the sprint ID is 4 or less, it routes to the standard sprint update. If it's 5 or greater (e.g., 'Additional Requests'), it routes to the corresponding miscellaneous update path.


3. Real-Time Update: The final HTTP Request n8n node performs a PATCH request to HubSpot’s custom object API. It updates both the aggregated actualhours_tracked and the specific sprint hour property using the dynamically generated field name from the Code n8n node, completing the synchronization of this n8n template.

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


2. Configure ClickUp Credentials: Select or create an OAuth2 credential for the ClickUp API in the Time Tracked Update Trigger n8n node and the two subsequent ClickUp n8n nodes.


3. Set ClickUp Trigger Space: In the Time Tracked Update Trigger n8n node, specify the ClickUp team ID and the specific Space ID that you wish to monitor for time tracking updates.


4. Configure HubSpot Credentials: Create a Generic Credential Type (HTTP Header Auth) using a HubSpot Private App Token for the API key, and assign it to all HTTP Request n8n nodes (OnProjectFolder, HubSpot: Update Project Hours...).


5. Update Custom Object ID: HubSpot custom objects require a unique ID. In all HubSpot HTTP Request n8n nodes, replace the placeholder objectTypeId in the URL (e.g., https://api.hubapi.com/crm/v3/objects/{objectTypeId}/search) with your actual custom project object ID. Do not skip this critical step.

Time Tracked Update Trigger (ClickUp Trigger n8n node): This n8n trigger initiates the entire flow. Function: Listens for time entry updates on ClickUp tasks. Key Configuration: Filters for the taskTimeTrackedUpdated event within a specified space.
ClickUp: Get Task Details (ClickUp n8n node): Function: Retrieves the detailed task data needed for project identification and custom field extraction. Key Configuration: Uses ={{ $json.taskid }} for dynamic task retrieval.
Code: Extract Sprint & Task Data (Code n8n node - Python): Function: Processes merged data to calculate metrics, determine project status, extract the HubSpot Deal ID, and dynamically generate the name of the sprint-specific field to update in HubSpot (e.g., targetactualsprintfieldname). Key Configuration: Contains extensive Python logic for date parsing and sprint key mapping.
OnProjectFolder (HTTP Request n8n node): Function: Searches the HubSpot custom object API to find the existing project record matching the name extracted from ClickUp. Key Configuration: Uses a POST search request filtered by projectname.
Route by Sprint Type (If n8n node): Function: Controls the flow based on the numerical sprint identifier (numericsprintid), ensuring the time entry update targets the correct HubSpot field path. Key Configuration: Condition checks if numericsprintid is greater than 4.
HubSpot: Update Project Hours (HTTP Request n8n node): Function: Executes the final PATCH request to update the HubSpot custom object, increasing the total hours tracked and updating the specific sprint’s actual hours. Key Configuration: Dynamically sets the property name using an expression referencing the targetactualsprintfieldname output from the Code n8n node.