Monitor Kimai project deadlines and budgets with daily email alerts — n8n Workflow

Medium complexity⏰ Scheduled11 nodes🏷️ Project Managementby Gaetano Abbaticchio

Overview

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.

Who it's for

Teams and freelancers using Kimai to track billable hours who want to stay on top of project deadlines and budget consumption without checking manually every day. Particularly useful for agencies managing multiple concurr

Nodes used

Send EmailHTTP RequestCode

Workflow Preview

To Customize the Range of Day to check custom
1. Scheduled Start
2. Get Information from Kimai
3. Check Expiration
4. Build & Send Email
📅 Kimai — Deadline & Budget Monitor
Monitors billable Kimai projects daily and sends an HTM
Runs every weekday at
Send an Email
⚡
E
Every Day at 9:00
GET Projects
Get only Bilable
GET Projects Details
GET Timesheet Records
Calculate Budget Uses
C
Combine Data
Calculate expiration
N
Need Email?
Build Email HTML - Report
11 nodes11 edges

How it Works

  1. 1

    Trigger

    The workflow starts with a scheduled trigger, running on a defined schedule.

  2. 2

    Process

    Data flows through 11 nodes, connecting code, emailsend, httprequest.

  3. 3

    Output

    The workflow completes its automation and delivers the result to the configured destination.

Node Details (11)

SE

Send Email

emailSend

#1
HT

HTTP Request

httpRequest

#2
CO

Code

code

#3

How to Import This Workflow

  1. 1Click Download JSON button on the right to save the workflow file.
  2. 2Open your n8n instance. Go to Workflows → New → Import from file.
  3. 3Select the downloaded monitor-kimai-project-deadlines-and-budgets-with-daily-email-alerts file and click Import.
  4. 4Set up credentials for each service node (API keys, OAuth, etc.).
  5. 5Click Test Workflow to verify everything works, then activate it.

Or paste directly in n8n → Import from JSON:

{ "name": "Monitor Kimai project deadlines and budgets with daily email alerts", "nodes": [...], ...}

Integrations

codeemailsendhttprequestifmergescheduletrigger

Get This Workflow

Download and import in one click

Download JSONView on n8n.io
Nodes11
Complexitymedium
Triggerscheduled
CategoryProject Management

Created by

Gaetano Abbaticchio

Gaetano Abbaticchio

@itsgaet

Tags

codeemailsendhttprequestifmergescheduletrigger
⚡

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