Odoo Timesheet to Invoice n8n Workflow: Gmail & Slack Alerts

Turn Odoo Timesheets into Slack reminders, Gmail summaries, and draft invoices—fully automated in n8n

This n8n workflow automatically checks your Odoo timesheets for missing or low weekly hours, sends Slack alerts to employees, emails a weekly hours-by-project report via Gmail, and creates draft Odoo invoices for projects with enough unbilled hours—then notifies PMs in Slack when those invoices are marked paid.

What this workflow does

• Every Friday at 5pm: fetches this week’s Odoo timesheet entries and active employees from Odoo, flags employees with 0 or under 10 hours, and sends each employee a Slack reminder.
• Weekly Gmail email: aggregates the same Odoo timesheet data by project and emails the PM team a Gmail summary table showing hours logged per project.
• Every day at 6pm: pulls the last 90 days of Odoo timesheet entries, matches projects to an ops-maintained billing map, and calculates unbilled hours since the last invoiced date stored in workflow static data.
• Draft invoice creation: for projects with at least 10 unbilled hours, creates a draft customer invoice in Odoo with a summarized hourly line item, then emails the client the draft invoice details via Gmail.
• Prevents double-billing: updates the workflow’s stored “last invoiced” date per project so future runs only bill newly logged hours.
• Hourly paid notifications: checks Odoo invoices for recent payment updates and posts a “paid” notification to a PM Slack channel.
• Error handling: emails the ops team via Gmail if Odoo data fetches fail, and logs downstream Slack/Gmail/invoice failures without stopping the run.

Use cases

• Reduce timesheet forgetfulness by reminding employees via Slack when weekly hours are missing or low.
• Send consistent weekly project utilization reports to PMs using Gmail.
• Automate invoicing preparation from Odoo time logs using a billing threshold (10 unbilled hours) and a persisted “last invoiced” state.
• Keep PMs informed when invoices move to a paid status—without manual checking.

Technical details

• Integrations: Odoo (timesheets via account.analytic.line), Gmail, Slack
• n8n nodes mentioned in this template: set, code, no op, odoo, gmail, slack
• Scheduling: Friday 5pm (weekly checks + reminders), daily 6pm (billing + draft invoices), hourly (paid notifications)
• Setup requirement: add an Odoo API credential with access to timesheets (e.g., account.analytic.line)