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Case Study

Nexence Business Automation Suite

4 interconnected n8n workflows that automate invoicing, payroll, time sheet validation, and task management — replacing 8+ hours of manual work every month.

Nexence automation suite overviewClick to view full size
n8n workflow canvas — ShowHeroes invoicing and Sara payrollClick to view full size

The Problem

A business consultancy managing contractors across multiple enterprise clients (ShowHeroes, Bayer) was spending 8+ hours every month on repetitive admin: cross-referencing Excel spreadsheets, validating time sheets, creating invoices in Odoo, drafting emails from templates, filing PDFs in the right folders, and creating Trello reminders. Every step was manual, error-prone, and time-sensitive.

The 4 Workflows

1

Google Assistant → Trello

Trigger: Voice command via Google Assistant
  • Voice captured via IFTTT webhook → n8n
  • Parses title and list name from natural language
  • Fuzzy matches list name on Trello board
  • Creates card in matched list or falls back to "Scratch Pad"
2

ShowHeroes Contractor Invoicing

Trigger: 1st business day of each month (cron)
  • Validates expense receipts exist in OneDrive folder
  • Parses Excel billing sheet — extracts fees, bonuses, expenses
  • Creates 2 invoices in Odoo via API (services + travel)
  • Exports PDFs, drafts email from HTML template with attachments
  • Creates Trello reminder card for manual send review
  • On send: ZIPs receipts, archives to quarterly OneDrive folders
3

Sara Payroll Automation

Trigger: Second-to-last business day of month at 00:00
  • Parses Excel for salary, bonus, and expense data
  • Injects dynamic values into HTML email template
  • Drafts email to payroll provider with calculated amounts
  • Creates Trello card for manual review before sending
4

Bayer Time Sheets & Invoicing

Trigger: Multi-branch: 4 independent triggers
  • Branch A: Ingest Azure DevOps query emails → save as PDF to OneDrive
  • Branch B: Validate every consultant's time sheet PDF against employee registry — names, months, project numbers, weekend rules, empty days
  • Branch C: On Bayer approval email → append approval PDF to each sheet, ZIP, create Odoo vendor bills
  • Branch D: Manual trigger → validate invoices, attach to email with approved ZIP, Trello card for final review

Key Technical Challenges

  • Excel parsing with business logic — validating across rows, columns, and cross-referencing with other files
  • PDF validation — parsing time sheet PDFs to check field values, weekend rules, and day-existence logic
  • Multi-branch workflow orchestration — 4 triggers that feed into each other across days/weeks
  • Centralized error handling — any deviation triggers a dedicated error workflow
  • Business day calculation — accounting for weekends and edge cases
  • Dynamic file archiving — quarterly folder structure with computed paths

Impact

8h+
Monthly time saved
10+
Integrations connected
0
Manual steps remaining
100%
Audit trail coverage

Tech Stack

n8nOdoo ERPTrello APIOneDriveSharePointExcel ParsingPDF ProcessingPythonGoogle AssistantIFTTTHTML Email TemplatesSMTP

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