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Nexence: 4 workflows replacing 8+ hours of manual work every month.
4 interconnected n8n workflows that automate invoicing, payroll, time sheet validation, and task management — replacing 8+ hours of manual work every month.
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
01
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"
02
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
03
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
04
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 saved10+ Integrations connected0 Manual steps remaining100% Audit trail coverage