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Task Time Analysis: Automated Overspend Time Insights for ClickUp and More

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Created by: Krupal Patel || krupalpatel

Krupal Patel

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Last update 3 days ago

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This workflow automatically analyses tasks to uncover why the actual time spent exceeds the original estimates. It connects with ClickUp(Can do with any PMS like JIRA, Asana, Monday and more) and other project management tools to generate clear insights on overspending trends. Save time, improve planning accuracy, and boost team productivity with automated task time analysis with two types of reports.

  • “Why needed extra time?” – Reasons users requested extensions or faced blockers.

  • “Why went over estimate?” – Reasons the actual work exceeded the original estimation.

🔧 Workflow Overview

  1. Manual Trigger
    Kick off execution by clicking “Test workflow”.

  2. Fetch Relevant Tasks
    Calls ClickUp to retrieve all tasks in specified states (“internal review” or “in progress”) that belong to designated folders and assignees.

  3. Filter by Overrun
    Filters tasks to include only those where time_spent > time_estimate.

  4. Gather Details
    For each overrun task:

    • Fetch time entries via ClickUp API.
    • Fetch all comments, including threaded replies.
    • Retain only essential task fields and reformat timestamps.

  5. Normalize and Merge

  • Extracts and sorts comment threads into clean arrays.
  • Sorts time entry intervals chronologically.
  • Merges task metadata, comments, and time entries into a single payload.

  1. Pass to AI Agent
    Sends consolidated task data to a ChatGPT-powered node using a custom prompt that:

    • Extracts all “extra time requests” from comments and time entries.
    • Identifies debugging, research, clarification, or rework intervals exceeding estimates.
    • Combines findings into two distinct checklists.

  2. Format JSON Output
    A final Code node parses AI output into a clean JSON array ready for conversion.

  3. Convert to File
    JSON result for each task is prepared for file attachment or external storage.

🧩 Key Nodes & Functions

Node Name Responsibility
Get ClickUp Tasks Retrieves tasks by filter criteria
If task has crossed estimation Ensures only tasks with overruns continue
Fetch Time entries via task IDs Retrieves detailed time intervals
Fetch Master comments Retrieves all comments and threads
Split → Merge scripting nodes Clean and normalize comments structure
Modify Time/Task data Trims and prepares JSON for AI processing
OpenAI Chat Model + AI Agent Applies a GPT-based prompt to generate two reasoned checklists in JSON format
Convert to File Prepares final output as a JSON file or store on Sreadsheet or Email or Excel

🛠 Customization Tips

  • Trigger Automation: Integrate a scheduled node for periodic runs (e.g., daily).
  • Filter Scope: Adjust ClickUp filters for different task types, spaces, or statuses.
  • AI Prompt Tuning: Refine prompt to include severity, link references, or categorize reasons.
  • Output Handling: Use the JSON file in subsequent n8n nodes for notifications (Slack, Email, Spreadsheet, Airtable, ExcelSheet, etc.) or analytics.

✅ Benefits at a Glance

  • Automates time-overrun analysis, eliminating manual review.
  • Extracts insights directly from tasks description, comments, and timesheets.
  • Produces structured outputs ideal for management dashboards or retrospectives.
  • Customizable for team-specific workflows or reporting needs.

🔐 API Credentials Needed

You will required to create API key of your ClickUp Account. Follow the n8n instruction document here ++*https://docs.n8n.io/integrations/builtin/credentials/clickup/*++ this will guide you how you can connect your ClickUp acount with n8n workflow.

👨🏻‍💻 Need Help?

Contact www.KrupalPatel.com for support and custom workflow development.

Find more n8n workflow for real world use cases from here: ++*https://n8n.io/creators/krupalpatel/*++