Hours land in Odoo within the hour

Project Overview

Who is Cobofisk?

Cobofisk (Coopman & Partners) is an accounting firm with offices in Aalter and Merelbeke. They handle bookkeeping, accountancy and strategic advice for SMEs, from digital bookkeeping to CFO support. Together with their sister companies The Lex and Squidco, they serve around 600 to 700 clients.

The firm runs two systems side by side: AdminPulse for time tracking and Odoo for project and invoicing management. The two didn't talk to each other.

The challenge

Employees logged their hours in AdminPulse. To find out how many hours of a package had been used, someone had to manually export those hours and transfer them to Odoo. That happened once a month.

Because of that, the firm only found out after the fact that an hours package had already been exceeded — which means billable hours go unbilled.

"Can we get our hours from AdminPulse into Odoo automatically, close to real time, so we spot overruns right away instead of a month later?"

Project Delivery

The approach

We kicked off in September 2025 by setting the scope together. Importantly, we didn't automate everything: creating projects and tasks stayed manual. Only the time entries themselves moved automatically. That kept the project manageable within budget.

From the start, we worked together with Cobofisk's internal IT people and with Squidco, their Odoo partner. That kept costs low, and it meant they built up knowledge of their own integration right away.

For the build, we chose n8n — an automation platform that connects systems to each other without having to write a full application. AdminPulse and Odoo both have an API, so n8n could talk to both directly.

What we built

1 · Real-time sync via webhook

This flow pushes every new or changed time entry straight to Odoo.

• An employee logs hours in AdminPulse.
• AdminPulse sends a signal to n8n through a webhook.
• The flow checks whether the entry still exists and whether it's linked to a valid task.
• The hours are created, updated or deleted in Odoo.
• Every entry gets a unique AdminPulse ID in Odoo, so duplicates never happen.
• If a link or an employee is missing, an email goes automatically to the person in charge.

The advantage: hours land in Odoo within the hour instead of a month later.

2 · Nightly check sync

Webhooks aren't always a hundred percent reliable. So a second flow runs every night as a safety net.

• The flow pulls the last 24 hours of entries from both AdminPulse and Odoo.
• It compares the two lists and looks for differences: something missing in Odoo, something missing in AdminPulse, or hours that don't match.
• AdminPulse is always the source of truth. The flow corrects Odoo automatically.

The advantage: no entry slips through the cracks.

3 · Historical backfill

A third flow lets Cobofisk pick a period themselves and have it fully resynced.

• You enter a start and end date.
• The flow pulls every entry from both systems for that period.
• Every difference gets spotted and fixed.

The advantage: the firm can run its own monthly or quarterly check without anyone from outside having to step in. In a test run over a four-week period, the flow found 47 entries missing in Odoo and created 38 of them automatically.

4 · Error alerts and monitoring

On top of the three flows sits a separate error workflow. If something goes wrong, Cobofisk automatically gets an email with the details. Inside n8n, the team can search the logs themselves by entry ID, email address or task.

Hypercare and handover

After go-live came a period of hypercare, followed by a maintenance agreement. In April 2026 we did a full technical handover to Cobofisk's internal IT employee. We went through all three flows step by step: how they work, how to replace credentials, how to trace errors, and how to run a backfill yourself.

Since then, Cobofisk manages the integration on its own.

Results

Exporting hours from AdminPulse to Odoo is no longer a monthly manual task. Hours land in Odoo within the hour, with a nightly check and a backfill as extra security.

That means the firm now sees hours-package overruns right away instead of only at month-end closing. It saves time, and it also cuts the risk of hours that never get billed.

The project stayed within the agreed budget and went live within two weeks of the kick-off. Because we worked alongside internal IT and Odoo partner Squidco, management now rests entirely with Cobofisk itself.

Want to know how to connect two systems without monthly manual work? Get in touch with Flowkify for a custom A.I. scan.