Keep budget data clean without manual checks. Each week at a set time, project and finance leaders get clear email alerts about projects that need budget cost updates. It helps teams fix issues before they affect billing or forecasts.

A weekly schedule in n8n runs a MySQL query that looks up open external projects and groups them by company and cost center. The results move through a Switch node that routes messages to different Outlook email paths. Each branch sends a styled HTML email with a simple subject and message. This setup turns a slow spreadsheet review into a quick, targeted notice.

You will need access to your MySQL database and a Microsoft Outlook account. Map your table and fields so the query returns the right company, cost center, and counts. Expect fewer surprises at month end and faster follow up by cost center owners. This is ideal for PMO teams, controllers, and operations leaders who want a steady weekly rhythm for budget data cleanup.

• Weekly schedule runs at a set hour to keep a steady review cycle.
• MySQL query gathers open external projects and counts them by company and cost center.
• Switch node routes results to different recipients or messages based on set rules.
• Microsoft Outlook sends HTML emails with clear subjects and readable formatting.
• Multiple email branches support different teams or escalation paths.
• Simple structure with six nodes for easy updates and maintenance.

• Reduce manual checks from 2 hours a week to 10 minutes
• Automate 90 percent of follow up emails for missing costs
• Improve data accuracy by catching gaps before billing
• Connect MySQL and Outlook in one simple weekly run
• Route messages by company or cost center for faster action

1. Import the template into n8n: Create a new workflow in n8n > Click the three dots menu > Select 'Import from File' > Choose the downloaded JSON file.
2. You'll need accounts with MySQL and Microsoft Outlook. See the Tools Required section above for links to create accounts with these services.
3. In the n8n credentials manager, create a MySQL credential. Enter host, port, database name, user, and password. Enable SSL if your server requires it. Click Test to confirm the connection.
4. Open the MySQL node and paste or review the SQL. Make sure the table and field names match your database. Confirm that the query returns company, default_cost_center, and project_count as shown.
5. Double click each Microsoft Outlook node. In the Credential to connect with dropdown, click Create new credential. Sign in to your Microsoft account and approve access so n8n can send emails.
6. In the Outlook nodes, set the From mailbox if needed, update toRecipients for each branch, and edit the subject and HTML body to match your tone.
7. Open the Switch node and define conditions for each output. Use fields from the MySQL result, such as company or default_cost_center, to route messages to the right team.
8. Adjust the Schedule Trigger node to your preferred day and time. The rule is set to run weekly at a specific hour.
9. Run a test execution. If no data flows, run the MySQL query directly in your database client to verify results. Then check Switch conditions to make sure at least one branch matches.
10. Send a test email to yourself by setting a branch recipient to your address. Confirm delivery in Outlook and check that the HTML displays as expected.
11. Troubleshooting: If the database will not connect, verify firewall rules and allow n8n Cloud IPs. Check the port and SSL settings. If emails do not send, reauthorize the Outlook credential and confirm you have send permission for the mailbox.
12. When stable, turn on the workflow. Review the n8n execution log weekly to confirm runs and fine tune the Switch rules as your data changes.