The Scenario
You run resource management at a 20-person digital agency. Every Monday morning there's a Slack message from the operations director asking which team members are under 70% utilization this week. The number she wants — billable hours divided by total hours — isn't a field in Clockify's UI. It requires pulling the weekly report, splitting total and billable hours by person, and doing the math.
You've been doing this manually every Monday for four months. You export the Clockify report, paste it into an Excel workbook, write the formula, highlight the rows below 70%, and send a screenshot to the ops director.
It takes 20 minutes. Every Monday.
The bad version:
- Export the Clockify weekly report for the current week.
- Open the CSV in Excel, reformat the hours columns (Clockify returns them as "1h 30m" strings — not numbers).
- Write a formula to parse the string into decimal hours, calculate billable percentage, populate column E.
- Apply conditional formatting to highlight rows below 70%.
- Screenshot it and post to Slack.
Twenty minutes of the same reformatting work, same formula, same conditional formatting — every single Monday. The report is always identical in structure. Only the numbers change.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook. It pulls the Clockify weekly report for the current week, writes the hours by user into the right columns, calculates billable percentage, and highlights the rows below your threshold — all from one prompt.
Generate a Clockify weekly report for the current week grouped by user and write user name, total hours, billable hours, and non-billable hours into columns A through D.
Then add the utilization calculation:
Pull the Clockify weekly report for the date range in cells B1:B2, calculate billable percentage as billable hours divided by total hours for each user, and highlight any user below 70% in yellow.
What You Get
- One row per team member with time logged in the current week.
- Total hours in column B, billable hours in column C, non-billable hours in column D — as decimal numbers, not "Xh Ym" strings.
- Billable percentage calculated in column E.
- Any row where utilization is below 70% highlighted in yellow.
- Team members with zero hours logged still appear in the list — so you can see who hasn't tracked anything, which is its own signal.
What If the Data Is Not Quite Ready
I want the report for a custom date range, not just the current week
You're preparing for a quarterly review and need four weeks of data, not one.
Pull a Clockify report grouped by user for the date range in cells B1 and B2. Write user name, total hours, billable hours, non-billable hours, and billable percentage into columns A through E. Highlight users below 70% in yellow.
I only want to see team members below 80% utilization
You have 20 people. The ops director only wants to discuss the ones who need attention.
Pull the Clockify weekly report for the current week. Calculate billable percentage for each user. Only write rows where billable percentage is below 80% into the workbook, starting at row 2. Write the count of users below 80% into cell A1.
I need to exclude contractors from the utilization calculation
Four team members in Clockify are contractors and shouldn't be in the utilization report. Their names are listed in column A of the "Contractors" worksheet.
Pull the Clockify weekly report for the current week, grouped by user. Exclude anyone listed in the "Contractors" sheet column A. Write user name, total hours, billable hours, and billable percentage into columns A through D. Highlight rows below 70% in yellow.
Pull the report, calculate utilization, flag outliers, and add week-over-week comparison
Pull the Clockify weekly report for the current week. Write user name, total hours, billable hours, and billable percentage into columns A through D. Compare billable percentage against last week's values in column F (already in the workbook). Write the change in percentage points into column E. Highlight any user whose utilization dropped more than 15 points from last week in orange, and any user below 70% in yellow.
Every Monday, the same 20-minute chore collapses into a single ask and a clean workbook waiting in your browser.
Try It
Get the 7-day free trial of SheetXAI and open the Excel workbook where you track weekly utilization, then ask it to pull this week's Clockify report and populate the numbers. Also see: Pull a Clockify Detailed Report Into an Excel workbook for Client Billing and the Clockify integration overview.