The Scenario
Your studio wraps May and you need to pay eight contractors. The accountant sent a message an hour ago: she needs every logged hour for the month — broken out by user, project, task, date, and billable flag — in a spreadsheet by end of day so she can calculate who's owed what and which hours to invoice to which client.
You are not the accountant. You track the projects. You have no idea how Everhour exports are structured, and you know from experience that the CSV it spits out has a format the accountant will spend another hour reformatting before she can run her pivot table.
The bad version:
- Go to Everhour Reports, find the time tracking report, set the date range to May 1–31, download the CSV.
- Open the CSV in Excel, discover the columns are in a different order than the accountant's template, and spend 20 minutes rearranging them.
- Realize the report shows time in decimal hours but the accountant's payroll sheet uses HH:MM — convert 140 cells.
The accountant has a board presentation in the morning that depends on this data. You have two other client calls this afternoon.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the workbook, understands what you need, and through its built-in Everhour integration it fetches the time entry data and writes it in exactly the format you specify.
Fetch all Everhour time entries for the team from May 1–31 and write each row into my Excel workbook starting at row 2: column A is user name, B is project, C is task, D is hours as a decimal, E is date formatted as YYYY-MM-DD, F is billable (true/false). Add a header row at row 1.
What You Get
- One row per time entry, written to the exact columns you specified.
- Hours as a decimal number (e.g., 1.5) so the accountant's formulas work without conversion.
- Dates in YYYY-MM-DD format, not whatever Everhour's default export uses.
- A true/false billable column ready for filtering.
- Rows sorted by date ascending within each user.
What If the Data Is Not Quite Ready
The accountant wants a summary by user, not individual entries
Fetch all Everhour time entries from May 1–31, group them by user, and write a summary into my workbook: column A is user name, B is total hours, C is total billable hours, D is total non-billable hours. One row per user.
Some entries are missing a task name
Pull all May time entries from Everhour. For any entry where the task name is blank, substitute the project name instead. Write the full entry list to my workbook with the fallback applied.
Only billable hours go to the accountant
Fetch all Everhour time entries from May 1–31, filter to billable only, and write the results to my workbook: user, project, task, hours, date. Ignore any entries flagged as non-billable.
Audit, flag, and summarize in one pass
Pull all May time entries from Everhour. Flag any entry where hours is greater than 8 in a day for the same user — write those to column G as "REVIEW." Then write a summary worksheet with total hours and total billable hours per user for the month.
Each of these is one prompt. The cleaning and the export happen together.
Try It
Get the 7-day free trial of SheetXAI and open a blank Excel workbook, then ask it to pull your team's Everhour time entries for any month you choose. If you also need to invoice clients from this data, see how SheetXAI handles exporting Everhour invoices for reconciliation and the Everhour overview.