The Scenario
You are a project accountant at a professional services firm. Invoices go out next Friday. You need to pull all approved time entries for 15 client projects this quarter, total the billable hours per resource per project, and get the numbers into a workbook your billing team can use.
Hub Planner has the data. Getting it out without a full afternoon of CSV exports is the problem.
The bad version of Monday morning:
- Open Hub Planner, go to Reports, configure a time entry report for project one
- Export to CSV, open it in Excel, reformat the columns to match your billing template
- Copy the rows into the master workbook, delete the header row, check the project name is consistent
- Repeat for each of the 14 remaining projects
- Discover two projects used different time entry categories and the hours do not reconcile
- It is Wednesday. You have six projects reconciled. Invoicing starts Thursday.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook that queries Hub Planner directly and writes the results into the workbook, structured the way your billing process expects.
Open the SheetXAI sidebar and type:
Search Hub Planner for all approved time entries for the project IDs in column A. For each entry, write resource name, project name, date, minutes logged, and billing category to this workbook. One row per time entry.
SheetXAI queries Hub Planner's time entry API for each project ID in your list, filters to approved entries only, and writes the results to the workbook. You get a flat table covering all 15 projects.
What You Get
A flat time entry table across all 15 projects:
- Resource name — who logged the time
- Project name — which project it is against
- Date — when the work was done
- Minutes logged — the raw value from Hub Planner
- Billing category — regular, overtime, non-billable
With everything in one flat table, the billing summary is one more step. Ask SheetXAI to pivot by resource and project, convert minutes to hours, and write a summary tab your billing team can hand to the client.
What If the Data Is Not Quite Ready
Invoicing exports always have edge cases. SheetXAI handles them in the same prompt.
When you need hours instead of minutes in the output
Hub Planner stores time in minutes. Your billing template expects hours to two decimal places.
Pull all approved Hub Planner time entries for project IDs in column A. For each entry, write resource name, project name, date, hours (minutes divided by 60, rounded to 2 decimal places), and billing category. One row per entry.
When you need a summary by resource and project, not a row per entry
Your invoice format shows one line per resource per project.
Pull all approved Hub Planner time entries for project IDs in column A. Group by resource and project. Write one row per resource-project combination to the workbook: resource name, project name, total hours (in hours to 2 decimal places), and billing category. Sort by project name ascending.
When some projects have both billable and non-billable time
You need billable hours for the invoice and non-billable hours for internal reporting.
Pull all approved Hub Planner time entries for project IDs in column A. Write billable entries (billing category not "Non-Billable") to the Billable tab and non-billable entries to the Non-Billable tab. In both tabs, write resource name, project name, date, and hours.
When you need to cross-check against contracted hours for each project
You have a Contracts tab with project ID and contracted hours. You want to flag overages.
Pull all approved Hub Planner time entries for project IDs in column A. Sum total hours per project. Compare against contracted hours in the Contracts tab (look up by project ID). Write a summary to a new tab called "Invoice Review": project name, contracted hours, logged hours, and a flag column: "Over budget" if logged exceeds contracted, "Within budget" otherwise.
The pattern: pull the raw data, then describe the shape you need. The analysis and the export happen in the same workbook session.
Try It
Get the 7-day free trial of SheetXAI and open a workbook with your project IDs listed, then ask SheetXAI to pull the approved time entries from Hub Planner. The Hub Planner integration is included in every SheetXAI plan. For related workflows, see how to import timesheet rows from Excel into Hub Planner or the Hub Planner in Excel overview.