The Scenario
The Website Redesign project wrapped last Friday. The client is waiting on the final invoice, which requires a breakdown of billable hours per team member. Your project manager dumped a note in Slack: "Can someone pull all the logged hours for the Website Redesign project and put them in an Excel workbook so we can send the invoice?"
The bad version:
- Open Timely, navigate to the Website Redesign project, open the time entries view
- Filter by date range, scroll through 60-plus entries, export a CSV
- Open the CSV in Excel workbooks, delete the columns the client doesn't need, rename the ones that are left to match the invoice template format
- Manually calculate per-person subtotals because the CSV export doesn't group by team member
The client is waiting. The invoice template is already open in another worksheet. The only thing between you and sending it is this data cleanup exercise that should not exist.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the workbook and through its built-in Timely integration it can pull every hour logged against a specific project and write it straight into your workbook in the structure you need.
Get all time entries for the Timely project named Website Redesign and write them into my Project Billing worksheet with columns for user name, date, hours, and billable status
What You Get
- One row per time entry, written into the Project Billing worksheet
- Columns: user name, date, hours (decimal), billable status
- If any entries fail to return (deleted user, archived project mismatch), those rows surface an error in column E rather than silently dropping
What If the Data Is Not Quite Ready
You have the project ID but not the project name
Get all time entries for Timely project ID 4821 and write them into my Project Billing worksheet with user name, date, hours, and whether they are billable
You need a per-person summary rather than a full entry list
Pull all time entries for the Website Redesign project in Timely and write a summary into my Project Billing worksheet — one row per team member showing their name, total hours, total billable hours, and billable percentage
The project ran across two calendar quarters and you only want Q1
Get all Timely time entries for project ID 4821 between January 1 and March 31, 2025 and write them into my Project Billing worksheet with user, date, hours, and billable status
Full invoice prep in one pass
Pull all billable time entries for the Website Redesign project in Timely into my Project Billing worksheet — group by team member, calculate each person's subtotal hours in a summary row, then look up their rate from the Rates worksheet and calculate the billable amount in column F
The pattern: combine the pull, the filter, the grouping, and the calculation into one ask rather than running them as separate steps.
Try It
Get the 7-day free trial of SheetXAI and open the workbook where you track project billing, then ask it to pull all entries for the project you need. For a full date-range export across all projects, see the spoke on exporting time entries by date range.