The Scenario
You are the operations manager at a new agency. You migrated from a different project management tool and have 30 client names in an Excel workbook from the export. Toggl is the new system and the team starts tracking time next Monday.
If those clients are not in Toggl before Monday, every time entry for the first week will be logged to the wrong client or to a catch-all placeholder. You will spend Tuesday cleaning it up and invoice from bad data the week after.
The bad version:
- Open Toggl, navigate to Clients
- Click New Client
- Type the first name from column A
- Click Save
- Repeat 29 more times
- You finish and realize you typed "Oakhurst Consulting" for three rows that should say "Oakhurst Communications" because you were reading too fast.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook that writes directly to Toggl — so a workbook with 30 names is all it needs to create 30 clients.
Open the SheetXAI sidebar and type:
Create a new Toggl client for each row in the Clients tab using the name from column A and the notes from column B. Write the new Toggl client ID back into column C after each creation.
SheetXAI reads all 30 rows and creates each client in Toggl. Column C gets the new client ID for your records. The team can start tracking against real clients on Monday.
What You Get
- 30 Toggl clients created — name from column A, notes from column B
- Client IDs written back to column C so you have an audit trail
- Duplicate detection — if a client name already exists in Toggl, SheetXAI flags it in column D rather than creating a duplicate
Notes carry over. If your migration workbook has billing contacts or account codes in column B, that information lands in the Toggl client record rather than being discarded.
What If the Data Is Not Quite Ready
Migration exports are always messy. SheetXAI handles cleanup and client creation together.
When client names have leftover formatting from the old tool
The export added trailing spaces, leading dashes, or account numbers in parentheses.
Clean column A: strip leading and trailing whitespace, remove anything in parentheses at the end of the name, and remove leading dashes. Then create a Toggl client for each row using the cleaned column A name and column B notes.
When duplicates are already in the workbook
The migration export had a few clients appear twice with slightly different names.
Check column A for duplicate or near-duplicate names (for example, "Apex Group" and "Apex Group Ltd"). Flag the likely duplicate in column D and ask me which to keep before creating it. Create all non-flagged rows immediately.
When clients should go to different Toggl workspaces
The agency has two workspaces — one for retainer clients, one for project clients.
For each row where column C says "Retainer," create the Toggl client in workspace ID [X]. For rows where column C says "Project," create the client in workspace ID [Y]. Use column A for name and column B for notes. Write the new client ID in column D.
When the workbook also has projects to create for each client
You want clients and their projects created in one operation.
Create a Toggl client for each unique name in column A of the Clients tab. Then, for each project in the Projects tab (matched to its client by column A), create a Toggl project assigned to that client with the billable flag from column D. Write client IDs in column E of the Clients tab and project IDs in column F of the Projects tab.
The pattern: the workbook is the migration source. One prompt covers the entire client import.
Try It
Get the 7-day free trial of SheetXAI and open your client migration workbook, then ask it to push everything into Toggl. The Toggl integration is included in every SheetXAI plan. For related workflows, see how to bulk-create projects from an Excel workbook or the Toggl in Excel overview.