The Scenario
You are the operations lead at an agency that just signed eight new clients in one week. You have an Excel workbook with 22 new projects — column A has project name, column B has the client, column C has whether it is billable, and column D has the estimated hours budget.
Toggl needs every one of those projects created before Monday. If the team starts tracking time before the projects exist, they will log to placeholders and you will spend next week cleaning up the same mess you just cleaned up last quarter.
The bad version:
- Open Toggl, click New Project
- Type the project name from column A
- Search for and assign the client from column B
- Toggle billable on or off from column C
- Set the time estimate from column D
- Repeat 21 more times
- You get through 19 and realize the client "Brightside Group" does not exist in Toggl yet, so those three projects are unassigned and have to be redone.
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 22 rows is all it needs to create 22 projects.
Open the SheetXAI sidebar and type:
Create a new Toggl project for each row in this workbook using the project name from column A, client name from column B, billable setting from column C, and estimated hours from column D. If the client in column B does not exist in Toggl, create it first. Write the new project ID back into column E.
SheetXAI reads all 22 rows, checks client existence, creates any missing clients, creates each project with the right settings, and writes project IDs back to column E. The team can start tracking on Monday.
What You Get
- 22 Toggl projects created with the correct name, client, billable setting, and time estimate
- Missing clients auto-created before any project is attached to them
- Project IDs written back to column E for audit and future reference
Rows with missing required fields get flagged in column F rather than creating partial projects that will cause problems later.
What If the Data Is Not Quite Ready
Onboarding workbooks from sales handoffs are never formatted exactly right. SheetXAI handles cleanup and project creation together.
When billable values are "Yes/No" instead of TRUE/FALSE
The sales team used "Yes" and "No" in column C.
Normalize column C: replace "Yes" with TRUE and "No" with FALSE. Then create a Toggl project for each row using column A for name, column B for client, the normalized column C for billable, and column D for estimated hours.
When project names need a prefix for internal tracking
All new client projects should start with the year and quarter.
Prepend "2026-Q2: " to every project name in column A. Then create a Toggl project for each row using the updated name, column B for client, column C for billable, and column D for estimated hours.
When internal projects should always be non-billable
Internal overhead projects are mixed into the workbook and should be non-billable regardless of column C.
Create a Toggl project for each row. If column B says "Internal" or "Overhead," set billable to FALSE regardless of column C. Otherwise use column C for billable. Use column A for name and column D for estimated hours.
When you also need team members assigned in one shot
22 projects and 10 team members need project access from the same workbook.
Create a Toggl project for each row in the Projects tab using column A for name, column B for client, column C for billable, and column D for estimated hours. Then, for each project created, add the users listed in the Members tab (matched by project name in column A of Members tab) as project members with the role from column C.
The pattern: the workbook is the source of truth. One prompt handles the entire onboarding sequence.
Try It
Get the 7-day free trial of SheetXAI and open your client onboarding workbook, then ask it to create all the projects in Toggl. The Toggl integration is included in every SheetXAI plan. For related workflows, see how to bulk-create Toggl clients from an Excel workbook or the Toggl in Excel overview.