The Scenario
You are a finance manager at an 80-person agency. Quarterly billing audit is Monday and the question is simple: are there clients in Toggl with hours logged against them that have never produced an invoice?
The billing system lives somewhere else. Toggl has 65 clients. You need a list of every Toggl client, matched against the billing system, with a flag on any client where hours exist but no invoice record does.
The bad version:
- Navigate to the Toggl Clients section, write down each name
- Export a separate time report, sum hours by client in Excel
- Export the billing system client list
- Manually VLOOKUP between the two lists
- Three clients in Toggl match nothing in billing and you spend the afternoon figuring out whether they were renamed, merged, or just never invoiced.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook. It pulls the Toggl client list so you never have to navigate their interface.
Open the SheetXAI sidebar and type:
Fetch all clients from my Toggl workspace and write them into this workbook with columns for client ID, client name, and status. Then compare the names in column B against the client names in the Billing tab (column A) and write "Matched," "Not in Billing," or "Not in Toggl" in column D for each client.
SheetXAI pulls all 65 clients from Toggl, writes them to the workbook, and runs the cross-reference against your billing tab. Column D shows exactly where the gaps are.
What You Get
- Full client list from Toggl — client ID, name, and status for all 65 clients
- Cross-reference column — each Toggl client flagged as Matched, Not in Billing, or Not in Toggl
- Actionable rows — clients marked "Not in Billing" are the ones that need an invoice check or billing system entry
Name-matching can handle minor variations. If Toggl has "Northgate Partners Ltd" and the billing system has "Northgate Partners," ask SheetXAI to treat names as matching if they share the first two words.
What If the Data Is Not Quite Ready
Billing audits rarely have clean name alignment. SheetXAI handles normalization and cross-reference together.
When client names have different capitalization or punctuation across systems
Toggl has "Acme Corp." and billing has "ACME CORP" — different on screen, same client.
Fetch all Toggl clients into column A and B. Normalize both the Toggl names in column B and the billing system names in the Billing tab column A to lowercase and strip trailing punctuation before comparing. Write the match result in column D.
When you also need hours logged per client
The audit needs not just whether a client exists in billing but how many hours are on record.
Fetch all Toggl clients and write them into the workbook. For each client, also fetch total hours logged and write them in column C. Flag any client in column D where column C is greater than zero but the client name is not in the Billing tab.
When archived clients should be excluded
Toggl includes archived clients in the pull and they should not appear in the audit.
Fetch only active (non-archived) Toggl clients and write them into the workbook. Cross-reference against the Billing tab and write the match result in column D.
When the billing export has duplicates and account codes
The Billing tab has duplicate names, stale entries, and some rows that are account codes rather than client names.
In the Billing tab, remove duplicate values in column A. Strip any entries in column A that start with a number. Then fetch all active Toggl clients, write them into the workbook, and cross-reference against the cleaned Billing tab. Write the match result in column D.
The pattern: the audit question never changes. One prompt handles the fetch, the cleanup, and the cross-reference.
Try It
Get the 7-day free trial of SheetXAI and open a blank workbook, then ask it to pull your Toggl client list and run the billing cross-reference. The Toggl integration is included in every SheetXAI plan. For related workflows, see how to bulk-create clients from an Excel workbook or the Toggl in Excel overview.