The Scenario
You are a freelance agency owner. It is the last Friday of the month and invoices go out Monday. You have six clients billed hourly, three team members tracking time, and a Toggl workspace with hundreds of entries spread across the month.
Last month you downloaded the CSV, spent forty minutes reformatting it in Excel, and still sent the wrong totals to one client because two project names were inconsistent. This month you need a clean breakdown — date, project, team member, description, hours, billable flag — for each client before you open the invoice template.
The slow version:
- Open Toggl, set filters to one client, export CSV
- Open the file in Excel, fix the duration column (it comes in as HH:MM:SS text, not decimal hours)
- Remove header rows, filter out non-billable entries
- Repeat for the next five clients in separate workbooks
- You find that one client's entries are split between two project names and reconciling them by hand takes longer than everything else combined.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your workbook. It reads your Toggl workspace directly, so you do not have to download anything or reformat duration columns by hand.
Open the SheetXAI sidebar and type:
Fetch all Toggl time entries from May 1 to May 31 and write them into this workbook with columns for date, client, project, team member, description, duration in decimal hours, and billable status. Then add a summary table below showing total billable hours and total by client.
SheetXAI pulls every entry for the month, converts durations to decimal hours, and writes the rows into the workbook. The summary block lands below the data. You see the client totals before you open a single invoice template.
What You Get
An Excel workbook with two sections:
- Entry table — one row per time entry with date, client, project, team member, description, decimal hours, and billable status
- Summary block — total hours and billable total per client
The duration conversion happens automatically. Toggl returns 01:30:00, SheetXAI writes 1.5 in the duration column — not a text string that breaks your SUM formulas.
If one client's entries span multiple project names, tell SheetXAI to group them: "combine any project name containing 'Meridian' into a single client total." It adjusts.
What If the Data Is Not Quite Ready
Real time entry exports are never clean. SheetXAI handles cleanup and analysis in the same prompt.
When team members used inconsistent project names
Three people tracked to "Acme Website," "acme-website," and "Acme Website Revamp." Same project, three names.
Fetch all Toggl time entries from May 1 to May 31. Normalize any project name that contains "Acme" or "acme" to "Acme Website" in the project column. Write the cleaned rows into the workbook and add a summary of billable hours by project.
When some entries are missing the billable flag
A team member forgot to mark entries billable in Toggl.
Fetch all May time entries. For any row where billable status is false but the client column is not blank, flag it in a new column called "Review" with the text "Check billable status." Write all rows into the workbook so I can correct them before invoicing.
When you need to filter to one client before billing
You only need entries for one specific client right now, not the full workspace dump.
Fetch all Toggl time entries from May 1 to May 31 for the client "Northgate Partners." Write them into the workbook with date, project, team member, description, decimal hours, and billable flag. Sum billable hours at the bottom.
When the data is raw and needs invoice math built in
You want the workbook to be the invoice backup, not just a raw dump.
Fetch all Toggl time entries from May 1 to May 31 for every client. Convert durations to decimal hours. Group entries by client. For each client, calculate total billable hours and multiply by the rate in the Rates tab (column B, matched by client name in column A) to produce a total billable amount. Write the full entry table into the Data tab and the per-client invoice summary into the Summary tab.
The pattern: instead of exporting, cleaning, and calculating in separate steps, you ask for all three in one prompt.
Try It
Get the 7-day free trial of SheetXAI and open any workbook you use for client invoicing, then ask it to pull this month's Toggl entries. The Toggl integration is included in every SheetXAI plan. For related workflows, see how to bulk-create time entries from an Excel workbook or the Toggl in Excel overview.