The Scenario
You are a freelance developer billing three clients at different rates — one at 95 per hour for backend work, one at 120 for ML consulting, and one at 75 for maintenance retainers. Every month you open a blank invoice workbook, try to remember WakaTime exists, log in, find the project summaries, and type the hours in by hand.
Last month you misread a decimal. The client caught it. You had to resend the invoice.
The bad version:
- You navigate to WakaTime's dashboard, click into each project separately, and note the total hours for the current billing month.
- You open your invoice workbook, type each project name, type the hours, multiply by the rate column manually because the formula broke when you added the third client.
- You send the invoice and later realize you pulled the hours for the wrong month because WakaTime defaulted to "last 7 days."
You bill on the first of every month. This process should take five minutes. It currently takes 40.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the workbook, understands what you are looking at, and through its built-in WakaTime integration it pulls project-level hour totals directly — no dashboard navigation, no manual entry, no wrong month.
Your workbook already has client names in column A and hourly rates in column C. Paste this:
List all my WakaTime projects and for each one fetch total hours coded this month, then fill column A with project names and column B with hours
What You Get
- Column A fills with WakaTime project names for the current calendar month.
- Column B fills with total hours per project as decimals (e.g., 12.75).
- Your existing rate formula in column D picks up column B immediately.
- The month boundary is the current calendar month, consistent with how invoices work.
What If the Data Is Not Quite Ready
Your WakaTime project names do not match your client column
WakaTime calls the project "acme-v2" but your workbook says "Acme Corp":
List all my WakaTime projects and for each one fetch total hours coded this month. Paste two columns starting at row 10: WakaTime Project Name and Hours — so I can manually map them to my client list.
You need hours for a custom billing period, not the calendar month
Your retainer client bills on the 15th-to-15th cycle. The billing window is in cells E1 and E2:
Fetch WakaTime project totals for the date range in E1:E2 and fill column B with total hours, matching project names to the client names in column A.
You want the invoice subtotal calculated inline
Your rate for each client is already in column C. You want the subtotal without a separate formula:
Fetch all WakaTime projects and their total hours this month. Match each project to the client name in column A. Fill column B with matched hours. Then fill column D with the invoice subtotal: hours in column B multiplied by rate in column C.
Full invoice prep in one pass
Fetch all WakaTime project totals for this month. Match each project to the client name in column A. Fill column B with matched hours or 0 if no match. Fill column D as hours times rate in column C. In column E write "MISSING" for any client where column B is still 0. Sort by column A.
One prompt produces a ready-to-review invoice draft including the flag for any client whose hours did not come through.
Try It
Get the 7-day free trial of SheetXAI and open the invoice workbook you use every month — ask it to match this month's WakaTime project hours to your client list and calculate subtotals inline, so your billing prep shrinks from 40 minutes to a few seconds. See also how to import daily coding summaries from WakaTime in Excel, or return to the WakaTime integration overview.