The Scenario
Invoices go out Monday. The consulting firm's operations lead needs total hours logged per project per user for the past month across 12 client projects. The data is in Asana's time tracking. The invoices are in a billing sheet. They need to connect.
The last time someone did this, they pulled each project's time entries individually from Asana, pasted them into a staging tab, wrote a SUMIF to aggregate, and crossed their fingers that they'd captured everything. It took the better part of a Friday afternoon.
The bad version:
- Open Asana project 1, navigate to the time tracking section, filter by date, export — if there's even an export option.
- Paste the exported data into the sheet, normalize the column names to match the billing template.
- Repeat for 11 more projects, each with slightly different user names because Asana shows display names and the billing system wants email addresses.
- Aggregate manually, discover that two users logged time under slightly different name spellings across projects, and spend 20 minutes reconciling.
Billing accuracy depends on data accuracy. A process with 12 manual exports and a SUMIF has more failure points than a process that should.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Google Sheet. It reads the project GIDs and date range from your sheet, queries Asana's time tracking entries for each project, and writes the results — including user emails and hours — into a single tab ready for billing.
For each project GID in column A of this Excel sheet, pull all time tracking entries from Asana and write them into the 'TimeLog' sheet with columns: project name, task name, assignee, hours, and entry date.
What You Get
- One row per time entry across all listed projects
- Columns: project name, task name, assignee email, hours (converted from minutes), entry date
- Entries outside the date range are excluded automatically if you specify the range
- The 'TimeLog' sheet is cleared before writing, so re-running always gives a clean result
What If the Data Is Not Quite Ready
You need to filter by date range from the sheet
Fetch all time tracking entries from Asana for workspace [ID] created between the dates in cells B1 and B2 of this sheet, and write task name, project name, user, duration in minutes, and date into the 'TimeLog' sheet.
Some projects have no time tracking entries yet
For each project GID in column A of this sheet, pull all time tracking entries from Asana created in the last 30 days. If a project has no entries, write the project name and "No entries" in the 'TimeLog' sheet so it's visible in the output. For projects with entries, write the full detail rows.
You need hours summarized by project and user, not raw entries
Pull all time tracking entries from Asana for projects in column A for the date range in cells B1 and B2. Write the raw entries into the 'TimeLog' sheet. Then write a summary table to the 'BillingSummary' sheet with one row per unique project-user combination, showing total hours.
Validate the GIDs, pull entries, summarize, and flag projects with zero hours in one pass
Check each project GID in column A by attempting to fetch its time entries from Asana for the period in B1 to B2. For valid projects, write all entries to the 'TimeLog' sheet. Write a summary to 'BillingSummary' by project and user. For any project GID that's invalid or returns an error, write "Error: [reason]" in column B next to that GID.
One prompt covers the validation, the detail pull, and the summary without a separate cleanup step.
Try It
Get the 7-day free trial of SheetXAI and open your billing sheet with Asana project GIDs — ask SheetXAI to pull and summarize all time entries for the billing period. You can also explore how to export all task data for project status reporting, or see the full Asana workflow list in the hub overview.