The Scenario
You coordinate the PMO at a mid-size B2B services firm. Fifteen new client engagements just kicked off — all at once, because the sales team had a great quarter. Each engagement needs a Clockify client record, a project under that client, a project color, and a list of tasks (discovery, delivery, QA, handoff, and whatever else the SOW specifies). The first timesheets are due Friday.
Your options are: click through Clockify's UI 15 times, or find a faster way.
Clicking through the UI means: create client, create project, assign client, pick color, add task one, add task two, add task three, repeat. For 15 engagements, that's somewhere between 45 minutes and two hours depending on how smoothly the UI cooperates. And you'll typo at least one client name.
The bad version:
- Open Clockify, go to Projects, click "New Project," enter the name, assign the client (which you also have to create first), pick a color from the palette, save.
- Switch to Tasks within that project, add each task one by one from the SOW.
- Do this 14 more times, checking the spreadsheet after each one to make sure you got the right task list for the right client.
Fifteen engagements is fifteen rounds of the same click sequence. The data is already in the sheet — it shouldn't need to be re-entered by hand.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Google Sheet. It reads the project plan you already have — clients in column A, project names in column B, colors in column C, tasks in columns D through H — and sets up the full Clockify structure from that data.
Create a Clockify client for each unique company in column A, then create a project for each row using column B as the project name and column C as the color, linked to the matching client.
After that, add the tasks:
For each project just created, add the tasks listed in columns D through H (one task per column) to that project in Clockify — skip any cell that is blank.
What You Get
- One Clockify client record per unique company in column A.
- One project per row in column B, linked to the correct client, with the color from column C.
- Tasks added to each project from columns D–H, skipping blank cells — so if a project only has three tasks, it gets three, not five with two blanks.
- Column I (or wherever you designate) written with the Clockify project ID for each row, so you have a reference for future operations.
What If the Data Is Not Quite Ready
Some clients already exist in Clockify
Three of the fifteen companies are existing clients with ongoing projects. You don't want duplicate client records.
Create Clockify clients for each company in column A. If a client with that name already exists, use the existing record — don't create a duplicate. Link each new project in column B to the correct client (new or existing) and write the client ID into column F.
The color column uses names but Clockify expects hex codes
Your sheet has "teal" in column C but Clockify's API expects "#03A9F4."
Create projects from this sheet. For each row, map the color name in column C to the nearest Clockify color hex code and use that. Write the hex code you used into column G so I can verify.
I need to set project visibility and billable status too
Your SOW sheet has a "Billable" flag in column I (Yes/No) and a "Private" flag in column J.
Create projects from this sheet using columns A through C. Set each project's billable status based on column I and private status based on column J. Write the project ID into column K.
Create clients, projects, tasks, and send a Slack summary in one pass
Create a Clockify client for each unique company in column A, then create projects from column B linked to those clients with colors from column C. Add tasks from columns D through H (skip blanks). Write the Clockify project ID into column I for each row. Then write a summary of what was created — X clients, Y projects, Z tasks — into cell A1 of the "Setup Log" tab.
One prompt builds the full structure and leaves a record of what was done.
Try It
Get the 7-day free trial of SheetXAI and open the Google Sheet where you keep your project onboarding plan, then ask it to build out your full Clockify workspace structure from the data. Also see: Update Clockify Project Hourly Rates for Your Team From a Google Sheet and the Clockify integration overview.