The Scenario
The agency director finished a pricing review last week. The result: 25 active client projects have revised budgets — some up, some down — based on new scope agreements. She put the updated figures in an Excel file, which is now sitting in your Google Sheet: project names in column A, new budget hours in column B, new billing rates in column C.
The problem is that those numbers are still showing the old values in Everhour. Project managers are tracking against outdated budgets, which means the utilization reports they're checking every week are wrong.
The bad version:
- Open Everhour, navigate to Projects.
- Search for the first project name, open it, click Edit, update the budget hours, update the billing rate, save.
- Repeat 25 times.
Two of the project names in your sheet are slightly different from how they're stored in Everhour — you won't discover that until you're halfway through and something doesn't match.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the revised budget data and through its built-in Everhour integration it pushes the updates to the right projects.
Read columns A–C in my sheet (column A is project name, B is new budget hours, C is new billing rate) starting at row 2 and update each matching project's budget and billing rate in Everhour. For any project name that doesn't match exactly, try a fuzzy match and write the matched name to column D. Write the update status to column E.
What You Get
- Each project in your sheet gets its budget hours and billing rate updated in Everhour.
- Fuzzy matching handles minor name discrepancies — a trailing space, a punctuation difference — without failing silently.
- Column D shows which Everhour project name was matched so you can verify.
- Column E shows the result: "Updated," "No match found," or an error.
What If the Data Is Not Quite Ready
Column A has project IDs instead of names
My sheet has Everhour project IDs in column A instead of project names. Use the IDs directly to look up and update each project's budget hours (column B) and billing rate (column C) in Everhour. Write the update status to column D.
Some projects should be updated only if their current budget is below a threshold
Read columns A–C. For each project, fetch the current budget from Everhour first. Only update the budget and billing rate if the current budget is less than the value in column B. For projects that were skipped (current budget already higher), write "SKIPPED" in column D. Write "Updated" for those that changed.
The billing rate column is blank for some projects — budget hours only
Read columns A and B. Update only the budget hours for each project in Everhour. Skip column C entirely — don't change any billing rates. Write the update status to column C.
Validate names, apply updates, and flag mismatches in one pass
Before touching Everhour, scan column A for any project names that don't exist in Everhour's active project list — flag those rows in column D as "NOT FOUND." For all matched rows, update budget hours and billing rate. Write the result to column E: "Updated," "Not found," or error. Then write a summary below the data: total projects attempted, total updated, total not found.
Validation and updates in the same prompt means you don't learn about the mismatches after the run is already half-done.
Try It
Get the 7-day free trial of SheetXAI and open the sheet with your revised pricing data, then ask it to push all the Everhour budget updates in one pass. If you want to see how those budgets compare against actual hours logged after the updates, see how SheetXAI handles project utilization summaries and the Everhour overview.