The Scenario
You're the finance manager at a boutique consulting firm. Q2 just closed and the client invoicing run is next week. You need every billable expense from Everhour for the quarter — amount, category, date, the employee who submitted it, and which project it belongs to — dropped into a Google Sheet so you can attach the right expenses to the right client invoices.
The expenses are in Everhour because that's where the team logs everything. They're not in a spreadsheet yet because nobody pulled them. You discovered this this afternoon.
The bad version:
- Navigate to Everhour's expense section, set the Q2 date filter, and look for an export option.
- Download whatever CSV the export gives you, realize it includes both billable and non-billable expenses, and start filtering manually.
- Notice that the project column contains internal IDs, not the project names on your invoices — spend 20 minutes doing a VLOOKUP against a separate export.
The client invoices go out Friday. Today is Wednesday.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the sheet and through its built-in Everhour integration it fetches your expenses and writes them in the format you need.
Fetch all billable expenses from Everhour for Q2 2025 (April 1 through June 30) and write each one to my Google Sheet: column A is amount, B is expense category, C is date (YYYY-MM-DD), D is employee name, E is project name. Include only expenses flagged as billable. Add a header row at row 1.
What You Get
- One row per billable expense, all in one pull.
- Project names, not internal IDs.
- Employee names, not user IDs.
- Date in a sortable format.
- Non-billable expenses excluded from the output.
What If the Data Is Not Quite Ready
You need expenses grouped by client, not just by project
Fetch all billable expenses from Everhour for Q2 and group them by client. Write a summary to my sheet: client name, total billable expenses, number of expense entries. One row per client.
Some expenses are missing a category
Pull all Q2 billable expenses from Everhour. For any expense where the category field is blank, write "Uncategorized" in column B instead. Write the full list to my sheet with the fallback applied.
You want expenses sorted by project, then by date within each project
Fetch all billable expenses from Everhour for Q2. Sort the results by project name (A–Z), then by date ascending within each project. Write to my sheet: amount, category, date, employee, project.
Filter, flag large expenses, and summarize by project
Pull all Q2 billable expenses from Everhour. For any expense over $500, add "REVIEW" in column F. Then write a summary section below the data: total billable expenses per project. Add a header row at row 1.
Each of these treats the filtering and the write as one operation. No intermediate exports to clean.
Try It
Get the 7-day free trial of SheetXAI and open a Google Sheet where you want your Q2 expense data to live, then ask it to fetch and filter your Everhour expenses for the quarter. If you also need to reconcile invoices for the same clients, see how SheetXAI handles exporting invoices for accounting reconciliation and the Everhour overview.