The Scenario
A team lead got a question from the founder in Slack this morning: "Which projects are close to burning their budget?" It's a fair question. There are 22 active projects in Everhour, each with a budgeted hour allocation and a running tally of hours logged.
The team lead doesn't have an answer. Not because the data isn't there — it's all in Everhour — but because there's no place where budgeted hours and actual hours live side by side at a glance. The Everhour UI shows one project at a time.
The bad version:
- Open Everhour, click into the first project, note the budget and the hours logged.
- Open the Google Sheet, find the right row, type in the two numbers.
- Go back to Everhour, navigate to the next project, repeat.
- Do this 22 times to build a table the founder can look at.
By the time the sheet is built, 40 minutes have passed and three of the budget figures are probably stale because someone logged more hours while you were copying.
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 project budget and utilization data, then writes a live summary in the structure you specify.
For each open project in Everhour, fetch the budget and total hours logged, then write project name, budget hours, actual hours logged, percentage used (actual ÷ budget × 100), and remaining budget hours into my Google Sheet. Sort by percentage used descending. Add a header row at row 1.
What You Get
- One row per active Everhour project.
- Budget hours and actual hours as numbers — ready for chart formulas.
- Percentage used calculated inline, sorted highest to lowest so over-budget projects surface at the top.
- Remaining budget hours as a negative number if the project has exceeded its budget.
- The sheet is shareable the moment the prompt finishes running.
What If the Data Is Not Quite Ready
You only want projects that have used more than 80% of their budget
Fetch all open Everhour projects. For each one, calculate percentage used (actual ÷ budget × 100). Only write projects where percentage used is 80% or greater to my sheet. Include project name, budget hours, actual hours, and percentage used. Sort by percentage used descending.
Some projects have no budget set
Pull all open Everhour projects with their budget and logged hours. For any project where the budget is zero or not set, write "No budget" in the budget column and leave the percentage column blank. Write all other projects with the standard utilization columns.
You want utilization broken down by team member within each project
For each open Everhour project, fetch total budget hours and actual hours per team member. Write to my sheet: project name in column A, team member name in column B, that member's hours logged in column C, the project's total budget in column D. One row per project-member combination.
Summarize, flag over-budget, and add a status column in one pass
Fetch all open Everhour projects with budget and actual hours. Calculate percentage used. Flag any project over 100% in a "Status" column as "OVER BUDGET," any between 80–100% as "WATCH," and anything below 80% as "OK." Sort by percentage descending. Add a header row. Then write a summary row at the bottom: total budget hours across all projects, total actual hours, overall utilization percentage.
One prompt replaces 22 manual lookups and gives the founder a richer answer than they asked for.
Try It
Get the 7-day free trial of SheetXAI and open a blank Google Sheet, then ask it to pull your current Everhour project utilization into a live summary table. If some of those budgets were recently revised and need updating, see how SheetXAI handles bulk-updating project budgets and the Everhour overview.