The Scenario
It is the first of the month. You are a freelance consultant and invoices go out today. Your billable hours log lives in Motion — every task you completed in April has a name, a project name, a duration, and a completion date. You need those in a Google Sheet so you can calculate hours per client, apply your rate, and generate the invoice amounts.
This is the third month you have done this. The first month it took two hours. The second month it took 90 minutes. It is still taking too long.
The bad version:
- Open Motion. Filter to completed tasks. Export to CSV. Open the CSV in a new sheet. Delete the columns you do not need. Rename the headers to match your invoice template. Reformat the duration column — Motion exports in minutes and your template wants decimal hours.
- Realize the export includes tasks from all clients, not just billable ones. Add a filter column. Mark the non-billable rows. Delete them.
- In a second sheet, write a SUMIF to group by project and sum the duration. Format the output. Copy the values to the invoice template.
The sheet exists to cut this work down. Right now it is not doing that.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It talks to Motion on your behalf and writes the data exactly where you need it. Open the sidebar and ask.
List all Motion tasks with status Completed and write task name, project name, assignee, and completion date to columns A through D in Sheet1.
What You Get
- Every completed task from Motion written to Sheet1: task name in A, project name in B, assignee in C, completion date in D.
- Rows land in the order Motion returns them — you can sort or group with a follow-up ask.
- No columns you did not ask for, no extra formatting to strip.
What If the Data Is Not Quite Ready
You need billable hours grouped by client project
The raw list is useful but the invoice needs a summary view — total task count and total duration per project.
Fetch all completed Motion tasks from my workspace, write them to Sheet1 with task name, project name, and completion date. Then in Sheet2, group by project name and show total task count and sum of duration per project.
You only want tasks completed in a specific month
April invoices should only include April work — not anything completed before or after.
List all Motion tasks with status Completed where the completion date falls between 2026-04-01 and 2026-04-30. Write task name, project name, and completion date to columns A through C in Sheet1.
Duration is in minutes and you need decimal hours
Your invoicing tool expects hours in decimal format, not the raw minutes Motion stores.
Fetch all completed Motion tasks and write task name, project name, and duration to columns A through C. In column D, write a formula that converts the duration in column C from minutes to decimal hours (column C divided by 60).
Full invoice prep in one pass — filter, convert, group, and flag
The whole thing: filter to April completions, convert duration to hours, group by project, and flag any project where total hours exceed 20.
Fetch all Motion tasks completed between 2026-04-01 and 2026-04-30. Write task name, project name, and duration in minutes to columns A through C in Sheet1. Add column D with duration converted to decimal hours. In Sheet2, group by project name and sum decimal hours — flag in column C any project where total hours exceed 20.
One prompt covers what used to take four manual steps.
Try It
Open your billing workbook or a fresh sheet, then Get the 7-day free trial of SheetXAI and ask it to pull your completed Motion tasks for the month. For related workflows, see how to export all Motion tasks for a status report or export projects for a portfolio dashboard.