The Scenario
You are operations manager at a new agency. You spent the last year in a different project management tool and you have 30 client names sitting in a Google Sheet from the migration export. Toggl is the new system and the team starts tracking time next Monday.
If those clients are not in Toggl before Monday, every time entry for the first week will either be logged to the wrong client or to a generic placeholder. You will spend Tuesday cleaning it up. The week after that you will invoice off bad data.
The bad version:
- Open Toggl, navigate to Clients
- Click New Client
- Type the first client name from column A
- Click Save
- Repeat 29 more times
- You finish row 27 and realize you misread "Oakhurst Communications" as "Oakhurst Consulting" for three entries you already created.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that writes directly to Toggl — so a sheet of 30 names is all it needs to create 30 clients.
Open the SheetXAI sidebar and type:
Create a new Toggl client for each row in the Clients tab using the name from column A and the notes from column B. Write the new Toggl client ID back into column C after each creation.
SheetXAI reads all 30 rows and creates each client in Toggl. Column C gets the new Toggl client ID for your records. The team can start tracking against real clients on Monday.
What You Get
- 30 Toggl clients created — each with the name from column A and notes from column B
- Client IDs written back to column C so you have an audit trail linking the sheet to Toggl
- Duplicate detection — if a client name already exists in Toggl, SheetXAI flags it in column D rather than creating a duplicate
Notes carry over. If your migration sheet has a notes column with billing contacts or account codes, that information lands in the Toggl client record rather than being discarded.
What If the Data Is Not Quite Ready
Migration exports are messy. SheetXAI handles cleanup and client creation together.
When some client names have leftover formatting from the old tool
The export added trailing spaces, leading dashes, or account numbers in parentheses to client names.
Clean column A: strip leading and trailing whitespace, remove anything in parentheses at the end of the name, and remove leading dashes. Then create a Toggl client for each row using the cleaned column A name and column B notes.
When duplicates are already in the sheet
The migration export had a few clients appear twice with slightly different names.
Check column A for duplicate or near-duplicate names (e.g., "Apex Group" and "Apex Group Ltd" count as duplicates). Flag the likely duplicate in column D and ask me which to keep before creating. Create all non-flagged rows immediately.
When you want to assign clients to specific Toggl workspaces
The agency has two Toggl workspaces, one for retainer clients and one for project clients.
For each row where column C says "Retainer," create the Toggl client in workspace ID [X]. For rows where column C says "Project," create the client in workspace ID [Y]. Use column A for name and column B for notes. Write the new client ID in column D.
When the sheet also has the projects that belong to each client
You want clients and their associated projects created in one shot.
Create a Toggl client for each unique name in column A. Then, for each project listed in column C (matched to its client by column A), create a Toggl project assigned to that client with the billable flag from column D. Write client IDs in column E and project IDs in column F.
The pattern: the sheet is the migration source. One prompt covers the entire client import, with optional project creation on top.
Try It
Get the 7-day free trial of SheetXAI and open your client migration sheet, then ask it to push everything into Toggl. The Toggl integration is included in every SheetXAI plan. For related workflows, see how to bulk-create projects from a sheet or the Toggl in Google Sheets overview.