The Scenario
You are operations lead at an agency that just signed eight new clients in one week. You have a Google Sheet with 22 new projects — column A has project name, column B has the client it belongs to, column C has whether it is billable, and column D has the estimated hours budget.
Toggl needs every one of those projects created before the team starts tracking time Monday. If they start tracking before the projects exist, they will log to placeholders and you will spend next week cleaning up the same mess you cleaned up last month.
The bad version:
- Open Toggl, click New Project
- Type the project name from column A
- Search for and assign the client from column B
- Toggle billable on or off based on column C
- Set the time estimate from column D
- Repeat 21 more times
- You finish 19 and realize the client "Brightside Group" doesn't exist in Toggl yet so those three projects are orphaned.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that connects directly to Toggl — so a sheet of 22 rows is all it needs to create 22 projects.
Open the SheetXAI sidebar and type:
Create a new Toggl project for each row in this sheet using the project name from column A, client name from column B, billable setting from column C (TRUE or FALSE), and estimated hours from column D. Write the new project ID back into column E. If the client in column B does not exist in Toggl, create it first.
SheetXAI reads all 22 rows, checks client existence, creates any missing clients, creates each project, and writes the project ID back to column E. The team can start tracking by Monday.
What You Get
- 22 Toggl projects created with the right name, client assignment, billable setting, and time estimate
- Missing clients auto-created — if a client in column B is not yet in Toggl, SheetXAI creates it before attaching the project
- Project IDs written back to column E for audit and future reference
If a row is missing a required field, SheetXAI flags it in column F rather than creating a partial project. You see the issue before it becomes a gap in your workspace.
What If the Data Is Not Quite Ready
Onboarding sheets from a sales handoff are never formatted exactly right. SheetXAI handles the cleanup and the project creation together.
When billable values are not TRUE/FALSE
The sales team used "Yes/No" instead of "TRUE/FALSE" in column C.
Normalize column C: replace "Yes" with TRUE and "No" with FALSE. Then create a Toggl project for each row using column A for name, column B for client, the normalized column C for billable, and column D for estimated hours.
When project names need a prefix for internal tracking
All new client projects should start with the year and quarter for the agency's records.
Prepend "2026-Q2: " to every project name in column A. Then create a Toggl project for each row using the updated name, column B for client, column C for billable, and column D for estimated hours.
When some projects are internal and should not be billable regardless
Internal overhead projects are mixed into the sheet. They should all be non-billable even if column C says otherwise.
Create a Toggl project for each row. If column B says "Internal" or "Overhead," set billable to FALSE regardless of what column C says. Otherwise, use the value in column C for billable. Use column A for name and column D for estimated hours.
When the sheet also needs clients created and team members assigned in one shot
Eight new clients, 22 projects, and 10 team members need access. All three operations from one sheet.
First, create any Toggl client listed in column B that does not already exist in the workspace. Then create a Toggl project for each row using column A for name, column B for client, column C for billable, and column D for estimated hours. Finally, for each project created, add the users listed in the Project Members tab (matched by project name in column A) as project members.
The pattern: the sheet is the source of truth. One prompt handles the entire onboarding sequence.
Try It
Get the 7-day free trial of SheetXAI and open your client onboarding sheet, then ask it to create all the projects in Toggl. The Toggl integration is included in every SheetXAI plan. For related workflows, see how to bulk-create Toggl clients from a sheet or the Toggl in Google Sheets overview.