The Scenario
You are a finance manager at an 80-person agency. The quarterly billing audit is Monday and you have one question: are there clients in Toggl with hours logged against them that have never been invoiced?
The billing system lives in a separate tool. Toggl has 65 clients. You need a list of every client in Toggl, matched against the billing system, with a flag on any client where hours exist but no invoice record does. The audit takes two hours if you do it right. It takes two days if you try to build this from memory.
The bad version:
- Click into Toggl, navigate to the Clients section
- Write down each client name
- Export a separate time entries report and sum hours by client
- Open the billing system, export its client list
- Manually compare the two lists in a spreadsheet
- You find three clients in Toggl with no match in the billing system and spend an hour figuring out if they were renamed or just never invoiced.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet. It pulls the Toggl client list and you add the billing system data yourself — or have SheetXAI pull that too.
Open the SheetXAI sidebar and type:
Fetch all clients from my Toggl workspace and write them into this sheet with columns for client ID, client name, and status. Then compare the names in column B against the client names in the Billing tab (column A) and write "Matched," "Not in Billing," or "Not in Toggl" in column D for each client.
SheetXAI pulls all 65 clients from Toggl, writes them to the sheet, and runs the cross-reference against your billing tab. Column D tells you exactly where the gaps are.
What You Get
- Full client list from Toggl — client ID, name, and status for all 65 clients written into the sheet
- Cross-reference column — each Toggl client flagged as Matched, Not in Billing, or Not in Toggl
- Actionable rows — the clients marked "Not in Billing" are the ones that need an invoice check or a billing system entry
Name-matching handles minor variations. If Toggl has "Northgate Partners Ltd" and the billing system has "Northgate Partners," SheetXAI can fuzzy-match them. Ask it to: "treat client names as matching if they share the first two words."
What If the Data Is Not Quite Ready
Billing audits rarely have clean name alignment. SheetXAI handles the normalization and the cross-reference together.
When client names have different capitalization or punctuation across systems
Toggl uses "Acme Corp." and the billing system uses "ACME CORP" — different, but the same client.
Fetch all Toggl clients into column A and B. Normalize both the Toggl names in column B and the billing system names in the Billing tab column A to lowercase and strip trailing punctuation before comparing. Write the match result in column D.
When you also need hours logged per client
The audit needs not just whether a client exists but how many hours have been logged.
Fetch all Toggl clients and write them into the sheet. For each client, also fetch total hours logged across all time for that client and write the hours in column C. Then flag any client in column D where column C is greater than zero but the client name is not in the Billing tab.
When some clients are archived and should be excluded
Toggl includes archived clients in the export and they should not appear in the audit.
Fetch all active (non-archived) Toggl clients and write them into the sheet. Cross-reference against the Billing tab and write the match result in column D.
When the billing system export needs cleaning before the match can run
The billing export has stale entries, duplicates, and some entries with account numbers instead of names.
The Billing tab has duplicates in column A — remove them. Strip any entries in column A that start with a number (those are account codes, not client names). Then fetch all active Toggl clients, write them into the sheet, and cross-reference against the cleaned Billing tab. Write the match result in column D.
The pattern: the audit question never changes. One prompt handles the fetch, the cleanup, and the cross-reference.
Try It
Get the 7-day free trial of SheetXAI and open a blank sheet, then ask it to pull your Toggl client list and run the billing cross-reference. The Toggl integration is included in every SheetXAI plan. For related workflows, see how to bulk-create clients from a sheet or the Toggl in Google Sheets overview.