The Scenario
You are a product director at a growing agency. End of quarter. The management team wants a portfolio status dashboard — every active Toggl project, its client, whether it is billable, the time estimate, and how much has been logged so far.
You have 90 active projects in Toggl spread across 20 clients. Nobody has a clear view of which projects are over budget, which are coasting, and which have had no hours logged in six weeks. The VP of Ops suggested "just export it," but the standard Toggl export does not give you estimates versus actuals side by side.
The bad version:
- Export a projects list from Toggl settings — no estimate or hours data
- Export a time report separately — no project metadata
- Merge the two exports in Google Sheets by project name, which fails for twelve rows because the names do not match exactly
- You spend three hours reconciling the merge and still deliver a sheet that the VP calls "hard to read."
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet. It pulls the full project list and can enrich it with hours data in the same prompt.
Open the SheetXAI sidebar and type:
List all active projects in my Toggl workspace and write them into this sheet with columns for project name, client, billable status, estimated hours, and active status. Then fetch total hours logged per project for all time and add that as a "Logged Hours" column. Add a "Budget Used %" column calculated as logged hours divided by estimated hours, and flag any project where budget used exceeds 90% in a "Status" column.
SheetXAI pulls the project list, fetches the hours data, calculates the budget percentage for each row, and writes the status flag. The portfolio view is ready before you open a presentation tool.
What You Get
A Google Sheet with the full project portfolio:
- Project name, client, billable status, and estimated hours for all 90 projects
- Logged hours — hours tracked against each project for all time
- Budget used % — logged hours divided by estimated, calculated inline
- Status flag — any project over 90% budget usage is flagged automatically
The calculation is inline. You do not need a formula column. SheetXAI writes the percentages and flags directly.
What If the Data Is Not Quite Ready
Project portfolio pulls have data quality issues that show up at scale. SheetXAI handles them in the same prompt.
When some projects have no time estimate set
A project with no estimate would produce a divide-by-zero in the budget percentage column.
List all active Toggl projects with client, billable status, and estimated hours. Fetch logged hours per project. For projects with no time estimate, write "No estimate" in the Budget Used % column instead of a calculation. Flag any project with logged hours greater than 0 and no estimate in a "Review" column.
When you need projects grouped by client for the management deck
The VP wants one section per client, not a flat alphabetical list.
List all active Toggl projects with client, billable status, estimated hours, and logged hours. Sort by client name first, then by project name within each client. Add a summary row after each client group showing total estimated and total logged hours for that client.
When archived projects are showing up in the pull
You want only active projects in the dashboard, not the full workspace history.
Fetch only active (non-archived) Toggl projects. Write project name, client, billable status, estimated hours, and logged hours into the sheet. Flag any project where logged hours exceed estimated hours in column F.
When you need the dashboard to include time logged this quarter only
The management team wants to see Q2 burn rate, not all-time hours.
List all active Toggl projects with client, billable status, and estimated hours. Fetch hours logged per project from April 1 to June 30, 2026 only. Calculate Q2 burn rate as Q2 hours divided by estimated hours. Write project name, client, estimated hours, Q2 hours, and Q2 burn % into the sheet. Flag any project with Q2 burn % over 75%.
The pattern: the portfolio view is one prompt away. You do not need to merge two exports.
Try It
Get the 7-day free trial of SheetXAI and open a blank sheet, then ask it to pull your Toggl project portfolio. The Toggl integration is included in every SheetXAI plan. For related workflows, see how to export all Toggl clients into a sheet or the Toggl in Google Sheets overview.