The Scenario
You are a freelance agency owner. It is the last Friday of the month and invoices go out Monday. You have six clients billed hourly, three team members tracking time, and a Toggl workspace with hundreds of entries spread across the month.
Last month you downloaded the CSV, cleaned it for forty minutes, and still sent the wrong totals to one client because you filtered on the wrong project name. This month you need a clean, verified breakdown — date, project, team member, description, hours, billable flag — for each client before you can even open the invoice template.
The slow version:
- Open Toggl, set filters to one client, export CSV
- Paste into Google Sheets, fix the duration column (it comes in as HH:MM:SS, not decimal hours)
- Delete header rows, remove non-billable entries
- Repeat for the next five clients
- You realize the entries for one client span two project names because someone on the team typed them differently and you have to reconcile that by hand.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet. It reads your Toggl workspace directly, so you do not have to download anything or clean up duration formats by hand.
Open the SheetXAI sidebar and type:
Fetch all Toggl time entries from May 1 to May 31 and write them into this sheet with columns for date, client, project, team member, description, duration in decimal hours, and billable status. Then add a summary table below showing total billable hours and total by client.
SheetXAI pulls every entry for the month, converts durations to decimal hours, and writes the rows into the sheet. The summary block lands below the data table. You can see the client totals before you open a single invoice template.
What You Get
A Google Sheet with two sections:
- Entry table — one row per time entry with date, client, project, team member, description, duration in decimal hours, and billable status
- Summary block — total hours and billable total per client
The duration conversion happens automatically. If Toggl returns 01:30:00, SheetXAI writes 1.5 in the duration column, not a text string.
If one client's entries span multiple project names, tell SheetXAI to group them: "combine project names that contain 'Meridian' into a single client total." It adjusts.
What If the Data Is Not Quite Ready
Real time entry exports are rarely clean. SheetXAI handles cleanup and analysis in the same prompt.
When team members used inconsistent project names
Three people tracked to "Acme Website," "acme-website," and "Acme Website Revamp." They are the same project.
Fetch all Toggl time entries from May 1 to May 31. Normalize any project name that contains "Acme" or "acme" to "Acme Website" in the project column. Then write the cleaned rows into the sheet and add a summary of billable hours by project.
When some entries are missing the billable flag
A team member forgot to mark entries billable in Toggl and they are sitting in the export as unbilled.
Fetch all May time entries. For any row where billable status is false but the client column is not blank, flag it in a new column called "Review" with the text "Check billable status." Write all rows into the sheet so I can correct them before invoicing.
When you need to filter to one client before billing
You only need entries for one specific client right now, not the full workspace dump.
Fetch all Toggl time entries from May 1 to May 31 for the client "Northgate Partners." Write them into the sheet with date, project, team member, description, decimal hours, and billable flag. Sum billable hours at the bottom.
When the data is raw and needs the invoice math built in
You want the sheet to be the invoice backup, not just a raw dump. One prompt for the whole thing.
Fetch all Toggl time entries from May 1 to May 31 for every client. Convert durations to decimal hours. Group entries by client. For each client, calculate total billable hours and multiply by the rate in the Rates tab (column B, matched by client name in column A) to produce a total billable amount. Write the full entry table into the Data tab and the per-client invoice summary into the Summary tab.
The pattern: instead of exporting, cleaning, and calculating separately, you ask for all three in one prompt. SheetXAI handles the Toggl fetch, the cleanup, and the math inline.
Try It
Get the 7-day free trial of SheetXAI and open any sheet you use for client invoicing, then ask it to pull this month's Toggl entries. The Toggl integration is included in every SheetXAI plan. For related workflows, see how to bulk-create time entries from a sheet or the Toggl in Google Sheets overview.