The Scenario
You are a freelance developer billing three clients at different rates — one at 95 per hour for backend work, one at 120 for ML consulting, and one at 75 for maintenance retainers. Every month you open a blank invoice, try to remember WakaTime exists, log in, find the project summaries, and type the hours in by hand.
Last month you misread a decimal. The client caught it. You had to resend the invoice.
The bad version:
- You navigate to WakaTime's dashboard, click into each project separately, and note the total hours for the current billing month.
- You open your invoice sheet, type each project name, type the hours, multiply by the rate column manually because the formula broke when you added the third client.
- You send the invoice and later realize you pulled the hours for the wrong month because WakaTime defaulted to "last 7 days."
You bill on the first of every month. This process should take five minutes. It currently takes 40.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the sheet, understands what you are looking at, and through its built-in WakaTime integration it pulls project-level hour totals directly — no dashboard navigation, no manual entry, no wrong month.
Your sheet already has client names in column A and hourly rates in column C. Paste this:
Get my WakaTime project list, match project names to the client names already in column A of this sheet, and fill column B with total hours coded this month
What You Get
- Column B fills with total hours per project for the current calendar month, matched to the client name already in column A.
- Any WakaTime project that does not match a name in column A is skipped — it does not overwrite unrelated rows.
- Hours come through as decimals (e.g., 12.75), so your existing rate formula in column D picks them up immediately.
- The month boundary is calendar month, not a rolling 30 days — consistent with how invoices work.
What If the Data Is Not Quite Ready
Your WakaTime project names do not match your client column
WakaTime calls the project "acme-v2" but column A says "Acme Corp":
List all my WakaTime projects and for each one fetch total hours coded this month. Paste two columns into this sheet starting at row 10: WakaTime Project Name and Hours — so I can manually map them to my client list.
You need hours for a custom billing period, not the calendar month
Your retainer client bills on the 15th-to-15th cycle. The billing window is in cells E1 and E2:
Fetch WakaTime project totals for the date range in E1:E2 and fill column B with total hours, matching project names to the client names in column A.
One project covers multiple clients and needs to be split
The "internal-tools" project is split 60/40 between two clients. You want the raw hours and you will split them yourself:
Fetch all WakaTime projects and their total hours this month. Paste the full list in columns G and H — project name in G, hours in H — without trying to match to column A.
Full invoice prep in one pass
Fetch all WakaTime project totals for this month. Match each project to the client name in column A. Fill column B with matched hours or 0 if no match. Then in column E write the invoice subtotal as hours times the rate in column C, and put MISSING in column E for any client where column B is still 0. Sort the table by column A.
One prompt takes you from an empty sheet to a ready-to-review invoice draft, including the flag for any client whose hours did not come through.
Try It
Get the 7-day free trial of SheetXAI and open the invoice sheet you use every month — ask it to match this month's WakaTime project hours to your client list, and your billing prep shrinks from 40 minutes to a few seconds. See also how to import daily coding summaries from WakaTime, or return to the WakaTime integration overview.