How to Export Your Time Data to Excel and CSV

Your tracked time data belongs to you. Whether you need reports for clients, data for accounting software, or records for your own analysis, Timesheet's export features give you complete control over your data in industry-standard formats.

This guide shows you how to export exactly what you need, formatted exactly how you want it.

#Export Formats Available

#Excel (XLSX/XLS)

The most versatile format for most users:

• Opens in Microsoft Excel, Google Sheets, Numbers
• Preserves formatting and formulas
• Multiple sheets possible
• Best for reports you'll present or analyze further

#CSV (Comma-Separated Values)

The universal data format:

• Opens in any spreadsheet application
• Imports into any database or software
• Plain text, very small file size
• Best for data imports and integrations

#Basic Export Process

#Step 1: Select Date Range

1. Navigate to Export or Reports
2. Choose your start and end dates
3. Use presets for common ranges:
   • This week / Last week
   • This month / Last month
   • This quarter
   • Custom range

#Step 2: Apply Filters

Narrow down what gets exported:

• By project: One or multiple projects
• By status: Billable, billed, paid
• By tags: Specific work types
• By team member: Individual or group (Pro)

#Step 3: Choose Format

Select your output format:

• XLSX (Excel 2007+)
• XLS (Legacy Excel)
• CSV

#Step 4: Download

Click export and your file downloads automatically.

#Customizing Export Fields

The real power of Timesheet exports is field customization. Choose exactly what columns appear in your export.

#Standard Fields

#Selecting Fields

1. In export settings, find Fields or Columns
2. Check the fields you want included
3. Uncheck fields to exclude
4. Drag to reorder columns (if supported)

#Field Tips

For client reports: Include Date, Project, Description, Duration, and Earnings. Exclude internal fields like Billable status.

For accounting: Include Date, Project, Duration, Hourly Rate, Earnings, and Billed/Paid status.

For personal analysis: Include everything for maximum flexibility.

#Custom Fields with Formulas

Take exports further with custom calculated fields.

#Creating Custom Fields

1. Go to export settings
2. Find Custom Fields or Add Column
3. Name your field
4. Enter your formula

#Formula Examples

Earnings with rate calculation:

= ({DURATION} / 3600 * {TASK_PROJECT_SALARY}) * {RATE_VALUE} + ({DURATION} / 3600 * {RATE_EXTRA})

Mileage reimbursement:

= {DISTANCE} * 0.67

Tax calculation:

= {SALARY} * 0.19

Net earnings:

= {SALARY} - ({SALARY} * 0.19)

#Available Formula Variables

Use field IDs in curly braces:

• {DURATION} - Duration in seconds
• {SALARY} - Total calculated earnings
• {TASK_PROJECT_SALARY} - Hourly rate from project
• {RATE_VALUE} - Rate multiplier (factor)
• {RATE_EXTRA} - Extra amount per hour
• {DISTANCE} - Mileage/distance value

#Creating Export Templates

If you regularly generate similar reports, save time with templates.

#Saving a Template

1. Configure your export (filters, fields, format)
2. Click Save as Template
3. Name your template
4. Template is now available for future exports

#Template Use Cases

Monthly Client Report

• Filter: Specific project
• Date range: Last month
• Fields: Date, Description, Duration, Earnings
• Format: XLSX

Quarterly Tax Export

• Filter: All billable tasks
• Date range: Last quarter
• Fields: All fields + custom tax calculations
• Format: CSV

Weekly Timesheet

• Filter: All projects
• Date range: This week
• Fields: Date, Project, Start, End, Duration
• Format: XLSX

#Using Templates

1. Go to Export
2. Select your saved template
3. Adjust date range if needed
4. Export

#Email Reports Directly

Skip the download-attach-send cycle by emailing exports directly.

#Setting Up Email Export

1. Configure your export
2. Choose Email Report instead of Download
3. Enter recipient email(s)
4. Add subject line and message
5. Send

#Scheduled Reports (Pro)

Automate recurring reports:

1. Create your export configuration
2. Set schedule (weekly, monthly)
3. Enter recipient emails
4. Reports send automatically

#Grouping and Sorting

Control how data is organized in your export.

#Grouping Options

• By project: All tasks for each project together
• By date: Tasks grouped by day
• By week: Weekly summaries
• No grouping: Flat list of all tasks

#Sorting Options

• Date (newest/oldest first)
• Project name (A-Z / Z-A)
• Duration (longest/shortest first)
• Earnings (highest/lowest first)

#Subtotals

Enable subtotals to see:

• Total duration per group
• Total earnings per group
• Task count per group

#Advanced Export Scenarios

#Multi-Project Client Report

A client has three projects. Create one report with all their work:

1. Filter by the three projects
2. Group by project
3. Enable subtotals
4. Include project totals and grand total
5. Export as XLSX for presentation

#Monthly Invoice Backup

Export all billed tasks as a record:

1. Filter: Billed = Yes, Date = Last Month
2. Include all fields
3. Export as CSV for archival
4. Store with invoice copies

#Payroll Integration

Export data formatted for payroll software:

1. Filter by employee (team features)
2. Include required payroll fields
3. Export as CSV
4. Import into payroll system

#Tax Preparation

Export everything the accountant needs:

1. Filter: Date = Tax Year
2. Include: Date, Client, Description, Earnings, Expenses
3. Add custom tax calculation columns
4. Export as XLSX with formatted totals

#Troubleshooting Exports

#"No data to export"

• Check your date range includes tasks
• Verify filters aren't too restrictive
• Ensure projects aren't archived (or include archived)

#Dates look wrong in Excel

• Excel may misinterpret date formats
• Try CSV format for cleaner import
• Check regional settings in Excel

#Duration shows incorrectly

• Choose between HH:MM and decimal format
• Ensure Excel column is formatted for time

#File won't open

• Try a different format (XLSX vs XLS)
• Ensure file downloaded completely
• Check available disk space

#Pro Tips for Better Exports

#Use Consistent Descriptions

Well-written task descriptions make exports more useful and professional in client reports.

#Export Before Archiving

When completing projects, export all data before archiving so you have permanent records.

#Keep Template Library

Build a collection of templates for recurring report needs—it saves significant time.

#Review Before Sending

Always preview exports before sending to clients. Check for typos and incomplete entries.

#Document Your Custom Fields

If using formula fields, document what they calculate for future reference.

#Summary

Timesheet exports give you complete control over your time data:

• Formats: Excel (XLSX/XLS) and CSV
• Filters: By project, status, tags, dates
• Fields: Choose and order columns
• Custom fields: Add calculated columns
• Templates: Save configurations for reuse
• Email: Send reports directly to recipients

Your data, your format, your way.

#What's Next?

With export mastered:

• Connect to QuickBooks for automated accounting sync
• Use Zapier to automate data flows
• Generate PDF invoices from your tracked time