Draft guide

Switching from Harvest

You can bring your time history from Harvest into Workletto with one CSV file. This guide covers exporting it, importing it, what comes across and what doesn’t, and what to set up afterwards.

Before you start

• Sign in as an admin or a manager. Only they see Manage, then Import & export.
• Take a backup first. Admins can download one under Manage, then Security & data. See Back up and restore.
• If timesheet approvals are on, reopen any submitted or approved weeks the file covers. Rows in a locked week aren’t imported; the check tells you which.

1. Export the Detailed time report from Harvest

   In Harvest

   In Harvest, open Reports, then Detailed time. Choose the time frame you want to bring across, then Export, then CSV.

   This is the only kind of file the Harvest import reads. Pick every project and person you want, because the import can only create what the file mentions.

2. Open the importer

   In your app

   Open Manage, then Import & export. Under Import from Harvest, click Choose a CSV file and pick the file.

   Nothing is saved until the last step. Large files are sent in batches of 500 rows for you.

3. Check the columns

   In your app

   Under Match the columns, the importer matches the file’s columns to its fields by name. A field marked * must be matched: Date, Project and Hours.

   The fields are:

   • Date, Client, Project, Task and Notes.
   • Hours, as 1.5 or 1:30.
   • Person: when the file has no single name column, the importer joins the First name and Last name columns. Person email is used if the file has one.
   • Billable, as Yes or No, and Billable rate.
   • Invoiced, for time already invoiced in Harvest.

   Any other column is listed as “Not imported, because there’s nowhere to put it”. You don’t need the billable amount: amounts are worked out from hours and rates.

   Choose how Dates look like (year first, day first or month first), then read the preview of the first rows “as they’ll be imported”. If a column or a date is wrong, fix it before going on.

4. Choose the options

   In your app

   • Add clients, projects, tasks and people that aren’t here yet. On by default. People are added without a login; you invite them later.
   • Skip rows that are already here. On by default. A row counts as already here when the date, person, project, task, time and notes all match, so importing the same file twice adds nothing the second time.
   • If any rows are marked as already invoiced, choose Import as not billable (the hours stay in your reports but can’t be invoiced a second time) or Leave them out.
5. Check the file, then import

   In your app

   Click Check file. The importer reads every row and reports what it would do, without saving anything. When you’re happy, click Import followed by the number of rows. The import is recorded in Manage, then History.

The warnings you may see

The check and the final summary can show these. None of them stops the import.

• “Will add” clients, projects, people and tasks. What would be created because it isn’t in your app yet. Look for a misspelled client or project here before you import.
• Rows already here. Rows that match time you already have, and whether they are skipped or added again.
• Rows marked as already invoiced. How many there are, and whether they are imported as not billable or left out.
• Billable rows with no rate to charge. Their billable amount is 0 until you set a rate. The summary names the projects: set an hourly rate on the project, or on the people who worked on it.
• Rows charged at a different rate than the file says. A project is billed at one rate, or at each person’s own rate, so a different rate for one person on one project can’t be kept. Each such row is listed with both rates.
• A person who already has a different rate. If someone already has an hourly rate in your app and the file mostly has another, the existing rate is kept and the summary tells you where to change it.
• Rows with problems. Listed by row number and left out, for example an hours value that isn’t like 1.5 or 1:30, a date that doesn’t fit the format you chose, a Billable value that isn’t Yes or No, or a project name that matches several projects. Fix the file and import again: the rows that did go in are skipped as already here.

What carries over

• Time entries: date, hours, notes, task and whether each is billable.
• Clients: created by name. Existing clients are matched by name, ignoring capital letters.
• Projects: created with the file’s client. A new project is billable when any of its rows is. If everyone on it is billed at the same rate, it is billed at that one rate. If the rates differ, it is billed at each person’s own rate.
• People: matched to people you already have by email, then by name. New people are created as members, without a login, with their most common billable rate from the file as their hourly rate. Invite them from Manage, then People.
• Tasks: created on their project by name.

What doesn’t

• Invoices. The importer doesn’t read Harvest invoices. Time marked as already invoiced comes in as not billable, or is left out, so you won’t bill it twice.
• Expenses. They aren’t in the Detailed time report, and this import doesn’t read them.
• Anything the importer doesn’t read. It reads only the columns listed above, so client contact details, project budgets and dates, and people’s roles and permissions are not created. Everything else in the file is ignored.

After the import

1. Check the totals. Open Reports, choose the same dates, and compare the hours with Harvest’s report. If they differ, look at the rows the check said had problems or were skipped.
2. Set rates. Add a rate to any project or person the warnings named.
3. Set up invoicing. Under Manage, then Invoicing, choose your prefix and next number (to carry on from the numbers you used before), payment terms, tax and notes. See Invoice settings and discounts.
4. Fill in your clients. Imported clients have only a name. Add each billing email and address under Manage, then Clients.
5. Make your first invoice. Follow Track your first hours and send your first invoice.
6. Optional: turn on email to send invoices from the app, and connect your own Stripe account so clients can pay online.
7. Invite your team from Manage, then People. See Invite your team.

Harvest is a trademark of its owner. Workletto is not affiliated with Harvest.