Depending on what data you want to import or export from Harvest, you’ll need to visit different sections. Below, we’ll tell you where to go and how to get your data into and out of Harvest.

Note: Only people with administrator permissions can import data into Harvest. If you don’t see the Settings link in your navigation (upper right), you don’t have administrator permissions.

Importing Time and Expense Data

Time and expense data is imported from Settings (upper right corner).

Importing Time Data

You can import time data from a CSV as long as it’s in the correct format. To import time as a CSV file, format your timesheet data as a spreadsheet (Excel, Numbers, Google Spreadsheet, etc.) with the following 8 columns (in the same order):

  • Date (YYYY-MM-DD or M/D/YYYY formats; for example: 2015-08-25 or 8/25/2015)
  • Client
  • Project
  • Task
  • Notes
  • Hours (in decimal form, without any stray characters; for example: 7.5, 3, 9.9)
  • First name
  • Last name

Note: In order to include commas and other special characters, enclose them in double quotes to ensure that the fields import properly.

You can also download a sample CSV file (right-click link).

To upload time into Harvest:

  1. Click on Settings (upper right corner).
    • Only administrators can view and change account settings.
  2. Click Import Data into Harvest.
  3. Click Import Timesheets From CSV.
  4. Click Upload and select your CSV file.

Harvest will create any client, project, or task automatically if it can’t be found in your account, but it won’t create new users. You must add users first and make sure that their names match your CSV exactly.

Importing Expense Data

Similar to time data, expense data can be imported via CSV as long as it is in the correct format. Format expense data as a spreadsheet (Excel, Numbers, Google Spreadsheet, etc.) with the following 10 columns (must be in the following order):

  • Date (YYYY-MM-DD or M/D/YYYY formats; for example: 2015-08-25 or 8/25/2015)
  • Amount
  • Units (Put in the total costs, or the number of units, such as for mileage)
  • Client
  • Project
  • Category
  • Note
  • First Name (The name must match a user on your account)
  • Last Name
  • Billable (‘yes’ for billable, ‘no’ for non billable)

You can also download a sample CSV file (right-click link).

To upload expenses into Harvest:

  1. Click on Settings (upper right corner).
    • Only administrators can view and change account settings.
  2. Click Import Data into Harvest.
  3. Click Import Expenses From CSV.
  4. Click Upload and select your CSV file.

Unlike importing time, Harvest will not create any new client, project, expense category or users from the import. If there isn’t an exact match in your Harvest account, those expenses will not be imported.

Importing from FreshBooks Classic

Data from Freshbooks is imported from Settings (upper right corner).

To import invoices, clients, and client contacts from FreshBooks Classic, you need your account URL and your FreshBooks API Token, which you can get by logging into your FreshBooks account and going to My Accounts > Freshbooks API. Once you have that information:

  1. Click on Settings (upper right corner).
    • Only administrators can view and change account settings.
  2. Click Import Data into Harvest.
  3. Click Import from FreshBooks.
  4. Enter your FreshBooks API token and account URL, then click Begin Import.

Note: This import is only supported on older FreshBooks Classic accounts. New FreshBooks accounts do not support exporting of data.

Importing Projects, People, and Clients

Projects and people can be imported from the Projects and Team sections of Harvest, respectively.

Clients and client contacts are imported from Manage > Clients.

You can find more information about importing this data on the following pages:

Exporting Data

Which data you can export depends on your user permissions.

As an administrator:

  • You can export all company time data and invoices from the Import / Export Data section of Settings (upper right corner).
  • If you click Export Time Data, all of your company time data will be downloaded from Harvest. Harvest will either export the data immediately or email you when the file is ready to be downloaded, depending on how long the export takes.
  • If you click Export All Invoices, a zip file of all invoices will be downloaded from Harvest. The download may take some time, so Harvest will email you when the download is complete.
  • You can also export data as needed via Reports. Exports may contain your own data, as well as data tracked by any other user in your account.
  • Projects can be exported from the main Projects section. You can also export more detailed project-specific data from any project’s Analysis page.
  • People can be exported from the Team section.
  • Clients and client contacts can be exported via Manage > Clients.

As a project manager:

  • You can export data as needed via Reports. Exports may contain your own data, as well as data tracked by other users to projects you manage.
  • Projects you manage can be exported from the main Projects section. You can also export more detailed project-specific data from a project’s Analysis page.

As a regular user:

  • You can export data as needed via Reports. Exports will contain only your own time/expense data.