Importing and Exporting Data

This article is for Administrators. Learn more about permissions.
If you’re a Regular User, check out our Regular User resources.

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. Scroll down to the Import Data section and click Import Time.
  3. Drag and drop your CSV file into the gray area, or click Choose File and select it.
  4. Click Upload and Import Timesheets.

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
  • Notes
  • 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. Scroll down to the Import Data section and click Import Expenses.
  3. Drag and drop your CSV file into the gray area, or click Choose File and select it.
  4. Click Upload and Import Expenses.

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 Projects, People, Clients, and Tasks

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:

Tasks can’t be directly imported into Harvest. Instead, you can import blank time entries (with 0 Hours column) via a CSV file, and Harvest will create any tasks that don’t already exist in the account. Note that after importing, you may want to go to Manage > Tasks to edit the new tasks’ defaults, such as billable rates.

Reverting an Import

You can revert an import that’s been uploaded to your account within the last 30 days. Reverting an import will attempt to permanently delete any data the import created in your account. Note that any records that have been edited since being imported can’t be deleted with this process. For edited data—like a time entry that’s been updated or a project name that’s been changed—you’ll need to manually delete or archive those records.

To revert an import:

  1. Click on Settings (upper right corner).
    • Only Administrators can view and change account settings.
  2. Scroll to the Import Data section and click the Revert an Import button.
  3. Click the Revert button to the right of the import you’d like to revert.
  4. You’ll be asked to confirm your action. Type YOLO and click Revert Import to confirm.

For your records, Harvest will send you an email once the revert is complete.

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 Export Data section of Settings (upper right corner).
    • If you click Export All Time, all of your company time data will be downloaded as a CSV file. 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 with PDFs of all invoices will be downloaded from Harvest. The download may take some time, so Harvest will email you when the download is complete.
    • If you click Export All Estimates, a zip file with PDFs of all estimates 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.
    • The Time Report can be exported to Excel or CSV. The export will include the detailed information for each time entry captured in the report you’re viewing.
    • The Detailed Time Report and the Expense Report can be exported to Excel, CSV, or PDF. The Excel and CSV formats will contain more detailed information than you see on the interface. To export a Detailed Time Report similar to what you see on your screen, choose PDF. To export an Expense Report that includes expense receipt images from Harvest, choose PDF.
  • 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.

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