Workflow · People · Opening soon

Project budget vs actual hours

Compare budgeted project hours with actual logged hours. See how much of each budget is used and what is left.

Someone typed

“compare each project's budgeted hours to actual logged hours and show the percent used and remaining”

The agent read it as

Compare each project's budgeted hours to actual logged hours and show the percent used and remaining using Harvest projects and Harvest time entries.

What the agent built

4 steps, each one an ordinary Mammoth step you can open and change.

File

Harvest projects

CSV export · 12 rows

File

Harvest time entries

CSV export · 45 rows

Step

Make project key

Step 1

Step

Total logged hours by project

Step 2

Join

Bring in logged hours

12 of 12 paired

Step

Calculate project usage

Step 4

Result

Project Hours Usage

12 rows

Schedule

Runs when you say

Proposed

File
Harvest projects
CSV export · 12 rows
File
Harvest time entries
CSV export · 45 rows
Step
Make project key
Step 1
Step
Total logged hours by project
Step 2
Join
Bring in logged hours
12 of 12 paired
Step
Calculate project usage
Step 4
Result
Project Hours Usage
12 rows
Schedule
Runs when you say
Proposed

Checked on the sample files: every step ran, 12 rows came out, and the join paired 12 of 12 rows.

Download Harvest projects sample (12 rows)Harvest: Projects > All projects > Export CSV
Download Harvest time entries sample (45 rows)Harvest: Time Tracking > Timesheets > Export CSV

What you get back

The result of that run, the rows to look at first.

Project Hours UsageSample data12 rows

Project	Percent used	Percent remaining	Hours remaining	Budgeted hours	Logged hours
Aster Website Refresh	46.67	53.33	64	120	56
Bluepine Campaign Support	35	65	52	80	28
Cinder Onboarding	40	60	36	60	24
Driftwood Brand Guide	32.22	67.78	30.50	45	14.50
Ember POS Rollout	6	94	141	150	9
Fjord Analytics Dashboards	21.11	78.89	71	90	19
Grove Portal Enhancements	35.45	64.55	71	110	39
Harbor Grant Reporting	25	75	52.50	70	17.50
Juniper Ops Automation	31.58	68.42	65	95	30
Kite Checkout Optimization	28.00	72	36	50	14
Lumen SOC Review	18.75	81.25	32.50	40	7.50
Orchid SEO Retainer	14.62	85.38	55.50	65	9.50

12 rows in the result. Sample data: illustrative figures, not business results.

How do you track project budget vs actual hours?

Export your Harvest projects and time entries, then match them by project key. Sum logged hours for each project, compare that total with the budgeted hours, and calculate the percent used and remaining. Your result is a simple project hours usage view.

How it works

How to use the Project Hours Usage workflow

1Get early accessWe invite people in small batches, job by job. You'll land on this workflow, already built and checked on the sample files.
2Swap in your exportsUpload your own files as they come out of your tools. The agent checks the workflow on your rows.
3Change it in words, then turn it onSay what to change and see the new result before anything saves. Then choose when it runs.

Project Hours Usage: questions

Which Harvest export should you use?

Use the project export for budgeted hours and the time entries export for logged hours. The workflow reads both files and matches rows by the project key.

What happens if a time entry does not match a project?

Unmatched rows stay out of the project total. You can review them separately and fix the project key or the source file, then run the workflow again.

How do you change the matching or calculation rules?

You edit the steps in words. For example, you can change which column is the project key, how hours are summed, or how the percent used and remaining are calculated.