Import Excel Time Tracking Data
Importing Excel time tracking data means taking the hours you've logged in an Excel spreadsheet and transferring them into your accounting or invoicing system. For Dutch freelancers who track time in Excel, this import step is the bridge between knowing how much you worked and actually getting paid for it.
Why Freelancers Track Time in Excel
Excel remains one of the most popular time tracking methods among Dutch freelancers (zzp'ers). A spreadsheet on your desktop or in OneDrive is familiar, free (with a Microsoft 365 subscription you likely already have), and infinitely customizable.
Common reasons freelancers choose Excel:
- Already own it: Part of Microsoft 365
- Works offline: No internet needed
- Full control: Design any layout you want
- Formulas: Calculate totals, rates, and summaries automatically
- Comfortable: "I've always done it this way"
But at some point, those hours need to leave Excel and enter your accounting system. That's where the challenge begins.
Typical Excel Time Tracking Layout
Most freelancer Excel sheets follow a variation of this structure:
| Date | Client | Project | Description | Hours | Rate | Amount |
|---|---|---|---|---|---|---|
| 2026-03-17 | Acme B.V. | Website | Homepage design | 3.5 | €95 | €332.50 |
| 2026-03-17 | Beta Corp | App | API development | 4.0 | €110 | €440.00 |
| 2026-03-18 | Acme B.V. | Website | Mobile responsive | 6.0 | €95 | €570.00 |
Variations include:
- Start time / end time instead of total hours
- Separate tabs per month or per client
- Color coding for billable vs. non-billable
- Summary rows with SUMIF formulas
The specific layout matters when importing, because the import tool needs to know which column contains which data.
The Import Challenge
Most Dutch accounting systems - Moneybird, Simplicate, e-Boekhouden - don't support direct Excel import for time entries.
This leaves freelancers with several options:
Option 1: Manual Re-Entry
Open Excel on one side of your screen, your accounting tool on the other, and type in each entry. This is what most people do, and it's exactly as tedious as it sounds.
Time cost: About 1-2 minutes per entry. With 80 entries per month, that's 1.5-3 hours of pure data entry.
Option 2: CSV Conversion + Custom Script
Save your Excel file as CSV, write a script that reads the CSV and pushes entries to your accounting system's API. This requires programming skills and ongoing maintenance.
Option 3: Excel Upload to Synkr
Synkr supports Excel (.xlsx) files as a source. The workflow:
- Upload your Excel file
- Synkr reads the sheet and detects columns
- Map columns to standard fields (date, client, project, hours, rate, description)
- Preview the parsed entries
- Push to your destination (Moneybird, Simplicate, or e-Boekhouden)
The column mapping is flexible - Synkr uses fuzzy matching on header names to auto-detect common patterns, and you can manually adjust the mapping if needed.
Column Mapping: The Key Step
The most important part of any Excel import is correctly mapping your columns to the expected fields. Every freelancer's spreadsheet is different, so this mapping step bridges that gap.
Standard Fields
| Standard Field | Common Excel Headers |
|---|---|
| Date | Datum, Date, Day |
| Client | Klant, Client, Customer, Opdrachtgever |
| Project | Project, Opdracht, Assignment |
| Description | Omschrijving, Description, Notes, Toelichting |
| Hours | Uren, Hours, Duration, Duur |
| Rate | Tarief, Rate, Uurtarief, Hourly Rate |
| Amount | Bedrag, Amount, Total, Totaal |
| Billable | Facturabel, Billable, Declarabel |
Synkr supports both Dutch and English headers and uses fuzzy matching to handle variations. If your headers are unusual, you can manually select which column maps to which field.
Handling Edge Cases
Multiple sheets: If your Excel file has one tab per month, you may need to specify which sheet to import, or import them one at a time.
Merged cells: Avoid merged cells in your tracking sheet. They cause parsing errors in virtually every import tool.
Summary rows: If you have total/subtotal rows, the import tool needs to skip them. Most tools handle this by ignoring rows where key fields (like date or description) are empty.
Date formats: Excel dates can be tricky - they might be stored as serial numbers internally even if displayed as "19-03-2026". Good import tools handle this automatically.
Excel vs. Excel Online
If you use Excel Online (through OneDrive or SharePoint), you have an additional option: connecting directly via Microsoft's Graph API. This lets sync tools read your spreadsheet data without needing a file upload.
Comparison
| Aspect | Excel File Upload | Excel Online Connection |
|---|---|---|
| Setup | Upload .xlsx each time | One-time OAuth connection |
| Auto-refresh | No (re-upload needed) | Yes (reads live data) |
| Offline editing | Yes | No |
| Column mapping | Per upload | One-time, saved |
| Best for | Occasional imports | Ongoing sync |
Synkr supports both approaches - file upload for one-off imports and Excel Online connection for ongoing sync.
Step-by-Step: Importing via Synkr
1. Prepare Your Excel File
- Ensure the first row contains column headers
- Remove merged cells and summary rows
- Use consistent date formatting
- Make sure client and project names are spelled consistently
2. Create a Connection in Synkr
Choose "Excel" as your source connector. Upload your .xlsx file.
3. Map Columns
Synkr will show your column headers and suggest mappings. Review and adjust:
- Date column → Date
- Client column → Client
- Hours column → Hours
- Etc.
4. Preview Data
After mapping, Synkr shows a preview of parsed entries. Check:
- Are dates parsed correctly?
- Are hours numeric (not text)?
- Are client names matching your accounting system?
5. Push to Destination
Connect your accounting system (Moneybird, Simplicate, or e-Boekhouden) and push the reviewed entries.
Tips for Better Excel Tracking
1. Use a Consistent Layout
Don't change your column order or add new columns in the middle of data. New columns should go at the end.
2. One Row Per Entry
Each row should represent one time entry. Don't combine "3 hours development + 1 hour meeting" in a single row - split them.
3. Avoid Formatting as Data
Don't use cell colors or bold/italic to encode information (like "red = non-billable"). Use a dedicated column instead. Import tools can't read cell formatting.
4. Lock Headers
Freeze the first row so headers are always visible. This helps you and prevents accidentally sorting headers into the data.
5. Validate with Data Rules
Use Excel's Data Validation to constrain:
- Date column to date format
- Hours column to numbers only
- Client column to a dropdown list
This prevents the typos and inconsistencies that cause import failures.
When to Move Beyond Excel
Excel works well for freelancers with low to moderate volume. Consider switching to a dedicated tool when:
- You track more than 100 entries per month
- You need real-time timers
- Multiple people need to access the same tracking data
- You want automatic sync instead of file uploads
- Your spreadsheet has become unwieldy
See our best time tracking apps comparison for alternatives. And if you're already using Google's ecosystem, Google Sheets offers similar flexibility with the added benefit of a live API connection.
Keeping Records for the Belastingdienst
Whatever import method you use, keep your original Excel files. The Belastingdienst can audit up to 7 years back, and your source time tracking data should be available for that period. Store backups in a dedicated folder on OneDrive or an external drive. For more on time tracking requirements, see our detailed guide.