Save ActiveCollab time and expense records to an Airtable base for reporting
Whenever someone logs a time record or an expense in ActiveCollab, this workflow creates a matching record in the Airtable table you pick, so billing and reporting data builds up in one base.
ActiveCollab
Airtable2 steps Setup ~5 min Used on 1.9k sites Free to import
What this workflow does
ActiveCollab tracks hours and costs per project, but reports that combine them with other data, or that clients can view, are easier to build in Airtable. This workflow sends each time or expense entry into an Airtable base as soon as it is logged.
The ActiveCollab Time Record/Expenses Logged trigger fires when a time record or an expense is logged. Both kinds use the same trigger, so both arrive in this workflow. The Airtable step then runs Create Record in the base and table you choose, filling each field from the values you map.
Each entry creates one new record. The workflow doesn't watch for edits or deletions, so a time record corrected later in ActiveCollab keeps its first version in Airtable. Entries logged before the workflow is on are not copied. Task History shows every run with the data sent.
Monthly client billing base
An agency builds invoices from an Airtable view that groups the month's ActiveCollab hours and expenses by client project.
Budget tracking per project
A project lead sums logged expenses in Airtable against each project's budget and spots overruns without opening ActiveCollab.
Freelancer hours review
Time logged by contractors lands in Airtable, where an operations manager checks hours before approving payment.
How this workflow runs
What happens at each step once the workflow is on, and what you need before you import it.
ActiveCollab Time Record/Expenses LoggedFires when a time record or an expense is logged in ActiveCollab. The entry's details are passed on for mapping into Airtable.
- Airtable Create Record
Creates a new record in the Airtable base and table you choose for every logged entry. Map the ActiveCollab values to your table's fields and connect your Airtable account.
What you need
- FlowMatticCore
- ActiveCollab AccountAccount
- Airtable AccountAccount
After importing, map your own data. To keep the template universal, not every step is pre-filled. Open each step in the builder and connect your accounts and fields (channels, lists, sheets, recipients) before you switch the workflow on.
Make it yours
Changes worth making after you import it.
- Log one time entry and one expense in ActiveCollab after import, so FlowMattic captures both kinds of data before you map Airtable fields.
- Add a single-select field in Airtable for the entry type and map it from the trigger data, if your test run shows a value telling time and expenses apart.
- Add a Router after the trigger to send time records and expenses to two different Airtable tables, with conditions on the entry type value your test run shows, so one entry can't match both routes.
Questions about this workflow
Do ActiveCollab time records and expenses both reach Airtable?
Yes. One trigger covers both, so every time record and every expense creates an Airtable record unless you add a Filter.
What happens when I edit an ActiveCollab time record?
Nothing in Airtable. The trigger fires when an entry is logged, so later edits leave the Airtable record as it was first created.
Which Airtable table do the ActiveCollab entries go to?
The base and table you pick in the Create Record step. Set up the fields there before mapping values from ActiveCollab.
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Import this workflow into your WordPress site
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