Harvest

Harvest is a time tracking and invoicing tool used by teams to log hours, manage projects, and bill clients. Connecting it to Coupler.io lets you pull your time entries, expenses, invoices, and project data into the tools you already use — automatically, on a schedule, with no code.

Why connect Harvest to Coupler.io?

• Automate your reporting — stop manually exporting CSVs every week and let Coupler.io refresh your data on a schedule

• Combine multiple entities — use Join or Append transformations to merge Time entries with Projects, Clients, or Users into a single dataset

• Send data anywhere — destinations include Google Sheets, Excel, BigQuery, Looker Studio, and AI tools like ChatGPT, Claude, Gemini, Cursor, Perplexity, and OpenClaw

• Filter before you load — reduce dataset size by filtering on date range, project ID, or update time so you only pull what you need

Prerequisites

• An active Harvest account (any plan)

• Admin or Manager access in Harvest if you need to pull data across all users and projects (Members can only see their own data)

Quick start

Start with the Time report or Time entries entity — these are the most commonly used and give you the clearest picture of where hours are going across your team.

How to connect

1

Create a new data flow. Log in to Coupler.io and click Add data flow. Search for Harvest and select it as your source.

2

Authorize your Harvest account. Click Sign in with Harvest and complete the OAuth flow. You'll be asked to choose which Harvest account to connect — select the correct one and approve access. Once authorized, you'll be returned to Coupler.io.

3

Select an entity. Choose the data you want to pull — for example, Time entries, Report: Time report, Invoices, or any of the other available entities. If your entity supports a date range (like the Time report or Expense report), set the From and To dates using the date picker.

4

Choose a destination. Select where you want your data to go — Google Sheets, Excel, BigQuery, Looker Studio, or an AI destination. Follow the prompts to authorize and configure your destination.

5

Run your data flow. Click Run to execute a manual import. Once it completes successfully, your data will appear in the destination you chose.

Available entities

Entity	What it contains
Report: Time report	Aggregated time data by user, project, task, or client
Report: Expense report	Aggregated expense data by user, project, or client
Report: Uninvoiced report	Billable time and expenses not yet invoiced
Report: Project budget report	Budget vs. actual hours/costs per project
Time entries	Raw time log entries with hours, dates, and notes
Expenses	Individual expense records
Expense categories	Expense category definitions
Invoices	Invoice headers
Invoices with line items	Invoices including itemized line detail
Invoice item categories	Invoice line item category definitions
Estimates	Estimate headers
Estimates with line items	Estimates including itemized line detail
Estimate item categories	Estimate line item category definitions
Projects	Project list with budget and billing settings
Project task assignments	Tasks assigned to each project
Project user assignments	Users assigned to each project
Clients	Client list
Client contacts	Contacts associated with clients
Company	Your Harvest company/account settings
Users	Team member list and profile details
Roles	User role definitions
Tasks	Task list

Harvest data overview

Harvest exposes a wide range of data through Coupler.io — from raw time logs and expense records to rolled-up reports and billing documents. Here's a breakdown of what's available and how to use it.

Entity types

Type	Entities
Reports (aggregated)	Time report, Expense report, Uninvoiced report, Project budget report
Time & expenses	Time entries, Expenses, Expense categories
Billing	Invoices, Invoices with line items, Invoice item categories, Estimates, Estimates with line items, Estimate item categories
Projects & tasks	Projects, Project task assignments, Project user assignments, Tasks
People & org	Users, Roles, Clients, Client contacts, Company

Metrics and dimensions

Time entries

Field	Description
hours	Hours logged for the entry
billable	Whether the entry is billable (true/false)
billable_rate	Hourly rate applied if billable
cost_rate	Internal cost rate for the user
spent_date	Date the time was logged
user.name	Team member who logged the time
project.name	Project the time was logged against
task.name	Task associated with the entry
client.name	Client linked to the project
is_running	Whether the timer is currently active
timer_started_at	Timestamp when the timer started
updated_at	When the record was last modified
notes	Free-text notes on the entry

Report: Time report

Field	Description
total_hours	Total hours logged in the report period
billable_hours	Hours marked as billable
currency	Currency used for billing
billable_amount	Revenue value of billable hours
spend_date (From/To)	Date range for the report
Report type	Breakdown by client, project, task, or team member

Report: Project budget report

Field	Description
budget	Total budget allocated to the project
budget_spent	Budget consumed to date
budget_remaining	Budget still available
is_over_budget	Whether the project has exceeded budget

Report: Uninvoiced report

Field	Description
uninvoiced_hours	Billable hours not yet invoiced
uninvoiced_expenses	Expenses not yet invoiced
uninvoiced_amount	Total uninvoiced revenue

Invoices

Field	Description
amount	Total invoice amount
due_amount	Amount still outstanding
state	Invoice status (draft, open, paid, etc.)
issue_date	Date the invoice was issued
due_date	Payment due date
client.name	Client the invoice was sent to
subject	Invoice subject line

Users

Field	Description
first_name, last_name	Team member name
email	Email address
is_active	Active status
weekly_capacity	Weekly capacity in seconds (divide by 3600 for hours)
roles	Assigned roles
cost_rate	Default cost rate
default_hourly_rate	Default billing rate

Common metric combinations

• Utilization by team member — Join Time entries + Users, group by user.name, compare hours to weekly_capacity

• Client profitability — Join Time entries + Invoices on client.id, compare billable_amount to cost_rate × hours

• Budget burn rate — Use the Project budget report and track budget_spent vs. budget week over week with Append

• Unbilled work pipeline — Use the Uninvoiced report filtered by date range to see revenue ready to invoice

Use cases by role

Operations & project managers

• Pull the Project budget report into Google Sheets or Looker Studio to monitor budget burn across all active projects in real time

• Use Project user assignments and Time entries with a Join transformation to see which team members are working on which projects and at what cost

• Track overdue deliverables by combining the Uninvoiced report with Invoices data

Finance teams

• Export Invoices with line items to BigQuery for revenue recognition and cash flow tracking

• Use the Uninvoiced report to forecast incoming revenue before month-end close

• Combine Expenses with Expense categories to analyze spend by category across projects

• Send invoice aging summaries to ChatGPT or Gemini for narrative reporting

Team leads & HR

• Export Users and Time entries to calculate actual utilization vs. capacity per team member

• Use Roles and Project user assignments together (Join) to see resource allocation by role

• Pull payroll-relevant data from Users and Time entries for headcount reporting — several teams use this for payroll inputs

Platform-specific notes

• The weekly_capacity field in the Users entity is returned in seconds, not hours. Divide by 3600 to convert to hours.

• The "Changed after" filter applies to the updated_at field — it is not the same as filtering by spent_date. If you want to pull entries for a specific time period, use the Time report entity with From and To date fields instead.

• The Report: Time report requires you to select a report type (by client, project, task, or team member) — this determines how rows are grouped.

• When filtering Time entries, Invoices, or Expenses by Project ID, you can only filter by one project at a time. Find the project ID in the Harvest URL when viewing a project.

• Advanced filters use lowercase field values — for example, use true not TRUE when filtering boolean fields like is_active.

Harvest common issues

Connection issues

My Harvest account isn't showing in the account list

If your Harvest account doesn't appear in the account dropdown, go to Coupler.io → Connections, find your Harvest connection, and click Reconnect. Then return to your data flow and try selecting the account again.

My data flow was working, then suddenly started failing

Harvest occasionally makes API changes without advance notice. If your data flow stops working after previously running successfully, check if the entity you're using (especially Users) has been affected. Try running the data flow manually and check the error message. If it references an API or parsing error, contact Coupler.io support — this type of issue is usually resolved on the platform side.

Missing data

My import is missing rows I expect to see

The most common cause is a "Changed after" filter that's too restrictive. This filter applies to updated_at (when the record was last modified), not to spent_date. If you set it to a recent date, older records that haven't been touched won't be included — even if they fall within your reporting period.

For date-range filtering on actual work dates, use the Time report entity and set the From and To dates instead.

Data in Coupler.io doesn't match what I see in Harvest reports

Project and client IDs exported by Coupler.io should match Harvest's own IDs. If you see a mismatch, check whether you're comparing the same entity types — for example, Coupler.io's Time entries data differs from the aggregated Time report. Also confirm you're not filtering by project ID, which limits results to one project.

Project names are truncated or cut off

This can happen with long project names that include brackets or special characters at the start (e.g., [C22-CLU001]). This is a data parsing edge case — contact Coupler.io support with a screenshot of the affected row and the importer URL so the team can investigate.

Permission errors

I can only see my own data, not data for all team members

Harvest restricts API access based on the role of the connected user. Members can only see their own time entries and projects. To pull data across all users, you need to connect using an Administrator or Manager account.

Data discrepancies

The "Changed after" filter isn't working as expected

The Changed after field filters on updated_at — the timestamp when a record was last modified — not on the date work was performed. If you set this to January 1, records with an updated_at before that date won't appear, even if the work was done during your target period. Use the Time report with explicit From / To dates to filter by work date.

Advanced filters aren't working — all rows come through

Boolean values in advanced filters must be lowercase. Use true or false instead of TRUE or FALSE. This applies to fields like is_active, billable, and similar boolean columns.

Weekly capacity shows values in the millions (seconds instead of hours)

This is expected behavior. Harvest returns weekly_capacity in seconds via their API. Divide the value by 3600 to convert to hours. You can do this directly in the transformation step in Coupler.io or in your destination spreadsheet.

Rate limits

My data flow times out or fails with large datasets

If you're pulling tens of thousands of rows (especially from Time entries), the Harvest API may time out before returning all data. To work around this:

• Add a date range filter using From and To to reduce the data volume

• Filter by Project ID to pull one project at a time

• Use the Changed after field to pull only recently modified records

• Split your data into multiple data flows, each covering a different date range or project, and use the Append transformation to combine them

If your dataset exceeds your plan's row limit, Coupler.io will disable automatic refresh. Use date filters to stay within limits.

Harvest FAQ

What's the difference between "Time entries" and "Report: Time report"?

Time entries returns one row per individual log entry — with fields like hours, notes, user, project, and task. It's raw data, best for payroll inputs or custom calculations.

Report: Time report returns aggregated rows grouped by a dimension you choose (client, project, task, or team member). It's faster to work with for dashboards and summaries, and supports a date range filter via From and To fields.

How do I filter Time entries by the date work was done (not when it was last edited)?

The "Changed after" field in Time entries filters on updated_at — the last time the record was modified. To filter by the actual work date (spent_date), use the Report: Time report entity instead, which has explicit From and To date fields tied to when the work was performed.

Can I filter by team member, billable status, or other fields?

Yes — use Advanced filters in the data flow settings. For boolean fields like billable or is_active, make sure to enter values in lowercase (true or false). For filtering by team member, you can filter on user.name in Time entries, or choose "team member" as the report type in the Time report.

Why is my weekly_capacity showing a huge number instead of hours?

Harvest returns weekly_capacity in seconds via their API — this is documented behavior, not a Coupler.io bug. Divide the value by 3600 to get hours. You can add a calculated column in your destination spreadsheet or use a transformation step in Coupler.io to do this automatically.

How do I find a Project ID to use as a filter?

Open Harvest and navigate to the project. Look at the URL in your browser — the project ID is the number after the last slash. For example, in https://couplerio3.harvestapp.com/projects/29290029, the ID is 29290029. Paste this into the Project ID field in Coupler.io. Note that you can only filter by one project at a time.

Can I combine data from multiple Harvest accounts?

Yes. Create a separate data flow for each account and use the Append transformation to combine them into one destination. This is useful for agencies or holding companies managing multiple Harvest accounts.

My data flow hits the row limit. How do I reduce my dataset size?

The most effective approaches are:

• Set a From and To date on Time report entities to limit the reporting window

• Use the "Changed after" filter on Time entries to pull only recently modified records

• Filter by Project ID to pull one project at a time

• Split your data across multiple data flows and use Append to combine them

See Common Issues for more on rate limits and timeouts.

Can I send Harvest data to an AI tool like ChatGPT or Claude?

Yes. Coupler.io supports AI destinations including ChatGPT, Claude, Gemini, Cursor, Perplexity, and OpenClaw. This is useful for generating narrative summaries of time reports, flagging over-budget projects, or creating client-ready writeups from raw billing data.

I only see my own data — why can't I see data for other team members?

Harvest API access is role-dependent. If you connected using a Member-level account, you'll only see your own records. To pull team-wide data, reconnect using an Administrator or Manager Harvest account.

See Common Issues → Permission errors for steps to reconnect.

Can I join Harvest data with data from another source?

Yes. Coupler.io's Join transformation lets you combine Harvest data with other sources in the same data flow. For example, you could join Harvest time entries with a project list from a project management tool, or combine Harvest invoices with payment data from your accounting software.

For ideas on which entities to combine, see Data Overview → Common metric combinations.