Time Tracking: Log Hours in Toggl from Asana Task Activity

Keeping accurate time records is crucial for startups and growing businesses ⏱️. However, manually logging hours from Asana tasks into Toggl can be time-consuming and error-prone. This article explains how to streamline this process by automating the logging of hours in Toggl based on task activity in Asana — saving time, boosting accuracy, and integrating with popular automation platforms.

In this guide tailored for startup CTOs, automation engineers, and operations specialists, you will learn practical, step-by-step instructions to build robust automation workflows using tools like n8n, Make, and Zapier. We’ll cover integration with key services such as Gmail, Google Sheets, Slack, and HubSpot to create a complete ecosystem around your time tracking.

Why Automate Time Tracking from Asana Tasks?

Manual time entry is often inaccurate and inconsistent. For teams using Asana to manage projects, toggling between platforms to log work hours wastes valuable time and creates friction.

Benefits of automation:

• Accurate hour logging directly from completed tasks
• Real-time updates for invoicing and accounting
• Improved productivity and reduced admin overhead
• Centralized data for reporting and workflow optimizations

Automation particularly benefits project managers, contractors, and finance teams who need dependable time data with minimal manual effort. Startups aiming for lean operations will find increased operational efficiency.

Tools and Services Integrated in the Workflow

Our automation leverages APIs and integrations among the following:

• Asana: Task and project management
• Toggl Track: Time tracking and reporting
• Automation Platforms: n8n, Make, Zapier
• Supporting services: Gmail for notifications, Google Sheets for logging, Slack for alerts, HubSpot for CRM syncing

Understanding the End-to-End Workflow

The automation workflow triggers upon task completion or time entry in Asana, transforms the data, and creates a corresponding time entry in Toggl. Supporting notifications and logging actions provide visibility and backup.

Workflow Outline:

1. Trigger: Asana task marked complete or updated with tracked time
2. Data Extraction: Extract task details – project, task name, assignee, completed date, custom fields
3. Transformation: Format data to match Toggl API requirements (start time, duration, project ID)
4. Action: Create a time entry in Toggl with extracted and formatted data
5. Auxiliary Outputs: Log the entry in Google Sheets, send Slack notifications, update HubSpot as needed

Building the Automation: Step-by-Step Setup Guide

Step 1: Connect Asana as the Trigger Node

Configure your automation platform (n8n, Make, Zapier) to listen for task completion events:

• Event: Task updated → filter for “completed = true”
• Filters: Limit to specific projects or tags to avoid excess triggers
• API Scopes: Read-only access to tasks in Asana (token required)

Example n8n expression to filter tasks completed today: {{$json["completed"] === true && new Date($json["completed_at"]).toDateString() === new Date().toDateString()}}

Step 2: Extract Task Details and Prepare Data

Parse details such as:

• Task name
• Assignee email
• Project name/ID
• Custom fields holding estimated or actual time
• Completion timestamp

Transform duration from minutes to seconds if necessary (Toggl API expects seconds).

Step 3: Map Data to Toggl Time Entry API

Fields required for creating the time entry:

• description: Use task name
• start: Task completion date/time
• duration: Time in seconds
• pid: Project ID in Toggl (map Asana project to Toggl project)
• uid: User ID (optional, based on assignee)

Example cURL snippet:

curl -v -u {api_token}:api_token \
  -X POST https://api.track.toggl.com/api/v8/time_entries \
  -H "Content-Type: application/json" \
  -d '{
    "time_entry": {
      "description": "Design Homepage",
      "pid": 1234567,
      "start": "2024-06-10T09:00:00+00:00",
      "duration": 3600,
      "created_with": "AsanaAutomator"
    }
  }'

Step 4: Add Supporting Steps (Slack & Google Sheets) 📊

Send a Slack notification mentioning the assignee about the logged time and add the entry to a Google Sheet for reporting.

• Slack message: “Logged 1h on task ‘Design Homepage’ for project ‘Website Redesign’.”
• Google Sheets row: Project, Task, Assignee, Time, Date, Toggl Entry ID

This adds transparency and makes auditing easier.

Step 5: Handle Errors and Rate Limits Gracefully

Automation platforms should include:

• Retry policies: Exponential backoff on Toggl API limit responses
• Logging: Capture failed tasks with error messages to a separate log (could be Google Sheets or email alerts)
• Idempotency: Use task IDs and Toggl entry IDs to avoid duplicate entries

Example in Make: Use an error handler module to catch failed webhooks and notify via Gmail.

Scaling and Performance Strategies

Choose Webhooks vs Polling 🔄

Webhooks provide near real-time triggers with less API usage but require Asana Premium to configure webhooks. Polling periodically requests changes and is easier to set up but can cause higher API usage.

Method	Latency	API Use	Setup Complexity
Webhook	Low (seconds)	Low	Medium
Polling	Higher (minutes)	High	Low

Concurrency and Queuing

For teams with heavy task volumes, implement queues (like RabbitMQ or built-in platform queues) to handle bursts and avoid API rate limits. Limit concurrent requests to Toggl to prevent throttling.

Security and Compliance Considerations

• Store API tokens securely using environment variables or secret management tools.
• Use tokens with minimal necessary scopes, e.g., read-only where possible.
• Ensure that personally identifiable information (PII) is handled according to regulations like GDPR.
• Log access and unusual errors for auditing.

Note: Rotate tokens periodically and restrict webhook URLs to trusted sources.

Testing and Monitoring Your Automation

Begin with sandbox/test environments in Asana and Toggl. Use sample data to verify mappings and error handling. Monitor run history regularly in your automation platform.

• Set alerts for failed runs or error thresholds.
• Track API usage to avoid unexpected overages or blocks.
• Implement dashboards to visualize time tracked vs tasks completed.

By continuously monitoring, you ensure that your automation remains robust as workload and team size grow.

Ready to supercharge your time tracking process? Explore the Automation Template Marketplace for ready-made connectors and workflow blueprints.

Automation Platforms Comparison

Platform	Pricing	Ease of Use	Customization	Best For
n8n	Free self-hosted; Cloud plans from $20/mo	Moderate learning curve	Highly customizable (code nodes, JS expressions)	Tech-savvy teams, complex workflows
Make (Integromat)	Free tier up to 1,000 ops/month; Paid from $9/mo	Intuitive visual builder	Good for medium complexity	Non-coders who want flexibility
Zapier	Free tier limited; Paid plans from $19.99/mo	Very easy to use for basic workflows	Less customizable, no code	Simple, straightforward integrations

Google Sheets vs Database for Time Logs

Option	Pros	Cons	Best Use Case
Google Sheets	Easy access, no setup, shareable, realtime collaboration	Scaling issues beyond 5k rows, concurrent edits can cause conflicts	Small teams, prototyping
Relational Database	Scalable, transactional integrity, query power, concurrency safe	Requires infrastructure and setup	Growing teams, heavy reporting

To adapt your workflow quickly or build more complex automations, consider modular designs and version control. For example, handle project mappings in a separate module and expose easy configuration options.

If you are ready to begin building automated time tracking workflows that unlock efficiency and accuracy, create your free RestFlow account and experiment with the outlined steps immediately.

Conclusion

Automating time tracking by logging hours in Toggl from Asana task activity eliminates manual overhead and enhances operational accuracy for startups and technology teams. By following the step-by-step instructions outlined, integrating supporting tools like Slack and Google Sheets, and implementing robust error handling and security practices, you can build scalable and efficient workflows.

As your processes mature, take advantage of scalable queuing strategies, webhook triggers, and modular automation designs to future-proof your time tracking system.

Don’t wait to enhance your team’s productivity—get started today with automation to streamline your time tracking.