Hubstaff

Pull time-tracking and workforce analytics from Hubstaff. Agents read organizations, projects, members, and tasks, create projects, and retrieve activity, screenshot, and worked-time reports for payroll, billing, and utilization automations.

9 actions API key available

Hubstaff website ↗ Platform Documentation ↗ Capability data verified 2026-07-28

The billing period closes at month end

List Organizations and List Projects resolve the billable client projects in scope

List Worked Time By Date pulls daily totals per project and member across the period

List Project Tasks cross-references the tracked hours against the work items they were logged to

The agent flags anomalies: days over twelve hours, time on archived projects, members with zero tracked time

The operations lead reviews the assembled timesheet and the flagged anomalies, resolves them, and approves the billing run

Approved hours flow to invoicing, and the per-project utilization summary posts to the leadership channel

What This Integration Enables

Time-tracking data is only worth what you do with it, and in most organizations it does very little: it accumulates in Hubstaff until someone needs to build an invoice or answer a utilization question, and then a painful export begins. This connector turns that accumulation into a feed. FlowRunner agents read organizations, projects, members, and tasks, pull per-user activity levels, screenshots, and worked-time totals by date range, and provision new projects when work kicks off elsewhere, so payroll, billing, and utilization workflows run on current data instead of month-old exports. The position: workforce analytics should flow toward decisions, not sit in a reporting tab. And because this data is about people, the flows that carry it deserve the same governance as the flows that carry money. - Stream daily worked-time totals into timesheets and payroll sheets automatically - Turn tracked billable hours into invoice inputs, cross-checked against tasks - Watch activity levels and flag gaps or outliers to managers the day they happen - Provision Hubstaff projects automatically when deals close or projects kick off

Without FlowRunner

Timesheet assembly eats the first week Someone exports per-project hours, reconciles them against tasks, and builds the billing sheet by hand every month

Utilization is a quarterly guess Nobody knows which projects are consuming the team until the retrospective, when it is too late to rebalance

Anomalies surface as disputes The twelve-hour day and the hours on the wrong project get noticed by the client, on the invoice

With FlowRunner

Timesheets build themselves daily Worked-time totals stream into the payroll sheet on schedule, so month end is a review, not a project

Utilization is a live dashboard Per-member, per-project activity feeds a report that updates itself, and rebalancing happens mid-month

Anomalies caught before billing The agent flags outliers the day they occur, and a person resolves them while memory is fresh

Use Case Scenarios

Tracked hours to client invoice, reconciled on the way

At period close, the agent pulls List Worked Time By Date filtered to the client's projects, cross-references against List Project Tasks so every hour maps to a work item, and assembles the billing detail. The ops lead reviews the sheet with anomalies pre-flagged, and on approval the hours flow into [QuickBooks Online](/integrations/quickbooks) as an invoice. Billing disputes drop because the reconciliation happened before the invoice existed, not after the client questioned it.

The utilization dashboard leadership actually opens

Every night, the agent sweeps List Activities per member and project and appends daily totals and activity levels to [Google Sheets](/integrations/google-sheets). A weekly rollup posts to [Slack](/integrations/slack): which projects are over-consuming, who is overloaded, which billable projects show light coverage. When a member's tracked time drops to zero for two days, the agent notifies that person's manager privately rather than broadcasting it. Rebalancing conversations happen mid-month, while they can still change the outcome.

Project provisioning at deal close

A deal marks closed-won in the CRM. The agent calls Create Project in the client's Hubstaff organization with the engagement name and the billable flag set, so time tracking exists before the first hour is worked. List Members confirms the assigned team belongs to the organization, and the kickoff message with the project link posts to the delivery channel. No engagement starts with a week of untracked, unbillable time because the project was created late.

Human-in-Loop Highlight

List Screenshots returns images of employees' actual screens, and once a screenshot moves from Hubstaff into a Slack channel or a report, that exposure cannot be taken back: the image may show a private message, a bank tab, a medical portal, whatever was on the monitor at capture time. The same caution applies to List Activities, whose keyboard and mouse levels read like a verdict on a person even when the low number has an innocent explanation. So FlowRunner flows treat this data as evidence for a manager, never as an automated accusation: the agent may flag that activity for a member fell outside a range, but the underlying screenshots and activity detail route only to that member's manager through a [human-in-the-loop](/concepts/human-in-the-loop) step, and any wider sharing is the manager's explicit call. Aggregates flow freely; individual surveillance artifacts stop at a person with accountability for how they are used. That line is what makes workforce analytics automation an asset instead of a liability.

Agent processes routinely

Detects exception requiring judgment

Clear match Continues automatically

Ambiguous Routes to human via Slack

Human decides

Agent resumes with decision

Agent Capabilities

9 actions

Organizations

List Organizations Lists all organizations the authenticated user belongs to. Organizations are Hubstaff's top-level container, and their IDs are required by nearly every other operation. Paginated via the Page Start ID cursor.

Projects

List Projects Lists projects in an organization, optionally filtered by Active or Archived status. Projects group tracked time, tasks, and members. Paginated.
Get Project Retrieves a single project's full details by ID: name, description, status, billable flag, and timestamps.
Create Project Creates a new project inside an organization. Only the name is required, with optional description and billable flag. The provisioning step that makes tracking exist before work starts.

Members

List Members Lists an organization's members with roles and membership status. Member user IDs feed the filters on activities, screenshots, and worked-time reports. Paginated.

Activities

List Activities Lists per-user activity records within a time range, each capturing tracked time plus keyboard and mouse activity levels for a member, project, and task. Start and Stop are ISO 8601 UTC timestamps. Filterable by member and project. Paginated.
List Screenshots Lists screenshots captured within a time range, each with image URLs, the member and project, and capture time. Sensitive by nature; this page's human gate governs where these go. Paginated.

Time

List Worked Time By Date Retrieves worked-time totals grouped by calendar date over a date range, filterable by member and project. The backbone of timesheet, payroll, and billing automations.

Tasks

List Project Tasks Lists the tasks in a project, the work items members track time against, filterable by Open, Completed, or Deleted status. The cross-reference that ties hours to actual work. Paginated.

Frequently Asked Questions

What can FlowRunner do with Hubstaff?

FlowRunner agents can run List Organizations, List Projects, and Get Project in Hubstaff, plus 6 more actions.

Does connecting Hubstaff to FlowRunner require OAuth?

No. Hubstaff connects to FlowRunner with an API key, no OAuth flow required.

Can Hubstaff trigger a FlowRunner workflow automatically?

Hubstaff doesn't currently expose triggers in FlowRunner. It connects as an action step inside workflows started by another trigger.

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