# How To Replace Trello, Toggl, and Invoicing Spreadsheets With One Client-Work Workspace > A step-by-step guide to consolidating a task board, a time tracker, and an invoicing spreadsheet into one workspace, including a mapping table, migration steps, and when not to switch. Source: https://flopinio.com/blog/how-to-replace-trello-toggl-and-invoicing-spreadsheets · Last updated: 2026-10-24 · Status: Shipped ![Flopinio workspace showing the shared operator shell for requests, tasks, notes, time, invoices, and integrations.](https://flopinio.com/documentation/workspace-ui-callout.png) ## Quick verdict Trello, Toggl Track, and a spreadsheet each do their job well. The cost is the glue: copying task names into the timer, exporting hours, and rebuilding invoice lines by hand. Consolidating makes sense when that glue costs you real hours or missed billing. Keep your current stack if it works and the handoffs are rare. - Tasks, time, and invoices in one place - CSV import from Trello - Not worth it if your handoffs are rare ## The hidden cost of three tools The task board does not know about hours. The timer does not know which client request a task came from. The spreadsheet does not know either. Every invoice becomes a small research project, and requests that arrived by email or chat never made it onto the board at all. ## What maps where This is how each part of the three-tool setup maps into Flopinio. | Today | In Flopinio | Notes | | --- | --- | --- | | Trello boards and lists | Projects with task boards | Import projects and tasks from a Trello CSV with a mapping preview | | Trello cards | Tasks | Comments, work logs, and history stay on the task | | Requests in email or chat | External Inbox and requests | Gmail (paused; read-only when available), Slack, Telegram, Jira, Zoho Mail, ProtonMail Bridge | | Toggl timers | Timers on tasks and a time calendar | Import completed time from a prepared generic CSV; no dedicated Toggl importer | | Spreadsheet invoice lines | Invoice drafts from tracked time | Preview completed time, import it, review, send with a PDF | | Payment tracking column | Invoice payments | Record full or partial payments; overdue state and reminders | ## Migration steps 1. Create your clients and set default rates for the workspace, client, or project. 2. Export a Trello board to CSV and import it as projects and tasks, checking the mapping preview. CSV import also supports clients, completed time entries, duplicate matching, and a dry-run summary. 3. Connect the inboxes and chat tools where client requests arrive. 4. To bring completed time across, prepare a generic CSV with task names, combined start timestamps, and end timestamps or decimal hours. Map the columns and review the duplicate matches and summary before importing. Track new time from tasks after switching. 5. For the next billing run, create an invoice draft, preview completed time, import it, and compare it with your spreadsheet once before retiring it. ## Test it on the Free plan first The Free plan allows one client, two projects, and one member, so you can run one real client through a full month before moving everything. Paid plans raise those limits. ## Honest alternatives Consolidation is not the only answer: - Keep Trello and Toggl and use Toggl Track's invoice creation from reports if your intake is already tidy. A separate invoicing tool remains an option if you need more billing features. - Choose an all-in-one freelancer suite such as Moxie, Plutio, or Bonsai if you also need proposals, contracts, and payments. - Stay with your current tools if you rarely lose hours between them. ## When Flopinio is not the right fit Flopinio does not do everything an all-in-one freelance suite does. Today it does not offer: - Proposals, contracts, or e-signature. - A sales pipeline or CRM for leads. - Built-in card payments. You can add a payment link to an invoice and record payments manually. - Booking pages, scheduling links, or public intake forms. - Native mobile apps or languages other than English. - Retainer-hour budgets or budget alerts. - A dedicated Toggl importer. Time history needs a prepared generic CSV with supported time columns. ## Next steps - Read [Project Management, Time Tracking, and Invoicing in One Tool](https://flopinio.com/blog/project-management-time-tracking-and-invoicing-in-one-tool). - Read [How To Build Invoices From Tracked Time](https://flopinio.com/blog/how-to-build-invoices-from-tracked-time). ## Google connection availability and data use Gmail and Google Calendar connections are currently paused for public use while verification and security readiness work is completed. Google Sign-In is separate. When available, Gmail intake is read-only; AI/search processing requires a separate owner opt-in. Captured Google text stays in a separate private source section unless explicitly shared, and is erased with its derived copies on disconnect. See the [Google integration guide](https://flopinio.com/help/google-integrations) and [Privacy Policy](https://flopinio.com/privacy) for availability, retention, and deletion details. ## FAQ ### Can I import my Trello boards? Yes. Flopinio imports projects and tasks from Trello CSV exports, as well as Notion and generic CSV files, with a mapping preview. ### Can I import my Toggl time entries? Yes, through a prepared generic CSV, rather than a dedicated Toggl importer. Include task names and a combined start timestamp with either an end timestamp or decimal hours. Combine separate date and time columns before uploading. Map the columns, review duplicate matches and the dry-run summary, then apply the import. ### Will my clients see the change? Only if you invite them to the client portal. Invoices are sent by email with a PDF either way. ### How long does migration take? It depends on how many boards you have. Importing a board and connecting an inbox can be done in one sitting; plan one billing cycle before retiring the spreadsheet. ### Is Flopinio a full Trello replacement? For client work, it covers boards, tasks, comments, and work logs. Trello's Power-Ups and automation ecosystem are broader.