Connect awork project delivery with helloHQ commercial processes (CRM, offers, billing, controlling) and keep both systems in sync across the full project lifecycle.
Key benefits and use cases
Use the helloHQ integration when you want less double entry and more reliable project data:
Keep projects aligned across tools with project data synced from helloHQ to awork
Share one project structure by syncing phases (lists) and tasks bidirectionally
Support staffing and capacity planning with synced assignments and (optional) absences
Transfer time entries for billing and controlling by sending awork time tracking to helloHQ
How to use helloHQ integration
The helloHQ × awork integration is activated by helloHQ Support.
Request activation from helloHQ Support
Email [email protected]
Include your synchronization preferences
Include your workspace information (including the awork API key)
Confirm the required setup checks listed below
Provide your synchronization preferences
Tasks and time entries sync (Yes / No)
One-way sync (awork → helloHQ only) (Yes / No)
Absence sync (Yes / No)
Absence start date (If yes: from which date should absences be synchronized?)
Provide your workspace information
helloHQ workspace URL
awork workspace URL
awork API key
Provide additional information
Old integration version (Were you previously using the old version of the helloHQ integration? Yes / No)
Project number in awork name (Should the helloHQ project number be included in the awork project name? Yes / No)
Confirm the required setup checks
Matching emails All teammates have the same email address in both systems
Task type mapping Task types in helloHQ match activities (Tätigkeiten) in awork
Status mapping Status values match between both systems
Templates exist in both tools All project templates in helloHQ are also configured as project templates in awork
Important: The helloHQ setting "Reporting auf geschlossene Aufgaben unterbinden" must not be enabled. The corresponding awork setting "Keine Reportings auf geschlossene Projekte" must be enabled.
What the helloHQ integration syncs
Data | Direction | Notes |
Projects | helloHQ → awork | Project name, client, start date, end date |
Task Lists (Phases) | Bidirectional | helloHQ phases become awork lists |
Tasks | Bidirectional | helloHQ level-2 tasks become awork tasks |
Sub-tasks | Bidirectional | Supported up to 3 levels (awork limitation) |
Staffing / Assignments | Bidirectional | awork distributes workload equally; helloHQ supports custom distribution |
Target Values (Sollwerte) | Bidirectional | Displayed as |
Time Entries (Reportings) | awork → helloHQ | Used for billing and controlling in helloHQ |
Absences | helloHQ → awork | Optional; only full-day absences are synced |
What the helloHQ integration does not sync
The following data is not synchronized:
CRM and lead data
Offer content
Client records
Project status
Billing and invoice data
Controlling data
Task checklists
Task order changes after the initial sync
Time entries tracked in helloHQ
How the helloHQ + awork workflow fits together
1. Offer and project creation (helloHQ)
Leads, offers, and project setup are managed in helloHQ.
When a project is created in helloHQ (directly or from an offer), it can be synchronized to awork immediately. The following information is transferred automatically:
Project name
Client
Start date
End date
2. Task planning (helloHQ → awork)
Once a project is synced:
Phases become lists helloHQ phases become task lists in awork
Tasks become tasks helloHQ tasks become awork tasks
From that point forward, changes made in either system are synchronized automatically.
Tip: For the best results, maintain only one project plan per project—either in helloHQ or in awork, but not both.
Project templates in helloHQ should also exist as project templates in awork.
3. Task execution and time tracking (awork)
Daily project work is managed in awork, including:
Tasks and sub-tasks
Assignments
Capacity planning
Time tracking
Capacity planning reflects both:
Staffing assignments Synced from helloHQ
Absences Synced from helloHQ (if enabled)
4. Time transfer (awork → helloHQ)
Time entries tracked in awork are automatically transferred to helloHQ and linked to the corresponding project and task.
These time entries can then be used for:
Billing
Project controlling
Profitability analysis
5. Billing and controlling (helloHQ)
Billing-related processes are managed exclusively in helloHQ, including:
Billing rates
Invoicing
Project controlling
Profitability reporting
Transferred time entries are automatically linked to the appropriate billing rates.
Synchronization details and rules
Task synchronization details
The following task properties are synchronized between awork and helloHQ:
Name
Description
Assignments (staffing)
Start date
End date
Target value (Sollwert)
Task type
Task status
Task types and status mapping
For synchronization to work correctly:
Task type alignment Task types in helloHQ must match activities (Tätigkeiten) in awork
Status alignment Status values within each task type must match awork task statuses
One-way synchronization mode (awork → helloHQ only)
If required, task synchronization can be configured as awork → helloHQ only.
This setup can be useful when:
Complex project structures Are maintained in helloHQ
Additional integrations Such as Jira are being used
Time tracking synchronization details
Important: Time entries can only be synchronized for teammates that exist in both awork and helloHQ and use the same email address in both systems.
No reverse sync Time entries tracked in helloHQ are not transferred to awork
Edits and deletions sync Changes to existing time entries (edits or deletions) are synchronized between both systems
Admin task fallback Time entries recorded in awork without a task are assigned to the administration task in helloHQ
Billable flag behavior If the helloHQ setting "Reportings automatisch angenommen" is disabled, the billable flag from awork is also synchronized
Absence synchronization details
Absence synchronization is optional and can be disabled.
Leading system helloHQ is the leading system
Sync direction Absences are synchronized from helloHQ to awork only
Supported absences Only full-day absences are supported
Overwrite behavior Absences created or modified in awork will be overwritten by helloHQ
Not synced Home office and personal absences are not synchronized because they do not affect capacity planning
When absence synchronization is activated, a start date must be defined. Only absences that begin on or after this date are synchronized.
Troubleshooting and best practices
If time entries don’t sync Check that the teammate exists in both systems and uses the same email address in both
If task sync looks “off” Verify task types match awork activities (Tätigkeiten) and status values match between systems
If absences look wrong in awork Remember: helloHQ is the leading system and will overwrite absences created or modified in awork
If you rely on checklist workflows Task checklists are not synchronized
If you reorder tasks after the first sync Task order changes after the initial synchronization are not synchronized
Further resources
For a detailed setup walkthrough, refer to the helloHQ Integration Guide available in the helloHQ Help Center.
FAQs
Which system is the leading system for absences?
Which system is the leading system for absences?
helloHQ is the leading system. Absences sync from helloHQ to awork only, and absences created or modified in awork will be overwritten by helloHQ.
Why aren’t my time entries syncing to helloHQ?
Why aren’t my time entries syncing to helloHQ?
Time entries can only be synchronized for teammates that exist in both systems and use the same email address in both awork and helloHQ.
Do time entries tracked in helloHQ sync back to awork?
Do time entries tracked in helloHQ sync back to awork?
No. Time entries tracked in helloHQ are not transferred to awork.
Are task checklists synchronized?
Are task checklists synchronized?
No. Task checklists are not synchronized.
Can the integration run one-way instead of bidirectional?
Can the integration run one-way instead of bidirectional?
Yes. If required, task synchronization can be configured as awork → helloHQ only.