The Scenario
You are the retention manager. First week of the new quarter. You need a renewal outreach list before your producers' calendars fill up.
You have 200 customer IDs in an Excel workbook on SharePoint. You want every active policy for each customer: type, carrier, premium, effective date, and expiration date. Then you want a flag in column G wherever the expiration date is within 90 days of today.
AgencyZoom has a per-customer policy view. It does not bulk-export 200 customers' policies into an Excel workbook with a calculated expiration window.
The slow version of Tuesday:
- Open the first customer in AgencyZoom, click Policies
- Note carrier, premium, and dates, copy into the workbook
- Open the next customer, repeat
- Twenty customers done, 180 to go
- Thursday afternoon you finish the list, but producers have already started calling based on memory
- The list is ready two days after it would have been useful
The fast version is one prompt and you are done before lunch.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook that fetches policies for every customer and applies the 90-day flag, without opening a single AgencyZoom record.
Open the SheetXAI sidebar and type:
For each customer ID in column A, fetch all their active policies from AgencyZoom and write policy type, carrier, premium, effective date, and expiration date into columns B through F. After pulling all policies, flag rows in column G where the expiration date is within 90 days of today so we can prioritize renewal outreach.
SheetXAI iterates through all 200 customer IDs, pulls the policies, writes the five columns, calculates the 90-day window, and drops the flag in column G. The list is done in one pass.
What You Get
A retention outreach list ready to share on SharePoint:
- Policy type, carrier, premium, effective date, and expiration date for every active policy across 200 customers
- A 90-day flag in column G on every row where the policy expires within the window
- Producers filter column G to show flagged rows and start calling immediately
The expiration flag is calculated from the data SheetXAI just fetched. No separate formula step.
Want the list sorted with soonest-expiring policies at the top? Add "sort by expiration date ascending" to the prompt.
What If the Data Is Not Quite Ready
Policy data across 200 customers is never uniform. SheetXAI handles edge cases and the pull in the same prompt.
When some customers have no active policies
A handful of IDs are for prospects who never bound. Their rows should show something useful, not just be empty.
For each customer ID in column A, fetch all active policies from AgencyZoom. For customers with no active policies, write 'No active policies' in column B and leave columns C through G blank. For customers with policies, fill columns B through F and flag column G if expiration is within 90 days.
When you want separate sections for personal lines and commercial lines
The producer team is split. Each team wants their own section in the workbook.
For each customer ID in column A, fetch all active AgencyZoom policies. Write personal lines policies first starting at row 2 with a header, then commercial lines policies below with a second header. In both sections, fill policy type, carrier, premium, effective date, and expiration date, and flag column G where expiration is within 90 days.
When you only want policies expiring in the next 60 days
The agency is running a targeted 60-day renewal campaign, not a 90-day one.
For each customer ID in column A, fetch all active AgencyZoom policies. Write policy type, carrier, premium, effective date, and expiration date into columns B through F. Only include rows where expiration date is between today and 60 days from today.
When you need the pull, the renewal flag, and a carrier count summary all at once
The principal also wants to see which carriers have the most renewals due.
For each customer ID in column A, fetch all active AgencyZoom policies and write policy type, carrier, premium, effective date, and expiration date into columns B through F. Flag column G where expiration is within 90 days. Then below the data, create a summary table counting 90-day renewal policies by carrier name, sorted by count descending.
The pattern: describe the pull, the flag logic, and the summary shape together. SheetXAI handles all three in one pass.
Try It
Get the 7-day free trial of SheetXAI and paste a list of AgencyZoom customer IDs into an Excel workbook, then ask it to pull the policies and flag the renewals. The AgencyZoom integration is included in every SheetXAI plan. See also how to bulk-create renewal follow-up tasks in Excel or the AgencyZoom in Excel overview.