The Scenario
The facilities management company you work for just landed a large government contract. The contract requires 40 subcontractors to be onboarded into Ascora within the week — each one needs a supplier record with company name, contact, email, ABN, and address. The procurement lead hands you an Excel workbook. The deadline is Friday.
The bad version:
- Open Ascora, navigate to Suppliers, click "New Supplier."
- Type in the company name, contact name, email, ABN, and address for row one.
- Repeat for all 40 rows, checking each ABN format against Ascora's validation as you go.
- Discover on row 23 that two suppliers have the same company name with a slightly different legal suffix. Manually resolve which is which.
Forty suppliers is a two-day job at this pace, and the contract work starts Monday.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the supplier data and through its Ascora integration creates or updates supplier records in bulk — matching on company name to avoid duplicates.
Read the Excel 'Suppliers' table and upsert each row into Ascora as a supplier record. Match on company name — update if found, create if not. Write 'Created' or 'Updated' in column G.
What You Get
- One Ascora supplier record per workbook row, created or updated.
- "Created" or "Updated" written into column G for each row as a permanent audit trail.
- Rows that fail validation — malformed ABN, missing required field — surface with an error note in column G rather than silently skipping.
- Existing suppliers matched by company name get their records updated rather than creating duplicates.
What If the Data Is Not Quite Ready
ABNs in the workbook have spaces — Ascora expects them without
Before creating supplier records, clean the ABN column by removing all spaces. Then upsert each row as an Ascora supplier matching on company name, and write 'Created' or 'Updated' in column G.
Contact name and email are combined in one column as "First Last email@example.com"
Split the combined field into separate contact name and email columns. Extract the name as the text before the angle bracket and the email as the address inside the brackets. Then upsert each row as an Ascora supplier using the split fields and write 'Created' or 'Updated' in column G.
Two rows have the same company name — one is the head company, one is a subsidiary
Before creating records, flag any rows where the company name column matches another row. Write 'Duplicate company name — verify' in column G for those rows and do not create Ascora supplier records for them. For all other rows, upsert the supplier record and write 'Created' or 'Updated' in column G.
Government contract crunch: clean ABNs, resolve duplicates, create records, confirm via write-back
Clean the ABN column by removing spaces. Flag any rows where the company name duplicates another row — write 'Review' in column G for those. For all rows without a 'Review' flag, upsert each row as an Ascora supplier and write 'Created' or 'Updated' in column G. For flagged rows, write 'Skipped — manual review needed'. Write 'All done' in a summary cell when the operation completes.
That's 40 suppliers onboarded in an afternoon rather than two days.
Try It
Get the 7-day free trial of SheetXAI and open your subcontractor onboarding workbook, then ask SheetXAI to push each row into Ascora as a supplier record. Related: pull supplier invoices for reconciliation and bulk import customers. Hub: Ascora integration overview.