The Scenario
An agency owner got a compliance reminder from accounting: the Bidsketch account is cluttered with proposals that have been sitting in "Lost" status for over a year. Some of those clients don't exist anymore. The rule going forward is to clean out anything older than twelve months — proposals and, if the client has no other open work, the client record too.
She opened Bidsketch, filtered for Lost proposals, and immediately realized there was no bulk-delete option. One at a time. At least forty records.
The bad version:
- Filter Bidsketch for "Lost" proposals. Click the first one. Check the creation date — older than twelve months. Click "Delete." Confirm the deletion in the modal. Back to the list.
- Check whether the associated client has any other proposals before deleting them too. Navigate to the client record. Scroll through their proposal history. No other proposals — delete the client. Confirm.
- Twelve minutes in, you realize Bidsketch doesn't persist the "Lost" filter after you navigate away to check a client record. You've had to re-apply the filter four times.
Cleanup work on its own has no business value. Every minute spent on it is a minute not spent on something that moves the business forward.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook. It reads the workbook and communicates with Bidsketch through its built-in integration — fetching the stale proposals, listing them for your review, and then executing the deletions once you confirm.
From the proposal IDs in column A of my Excel sheet, delete each proposal and its client record in Bidsketch if that client has no other proposals remaining
What You Get
- Every qualifying proposal listed in the workbook — proposal ID, client name, creation date — before any deletion happens.
- You review the list and confirm. SheetXAI then deletes each proposal ID.
- For each deletion, a status column is updated with "deleted" or an error message.
- The client check runs automatically: if the associated client has no other proposals after deletion, the client record is deleted too, and the status reflects both actions.
What If the Data Is Not Quite Ready
You want to fetch the stale proposals first before deciding what to delete
Fetch all Bidsketch proposals with status 'lost' and creation date older than 12 months, list them in my Excel workbook with proposal ID, client name, and creation date, then wait for me to confirm before deleting anything
You want to check client proposal counts before deciding which clients to delete
For each client ID in column B of my Excel workbook, check whether that client has any remaining Bidsketch proposals after the deletions in column A. Write the remaining proposal count into a new column. Mark another column "delete client" for any client with 0 remaining proposals.
You want to scope the cleanup to a specific time range
Fetch all Bidsketch proposals with status 'lost' created between January 1, 2024 and December 31, 2024. List them in my Excel workbook with proposal ID, client name, and creation date. Then delete every proposal in the list and write the result into a status column.
Fetch stale records, check for orphaned clients, delete everything in scope, and write a summary
Fetch all Bidsketch proposals with status 'lost' and creation date older than 12 months. List them in my Excel workbook with proposal ID, client name, and creation date. For each associated client, check whether they have other proposals remaining and write the count in a new column. Delete every proposal in the list. Delete every client where the remaining proposal count is 0. In a summary cell, write how many proposals were deleted, how many clients were deleted, and how many clients were retained.
One prompt handles the full audit-and-cleanup sequence.
Try It
Get the 7-day free trial of SheetXAI and open any Excel workbook, then ask it to fetch your stale Bidsketch proposals for review before deleting them. For adding new records after the cleanup, see the guide on syncing a client list from an Excel workbook to Bidsketch, or browse the full Bidsketch integration overview.