The Scenario
The ops lead inherited six Breeze workspaces when the previous operations manager left. She knows there are somewhere between 15 and 25 active projects spread across them. She does not know which ones are running over their estimated hours, which ones are understaffed, or which ones have been sitting untouched for two months.
The executive team wants a single inventory workbook by Thursday. There is no existing report. There is no template.
The bad version:
- Open the first workspace, click into each project one by one, note the name, manually tally the assigned users from the team panel, try to find the budget hours field (it's not always visible at the board level), and then switch to time tracking view to get the tracked hours.
- After an hour you have data for four projects in three different worksheet structures because you started a new approach mid-way through.
- Realize you never recorded the project creation dates, go back, find they're buried in project settings, click into each one again.
The real problem is that this kind of inventory takes shape slowly, requires navigating between four different Breeze views, and the result has to be credible enough to present to a leadership team that will ask follow-up questions.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook. It reads the current state of the workbook, connects to your Breeze workspace, and builds the inventory table you describe — without you clicking through a dozen project settings pages.
Export the full Breeze project list to Excel with budget vs. tracked hours so I can see which projects are over or under estimate — include project name, ID, estimated budget hours, tracked hours, number of assigned users, and creation date.
What You Get
- One row per active Breeze project.
- Columns: project name (A), project ID (B), estimated budget hours (C), tracked hours (D), number of assigned users (E), creation date (F).
- Archived projects excluded by default.
- Budget vs. tracked hours in adjacent columns, making over/under immediately visible without a formula.
What If the Data Is Not Quite Ready
You want to flag projects that are over budget
Pull all active Breeze projects into this workbook with project name, estimated hours, tracked hours, and number of assigned users. Add column G called "Budget Status" — write "Over" if tracked hours exceed estimated, "On Track" if within 10%, and "Under" if below 90% of estimate.
You need to include archived projects for a historical audit
Pull all Breeze projects — both active and archived — into this workbook. Include project name, status (active/archived), estimated hours, tracked hours, number of assigned users, and creation date. Sort by creation date descending.
The inventory needs to join in data from a second worksheet
I have a worksheet called 'Budget Allocations' with project names in column A and approved budget in column B. Pull all active Breeze projects — name, tracked hours, number of assigned users — and for each project, look up its approved budget from the 'Budget Allocations' worksheet and write it to column E. Flag any project where tracked hours exceed the approved budget.
Full kill chain: pull, enrich, calculate, and summarize
Pull all active Breeze projects with name, ID, estimated hours, tracked hours, and number of assigned users. Calculate utilization percentage (tracked / estimated) for each. Flag projects over 100% as "At Risk." Then below the project table, write a summary: total projects, total estimated hours across all, total tracked hours, count of At Risk projects, and the project with the highest utilization rate.
Combining the data pull, the enrichment, and the summary in one prompt is the difference between a working session and a Thursday deliverable.
Try It
Get the 7-day free trial of SheetXAI and open a blank Excel workbook, then ask it to pull your full Breeze project inventory with budget and team data. For related workflows, see how to export individual card details to a workbook or visit the Breeze and Excel hub.