The Scenario
You are a sole trader. You have 180 contacts in FreeAgent — clients and suppliers accumulated over four years. You also have a subscriber list in a separate Excel workbook tab.
Your accountant told you last week that you are missing VAT information for some suppliers. Your marketing consultant said half your clients are probably not on your mailing list. You need an Excel workbook that shows the full contact picture so you can work through both problems at once.
The slow version:
- Export contacts from FreeAgent as CSV
- Open in Excel, paste into a new tab
- Write a VLOOKUP against your subscriber list tab
- Realize FreeAgent exports names combined and your subscriber list has them split
- Fix the format, re-run the lookup
- Forty minutes in and you have not found a single gap.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook that can pull FreeAgent contacts and cross-reference them against your existing workbook data in one pass.
Open the SheetXAI sidebar and type:
List all contacts from FreeAgent and write contact type, name, email, and phone into columns A through D. Then compare the email address in column C against column F of my existing CRM tab and write 'in both', 'FreeAgent only', or 'CRM only' in column E for each row.
SheetXAI pulls all 180 FreeAgent contacts, writes them into the workbook, and runs the cross-reference against your existing data in one pass.
What You Get
A contacts comparison workbook with:
- Column A — contact type (client, supplier)
- Column B — contact name
- Column C — email from FreeAgent
- Column D — phone number
- Column E — 'in both', 'FreeAgent only', or 'CRM only'
Filter column E to 'FreeAgent only' to see every contact missing from your mailing list. Filter to 'CRM only' to see subscribers with no FreeAgent record.
What If the Data Is Not Quite Ready
Contact deduplication is always messier than it looks.
When email addresses have inconsistent capitalization
FreeAgent has David@client.com and your CRM has david@client.com.
List all FreeAgent contacts and write contact type, name, email, and phone into columns A through D. Convert all email addresses in column C to lowercase before comparing against column F of the CRM tab. Write 'in both', 'FreeAgent only', or 'CRM only' in column E.
When you only need supplier contacts for the VAT audit
List all FreeAgent contacts where contact type is 'Supplier'. Write name, email, and phone into columns A through C. In column D, write 'MISSING EMAIL' for any supplier with a blank email address.
When you want clients and suppliers in separate workbook tabs
Your accountant wants them separated but in the same workbook.
Pull all FreeAgent contacts. Write client contacts (contact type 'Customer') into the Clients tab using columns A through D. Write supplier contacts into the Suppliers tab using the same column layout. Sort alphabetically by name within each tab.
When you want the full reconciliation: pull, cross-reference, flag missing emails, and summarize
Pull all FreeAgent contacts and write contact type, name, email, and phone into columns A through D. Compare email in column C against column F of the CRM tab and write match status in column E. In column F, write 'CHASE FOR EMAIL' where column C is blank. After the full contact list, add a summary section showing total FreeAgent contacts, total with email matches, total FreeAgent-only, total CRM-only, and total with no email on file.
The pattern: the FreeAgent pull and the cross-reference happen in one prompt. You arrive at the analysis step, not the data-gathering step.
Try It
Get the 7-day free trial of SheetXAI and open your Excel workbook with your existing CRM data in a tab, then ask it to pull all FreeAgent contacts and cross-reference them. The FreeAgent integration is included in every SheetXAI plan. See also how to bulk-create FreeAgent contacts from a workbook or the FreeAgent in Excel overview.