The Scenario
You are a freelance consultant. Every Monday morning at 8 AM you sit down with a coffee and a blank Excel workbook to figure out who owes you money.
You have 22 open invoices across twelve clients in FreeAgent. Some are current, some are a week late, three are over thirty days past due and you have not chased them yet because you could not remember which ones they were.
The bad version of this Monday:
- Open FreeAgent, navigate to Invoices, filter by status
- Export to CSV
- Open the CSV in Excel desktop
- Copy columns across to your AR workbook, reorder them to match your tab layout
- Write a DATEDIF formula in a new column to calculate days past due
- Realize the export date format is DD/MM/YYYY and your workbook expects YYYY-MM-DD — fix the column
- It is 9:20 AM and you have not started the actual work.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook that reads your workbook and connects to FreeAgent, so you get a live AR snapshot without the export-paste-calculate loop.
Open the SheetXAI sidebar and type:
List all FreeAgent invoices with status open or overdue and write client name, invoice reference, total, and due date into columns A through D. In column E, calculate how many days past due each invoice is based on today's date. Sort the rows by days past due, descending.
SheetXAI queries FreeAgent for the current open invoice list, calculates the days column inline, sorts by urgency, and writes everything into the workbook. You are looking at a current AR snapshot in under a minute.
What You Get
A live AR tracker with:
- Column A — client name
- Column B — FreeAgent invoice reference number
- Column C — total amount due
- Column D — due date
- Column E — days past due (negative means not yet due, positive means overdue)
The rows are sorted by urgency, so the most overdue clients are at the top. You know immediately who to chase first.
Run the same prompt next Monday. SheetXAI queries the current state of your invoices, not a stale export, so the list reflects payments received over the weekend.
What If the Data Is Not Quite Ready
Most real AR situations are messier than a clean invoice list.
When some invoices are still in draft
A few invoices are in draft and should not appear in the AR tracker.
List all FreeAgent invoices with status open or overdue — exclude any with status draft. Write client name, invoice reference, total, and due date into columns A through D and calculate days past due in column E.
When you want current and overdue invoices in separate sections of the workbook
Your workbook has two tabs — Current and Overdue — and you want each section populated separately.
List all FreeAgent invoices with status open and not yet past due. Write client name, invoice reference, total, and due date into columns A through D of the Current tab with days past due in column E. Then list all overdue invoices into the same columns of the Overdue tab.
When you also want a per-client total
You have clients with multiple open invoices and want a per-client total row below the detail.
List all open and overdue FreeAgent invoices into columns A through E with days past due calculated. After the last row, add a summary section grouped by client name showing total amount outstanding per client.
When you want the full pipeline: pull, calculate, flag, and highlight
You want the tracker and a priority flag for anything over 60 days.
List all open and overdue FreeAgent invoices into columns A through D. Calculate days past due in column E. In column F, write 'CHASE NOW' for any invoice more than 60 days overdue, 'FOLLOW UP' for 14-60 days, and leave blank for anything current. Sort by column E descending so the worst accounts are at the top.
The pattern: instead of exporting from FreeAgent and calculating in Excel as two separate steps, you describe the final state of the tracker in one prompt and SheetXAI handles both.
Try It
Get the 7-day free trial of SheetXAI and open an Excel workbook, then ask it to pull your current FreeAgent open invoices with days past due calculated. The FreeAgent integration is included in every SheetXAI plan. See also how to create FreeAgent invoices in bulk from a billing workbook or the FreeAgent in Excel overview.