List FreshBooks Team Members in an Excel workbook for Capacity Planning

The Scenario

You're three days into your new role as operations manager at a 12-person service firm. The previous ops lead left two weeks ago. You've inherited a project assignment tracker in Excel, and you need to cross-reference it against the actual staff list in FreshBooks to figure out who's assigned to what — and who in the tracker might no longer be on the team.

The tracker has names in it. FreshBooks has names in it. You have no idea yet if they match.

The bad version:

1. Log into FreshBooks and navigate to the team management section, which shows you one staff member at a time. Write down each name, email, and role by hand into a blank worksheet.
2. Discover that FreshBooks shows 14 names but two of them look like test accounts or former employees who were never deactivated.
3. Cross-reference by hand against the tracker, find three mismatches, and spend 30 minutes figuring out if the discrepancy is a name format issue or an actual staffing gap.

You're supposed to be doing capacity planning, not detective work on a personnel roster.

The Easy Way: One Prompt in SheetXAI

SheetXAI is an AI agent that lives inside your Excel workbook. It reads the workbook, connects to FreshBooks, and writes the staff list directly into your columns — so you can get to the cross-reference without the manual lookup.

Fetch all FreshBooks business users and write their name, email, and active status into this Excel sheet — one person per row

What You Get

• Column A: staff member full name as it appears in FreshBooks
• Column B: email address on file
• Column C: active or inactive status
• One row per staff member
• No placeholder or test accounts unless they exist in your FreshBooks account

What If the Data Is Not Quite Ready

You only want active staff, not deactivated accounts

If FreshBooks has historical accounts that are no longer active:

List all active FreshBooks staff members and write name, email, and role into columns A, B, and C — exclude any accounts with deactivated or inactive status

Names don't match the format in your assignment tracker

If the tracker uses email as the unique key but you need the FreshBooks name to reconcile:

Fetch all FreshBooks staff members and write their email into column A and their full name into column B — I'll use email to match against my existing tracker in columns D and E

You need to flag staff who appear in the tracker but not in FreshBooks

If you want the mismatch check done in the same prompt:

Import all active FreshBooks staff names into column A and emails into column B — then in column C, check each name against column E (which has tracker names) and write "In FreshBooks only" if there's no match

Full roster audit in one pass

If you want the complete picture — who's in FreshBooks, who's in the tracker, and where the gaps are:

Pull all active FreshBooks staff into columns A and B (name and email) — compare column B against column F (tracker emails) — write "Matched", "FreshBooks only", or "Tracker only" into column C for each row, including tracker-only entries appended below the FreshBooks list

The pattern is to do the data import and the cross-reference in a single prompt rather than running them separately and merging by hand.

Try It

Get the 7-day free trial of SheetXAI and open your project assignment tracker in Excel — then ask it to pull the current FreshBooks staff list so you can run the cross-reference without touching the FreshBooks UI. For related workflows, see how to pull FreshBooks project budget data or the FreshBooks overview.