The Scenario
You coordinate sales for a franchise with eight regional territories. Every week, a batch of inbound leads comes in from the website — each row has a name, phone, email, and a region tag in column D. Each region has its own HelloLeads list, with its own list key. Your job is to get each lead into the right list.
You have the HelloLeads list keys written somewhere in a notes doc from six months ago. You're not entirely sure they're still current.
The bad version:
- Open HelloLeads, navigate to the Lists section, manually copy each list name and key into a reference worksheet
- Go back to the 'Inbound Leads' tab, read the region in column D for row 2, look up the corresponding list key in your reference, switch to HelloLeads, add the lead to that list, come back
- Repeat for 400 rows — in a different sheet per region because the inbound feed splits them that way
The person who designed this intake system left the company in February. You inherited it. Nobody documented which list key maps to which region.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It can fetch your HelloLeads list inventory, write it into the workbook, and then use it as a lookup table to route incoming leads to the right list — all in one conversation.
Fetch all HelloLeads list names and their list keys into a new worksheet called 'Lists' so I can use the keys in my import template
SheetXAI pulls the current list inventory from HelloLeads and writes each list name and its corresponding key into the 'Lists' worksheet — so you have a live reference that reflects what's actually in the system today.
What You Get
- A 'Lists' worksheet with one row per HelloLeads list: list name in column A, list key in column B
- The current list count so you know how many active territories you're working with
- A ready-to-use lookup table for the routing import step that follows
What If the Data Is Not Quite Ready
The region label in column D doesn't exactly match the HelloLeads list name
The inbound form uses "Northeast" but the HelloLeads list is called "NE Region." Direct lookup fails.
In my 'Inbound Leads' worksheet, add a column E called 'Matched List Key' — look up the region from column D against the list names in 'Lists' worksheet column A using fuzzy matching, write the best-match list key in column E, and flag rows with no confident match as 'REVIEW'
Leads are split across multiple input worksheets by region already
The intake form drops East Coast leads into one worksheet and West Coast into another.
Combine all rows from worksheets 'East Leads' and 'West Leads' into a single worksheet called 'All Inbound' — preserve the region tag from column D in each tab — then for each row look up the matching HelloLeads list key from 'Lists' and create the lead in the correct HelloLeads list
Some inbound rows are missing a region tag
Blank column D rows have no list to route to, but you still want to capture them somewhere.
For each row in 'Inbound Leads': if column D has a region, look up the list key from 'Lists' and create the lead in that HelloLeads list — if column D is blank, create the lead in the HelloLeads list key 'unassigned_inbound' and flag the row in column F as 'No Region'
The full fetch-map-import pipeline in one shot
First fetch all HelloLeads list names and keys into a worksheet called 'Lists'. Then for each row in 'Inbound Leads': look up the region in column D against 'Lists' column A, get the matching list key, create the lead in HelloLeads using FirstName from column A, Phone from column B, Email from column C — assign to the matched list key. Flag unmatched rows in column G as 'No Match'. Write a 'Loaded' timestamp in column H for each successfully created lead.
This is the full pipeline — inventory fetch, region lookup, conditional routing, lead creation, and status writeback — in a single ask.
Try It
Get the 7-day free trial of SheetXAI and open your regional lead routing workbook, then ask it to fetch your HelloLeads list inventory and start routing. If you also need to export what's already in HelloLeads, see exporting all leads for CRM migration and the HelloLeads integration hub.