The Scenario
You took over the demand generation role two weeks ago from someone who is now at a different company. One of the first things you found: a HeyReach list with 1,200 leads that are supposedly "qualified" but have never been cross-referenced against the CRM. You don't know how many of them are already customers. You don't know if there are duplicates. The campaign is scheduled to start in four days.
Your predecessor left no documentation. The HeyReach list exists. The CRM export is sitting in a tab called 'CRM Contacts' in your Excel workbook. All you need is someone to put them side by side.
The bad version:
- Export the HeyReach lead list as a CSV, open it in Excel, and spend 20 minutes reformatting columns to match the structure of your CRM export.
- Write an XLOOKUP or VLOOKUP across 1,200 rows to flag LinkedIn URL matches against the CRM tab — assuming your CRM export is current.
- Manually scan the LinkedIn URL column for duplicates by sorting and eyeballing, then delete them row by row.
There are 1,200 rows and four days. Eyeballing is how you introduce the errors you're trying to prevent.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the workbook, understands what's in it, and through its built-in HeyReach integration it can pull the full lead list, flag duplicates, and cross-reference against whatever else is already in the workbook.
Export all leads from HeyReach list ID 5678 and write their LinkedIn URL, first name, last name, company, and title into my sheet — one lead per row
What You Get
- All 1,200 leads arrive in your active worksheet with five fields per row, in a consistent column order — not whatever order the HeyReach CSV export uses.
- You can ask for deduplication or CRM cross-referencing as a follow-up prompt, or fold both into the initial ask.
What If the Data Is Not Quite Ready
You want duplicates flagged automatically on export
You don't want to sort manually — you want the worksheet to tell you which LinkedIn URLs appear more than once.
Pull all leads from HeyReach list ID 5678 into my Excel 'Lead Dedup' sheet — write LinkedIn URL, first name, last name, company, and title — then add a column F marking rows as 'Duplicate' where the same LinkedIn URL appears more than once
You need to cross-reference against the CRM tab
Your CRM contacts are exported into a tab called 'CRM Contacts' with LinkedIn URLs in column A. You want the HeyReach leads flagged where there's a match.
Export all leads from HeyReach list ID 5678 into my 'Lead Dedup' sheet — then add a column F that says 'In CRM' for any row where the LinkedIn URL matches a URL in column A of my 'CRM Contacts' worksheet
You want incomplete records separated from clean ones
Before the campaign launches you want a working list of clean records and a separate worksheet for leads that need enrichment.
Pull all leads from HeyReach list ID 5678 — write them into 'Lead Dedup' — then move any row where company or title is blank into a separate worksheet called 'Needs Enrichment'
Export, deduplicate, cross-reference CRM, and flag incomplete records — in one pass
Export all leads from HeyReach list ID 5678 — write LinkedIn URL, first name, last name, company, and title into 'Lead Dedup' — flag duplicates in column F — flag CRM matches in column G using 'CRM Contacts' column A — flag rows with blank company or title in column H as 'Incomplete' — everything in one pass
One pass means the workbook is audit-ready when you close it, not after three rounds of manual cleanup.
Try It
Get the 7-day free trial of SheetXAI and open an Excel workbook with your HeyReach list ID and a CRM export in a separate worksheet. Ask it to pull the leads, flag duplicates, and cross-reference in a single prompt. See also how to bulk import cleaned leads back into HeyReach or view the full HeyReach integration overview.