The Scenario
You are an agency owner. The trade show ended Friday. You have an Excel workbook with 200 new leads on the Leads tab — name, email, phone, and company in columns A through D.
Your HighLevel location has existing contacts from previous events. Some of these 200 might already be in the system from a webinar last quarter. Blindly pushing all 200 would create duplicates and corrupt the lead scoring your team calibrated over three months.
The slow version:
- Open HighLevel, search each email one at a time
- Note which ones already exist
- Copy the new ones into the contact creation form, filling in name, phone, company
- Mark the duplicates in a separate column
- Repeat 200 times across a Monday afternoon
- You finish at 6 PM. Your nurture sequence started at 9 AM without the new contacts.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook that reads the Leads tab, checks each email against HighLevel, creates the new contacts, and writes the result back to the workbook, without you opening HighLevel once.
Open the SheetXAI sidebar and type:
For each row in the Leads tab, create a HighLevel contact using the name in column A, email in column B, phone in column C, and company in column D under the location ID in cell F1. Check for duplicates first and skip any email that already exists. Write "CREATED" or "SKIPPED (duplicate)" to column E.
SheetXAI works through all 200 rows, checks each email against HighLevel, creates the new ones, skips the duplicates, and writes the status into column E of the Leads tab.
What You Get
A workbook with column E fully populated on the Leads tab:
- CREATED — the contact is now in HighLevel under the correct location
- SKIPPED (duplicate) — an existing contact with that email was found; no record touched
You have a live audit trail in the workbook without opening HighLevel once. That is the receipt your ops team needs before handing the list to whoever runs the nurture sequence.
Add "and write the existing contact ID to column F when skipping" and SheetXAI populates a cross-reference column for every duplicate.
What If the Data Is Not Quite Ready
Trade-show lead lists are never clean out of the box.
When phone numbers are formatted inconsistently
The badge scanner exported some numbers with +1 codes, some as 10-digit strings, some with dashes.
Normalize all phone numbers in column C of the Leads tab to the format +1XXXXXXXXXX. Then create a HighLevel contact for each row using name in column A, email in column B, normalized phone, and company in column D under location ID in cell F1. Write status to column E.
When company names have casing and spacing issues
The form was free-text. "Acme Corp," "acme corp," and "ACME" all appear across different rows.
Apply title case and trim whitespace to all company names in column D of the Leads tab. Then deduplicate rows that share the same email. Create HighLevel contacts for the remaining rows and write status to column E.
When you only want leads from a specific booth
The workbook covers all four booth locations. You only want Booth B leads in HighLevel.
Filter to rows in the Leads tab where column F says "Booth B." For those rows, create a HighLevel contact using name in column A, email in column B, phone in column C, and company in column D under location ID in cell F1. Write status to column E. Skip all other rows.
When some rows have no email and you need to handle them explicitly
Forty rows have a blank email column. HighLevel requires an email to create a contact.
For rows in the Leads tab where column B is empty, write "SKIPPED (no email)" to column E and do not attempt contact creation. For all other rows, check for duplicates by email in HighLevel and create contacts under the location in cell F1. Write "CREATED" or "SKIPPED (duplicate)" to column E.
The pattern: describe the conditional logic in the prompt. SheetXAI handles the branching row by row without any pre-sorting on your part.
Try It
Get the 7-day free trial of SheetXAI and open any lead workbook, then ask it to push the contacts into your HighLevel location with a duplicate check. The HighLevel integration is included in every SheetXAI plan. For related workflows, see how to check for duplicate contacts before import or the HighLevel in Excel overview.