The Scenario
You are a customer service rep. It is 10 AM Thursday and 40 open tickets have arrived in the queue, all asking the same question: when is my delivery arriving and who is the driver? Your screen has an Excel workbook with 40 order numbers in column A. You need scheduled driver, arrival time, and route position for each one.
The information exists in OptimoRoute. Getting it for 40 orders at once without clicking through each individually is the problem.
The bad version:
- You open OptimoRoute, paste in the first order number, read off the driver and arrival time, and type them into the workbook.
- Forty times. By order 15, your right hand is cramping from switching between windows.
- Order 31 comes back "unassigned" — never included in the route plan. You flag it to your team lead and continue.
- It is noon. The 40 tickets are still open. You have answered 30.
Your role is customer communication, not manual data retrieval.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It can look up scheduling details in OptimoRoute for an entire column of order numbers in one pass.
Open the SheetXAI sidebar and ask:
For each order number in column A, fetch the scheduling info from OptimoRoute and write the assigned driver name, scheduled arrival time, and route position into columns B, C, and D.
What You Get
- All 40 order numbers are looked up in one batch.
- Column B: driver name. Column C: scheduled arrival time. Column D: stop sequence.
- Unassigned or not-found orders have those cells populated with "unassigned" or "not found."
- The full batch completes in under a minute.
What If the Data Is Not Quite Ready
Some order numbers are formatted differently than OptimoRoute expects
For each order number in column A, trim leading zeros and strip extra spaces before looking up the scheduling info in OptimoRoute — write driver name into column B, scheduled arrival into column C, and route position into column D.
The team also needs to know if the order is currently in progress
Look up scheduling details in OptimoRoute for all order numbers in the 'Customer Queries' worksheet and fill in driver, ETA, and a status field showing whether each order is scheduled, in progress, completed, or unassigned.
Order numbers are split across multiple worksheets by region
For each order number in column A of the 'East' and 'West' worksheets, fetch the scheduled driver and arrival time from OptimoRoute and write them into columns B and C of the respective worksheet — write "unassigned" for any order not currently on a route.
Full response pipeline: look up orders, draft customer reply, and flag escalations
For each order number in column A, fetch the scheduled driver and arrival time from OptimoRoute — write driver into column B and arrival time into column C — then write a one-sentence customer-facing ETA message into column D, and flag any row where the order is unassigned or not found by marking column E as "escalate."
Lookup, draft, and escalation flag in one pass. The tickets close faster.
Try It
Get the 7-day free trial of SheetXAI and open the Excel workbook where your customer order numbers land, then ask it to fill in driver and arrival details from OptimoRoute for every row. Also see how to search and export orders by status for bulk follow-up, and how to export completion data once deliveries are done.