The Scenario
A direct mail agency manages 30 client accounts, each with its own Postalytics setup. Account managers are heading into Q3 planning and nobody knows, off the top of their head, how many contact lists exist across all those accounts, what they're named, or how many contacts each one holds. Someone suggested pulling list data client by client, but there are 30 clients and each one has between 3 and 12 lists.
The bad version:
- Log in to the first client's Postalytics account, navigate to contact lists, start copying names and item counts into an Excel workbook one by one.
- Repeat for 29 more accounts. Lose track of which worksheet belongs to which client around account 11. Realize around account 19 that you didn't capture creation dates, which the planning team also needs.
- Spend the rest of the afternoon doing data entry that a junior coordinator was supposed to do, except the junior coordinator is already on another account.
The planning meeting is tomorrow morning. This was supposed to take an hour.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads your Postalytics account and pulls the full contact list inventory in one operation — no UI navigation, no account switching, no manual copying.
Pull all my Postalytics contact lists into an Excel summary sheet, sort them by item count descending, and highlight any list with fewer than 50 contacts.
What You Get
After running that prompt:
- A new worksheet appears with one row per Postalytics contact list.
- Rows are sorted by item count, largest to smallest, so the biggest audiences are at the top.
- Lists with fewer than 50 contacts are highlighted, making it easy to spot dead or stale lists before the planning conversation.
- List ID, name, item count, and creation date are all available for the account managers to work with.
What If the Data Is Not Quite Ready
The team wants the list ID column first for easier cross-referencing
Pull all Postalytics contact lists into an Excel 'List Inventory' worksheet with columns in this order: list ID, list name, item count, creation date. Sort by item count descending and highlight rows with fewer than 50 contacts in orange.
Lists created in the last 90 days need to be marked as recent
Recent lists might be from active campaigns and shouldn't be archived.
Pull all Postalytics contact lists into an Excel 'List Inventory' worksheet with list ID, list name, item count, and creation date. Sort by item count descending. Mark lists created in the last 90 days with 'Recent' in a new column E. Highlight rows with fewer than 50 contacts in orange.
The planning team also wants a count of how many lists have over 500 contacts
Pull all Postalytics contact lists into a new 'List Inventory' worksheet with list ID, list name, item count, and creation date. Sort by item count descending. Highlight rows with fewer than 50 contacts in orange. Add a summary cell above the data showing the count of lists with more than 500 contacts.
Full inventory with sorting, flagging, recency markers, and summary
Pull all Postalytics contact lists into a new 'List Inventory' worksheet with columns: list ID, list name, item count, creation date. Sort by item count descending. Highlight rows with fewer than 50 contacts in orange. Mark lists created in the last 90 days with 'Recent' in column E. Add a summary above the data showing total list count, count with fewer than 50 contacts, and count created in the last 90 days.
One prompt, full picture. The planning meeting has actual numbers to work from.
Try It
Get the 7-day free trial of SheetXAI and open any Excel workbook, then ask it to pull your complete Postalytics contact list inventory before your next planning cycle. For related workflows, see the article on exporting contacts for audit, or the hub overview for all four connection methods.