The Scenario
You are the office manager at a property management company. The rent-increase notices have to go out by end of week. You have 400 tenant rows in an Excel workbook on the Tenants tab: tenant name in column A, address line in column B, city in column C, state in column D, ZIP in column E, current rent in column F, and new rent amount in column G. Column I tracks exemption status.
A PostGrid letter template is already designed — template ID tmpl_notice01 — with merge fields for tenant name and new rent. Every non-exempt tenant gets a letter. Every letter ID goes back into the workbook for the property manager's compliance records.
The slow version:
- You ask IT to write a script to loop through the workbook and call PostGrid's API
- IT says next sprint
- You try sending from the PostGrid dashboard one letter at a time
- By letter 28, you have transposed a rent amount
- End of week arrives with 372 notices unsent, a legal deadline at risk, and a tenant who is about to receive a letter with the wrong new rent.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI reads your Tenants tab and calls PostGrid's letter endpoint for each eligible row, merging the correct values and writing the letter IDs back to the workbook.
Open the SheetXAI sidebar and type:
Read the 'Legal Notices' tab of this workbook. For each row where column I does not say 'Exempt', create a PostGrid letter using template ID tmpl_notice01. Merge the tenant name from column A and the new rent amount from column G into the template. Use the address in columns B through E for delivery. Write each returned letter ID into column H.
SheetXAI iterates through all eligible rows, creates a PostGrid letter for each with the correct merge values, and writes each letter ID back to column H. The property manager has a complete record before the legal deadline.
What You Get
400 PostGrid letter orders (minus exempt rows), logged to the workbook:
- Letter ID — written to column H, one per eligible tenant
- Exempt rows skipped — rows where column I says 'Exempt' have no letter created and column H stays blank
- Merge accuracy — each letter uses the name and rent amount from that specific row, not a generic value
- Compliance record — column H is the property manager's evidence trail for every sent notice
Column H is the compliance reference. If a tenant disputes receiving the notice, the property manager pulls the letter ID from column H and shows the PostGrid delivery timestamp. No scrambling.
Need to rerun just the exempt rows later if exemptions are lifted? Add "only process rows where column H is blank" to the prompt and SheetXAI skips already-processed rows.
What If the Data Is Not Quite Ready
Tenant data from property management systems exports with formatting problems almost every cycle. SheetXAI handles the cleanup and the sends in the same prompt.
When new rent amounts are formatted as currency strings
Column G has values like "$2,450.00" that PostGrid's merge fields cannot use directly.
Strip dollar signs and commas from the values in column G of the 'Legal Notices' tab to produce plain numeric amounts. Then for each row where column I does not say 'Exempt', create a PostGrid letter using template tmpl_notice01, merging tenant name from column A and cleaned rent from column G, delivery address from columns B through E. Write the returned letter ID into column H.
When some tenants have pending verification and should not receive notices yet
Some rows are marked 'Pending' in column I alongside the 'Exempt' rows. Neither should receive a letter.
For each row in the 'Legal Notices' tab where column I is blank or says anything other than 'Exempt' or 'Pending', create a PostGrid letter using template tmpl_notice01 with tenant name from column A and new rent from column G, delivery address from columns B through E. Write the returned letter ID into column H.
When addresses need a state abbreviation fix before sending
The export from the property management system used full state names instead of two-letter codes for a subset of rows.
Normalize the state in column D of the 'Legal Notices' tab to two-letter abbreviations. Then for each row where column I does not say 'Exempt', create a PostGrid letter using template tmpl_notice01 merging tenant name from column A and new rent from column G, and write the returned letter ID into column H.
When amounts need cleaning, exemptions and pending rows are excluded, addresses need normalization, and a summary count goes to the property manager
The export has currency-formatted rents, two exclusion statuses, inconsistent state codes, and the property manager wants a one-cell summary of how many letters went out vs how many were skipped.
Strip dollar signs and commas from column G. Normalize state abbreviations in column D to two-letter codes. For each row where column I is blank, create a PostGrid letter using template tmpl_notice01 with tenant name from column A and cleaned new rent from column G, delivery address from columns B through E, and write the letter ID into column H. For rows where column I says 'Exempt' or 'Pending', write the value from column I into column H instead. Finally, write a summary into cell H402: total letters sent, total exempt, total pending.
The pattern: data cleanup, conditional filtering, merge, send, and summary all run from one prompt. The property manager gets a clean letter queue and a one-cell overview without anyone touching the PostGrid dashboard.
Try It
Get the 7-day free trial of SheetXAI and open any tenant or recipient workbook, then ask it to fire a PostGrid letter campaign. The PostGrid integration is included in every SheetXAI plan. For a related workflow, see how to send bulk personalized postcards from an Excel workbook or the PostGrid in Excel overview.