The Scenario
Payroll runs Friday. Your payroll administrator needs all time registrations for the past month from Rentman — crew name, project, date, hours, and activity type — to calculate freelancer payments before the bank transfer deadline.
It's Wednesday afternoon. There are 340 time registration records in Rentman. The payroll workbook is a blank template.
The bad version:
- Export the time registration report from Rentman, get a CSV with 340 rows
- Open in Excel and find the crew name column contains the internal crew ID, not the name
- Get a second export from the contacts module to resolve names, try to merge by crew ID
- 18 rows have a crew ID format mismatch between the two exports and the VLOOKUP returns N/A for them
The bank transfer is Friday morning. You need to track down 18 IDs by hand.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook. It connects to Rentman and pulls time registrations with crew names already resolved — no second export, no VLOOKUP merge.
Export all Rentman time registrations from the past 30 days and write crew member name, project name, date, and total hours into columns A through D starting at row 2
What You Get
- Column A: crew member full name (resolved, not the internal ID)
- Column B: project name the hours were logged against
- Column C: date of the registration
- Column D: total hours worked as a numeric value
- Filtered to the past 30 days
- One row per time registration entry
What If the Data Is Not Quite Ready
You need activity type to separate billable from non-billable hours
Pull all Rentman time registrations from the past 30 days and write crew name, project name, date, total hours, and activity type into columns A through E
You need a subtotal per crew member for the payment calculation
Fetch all Rentman time registrations for the past 30 days, write the full detail into columns A through D, then below the data add a subtotal section with each unique crew member name and their total hours for the period
Multiple projects per crew member — show each project separately but subtotal by crew
Pull all time registrations from the past 30 days, write crew name, project name, date, and hours into columns A through D, and add a crew summary below the data with name and total hours across all projects
Full payroll kill chain: fetch hours, calculate gross payment from rate lookup, flag anyone over 160 hours
Fetch all Rentman time registrations for the past 30 days, write crew name and total hours per crew member into Sheet2 columns A and B, look up each crew member's day rate from Sheet1 column F matched on name in Sheet1 column A, calculate gross payment as total hours divided by 8 times the day rate in Sheet2 column C, and flag any crew member over 160 hours with REVIEW in column D
One prompt closes the gap between time records and payroll figures.
Try It
Get the 7-day free trial of SheetXAI and open the payroll workbook — then ask it to pull the Rentman time registrations for the period. If you're building the rate reference worksheet at the same time, the crew roster spoke covers pulling those records.