The Scenario
A finance analyst needs to build the revenue breakdown for the board deck — every euro from last quarter categorized by line item type: equipment rental, labor, consumables, transport. There are 80 invoices. Nobody is going to open them one at a time.
You have the invoice IDs in column A of the analysis workbook. Rentman has the line items. The categorization work hasn't started.
The bad version:
- Export line items from Rentman's reporting module, find the export is grouped by invoice not by line type
- Restructure the CSV to get one row per line item, fix the description field which has mixed casing from five different users
- Try to categorize by keyword — discover that the same type of item is described as "AV Equipment", "av equipment", and "A/V Equip." across different invoices
Two hours in, the categorization is still inconsistent and the board deck deadline is tomorrow morning.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook. It reads the invoice IDs in the workbook and fetches the line items behind each invoice from Rentman — one row per line.
Fetch all invoice lines for the invoice IDs in column A and write description, quantity, unit price, and VAT amount into columns B through E
What You Get
- One row per invoice line item, invoice ID repeated in column A
- Column B: line item description
- Column C: quantity
- Column D: unit price as a numeric value
- Column E: VAT amount as a numeric value
- Invoices with no line items produce a single row with a note so gaps are visible
What If the Data Is Not Quite Ready
You need the ledger code per line item to map to the chart of accounts
Pull all invoice lines for the IDs in column A and write description, quantity, unit price, VAT amount, and ledger code into columns B through F
Description casing is inconsistent — normalize to title case before writing
Fetch all invoice lines for the IDs in column A, normalize description values to title case, and write invoice ID, description, quantity, and unit price into columns A through D
Some invoice IDs are from a different period and return no lines — flag those rows
Fetch Rentman invoice lines for each ID in column A — write NO LINES FOUND in column B for any invoice that returns nothing — otherwise write description, quantity, and unit price into columns B through D
Revenue breakdown kill chain: fetch all lines, add category column by keyword, sum by category in a summary worksheet
Pull all invoice lines for the IDs in column A, write invoice ID, description, quantity, and unit price into columns A through D, then add Category column E using: Equipment for descriptions containing Equipment, Labor for descriptions containing Labor or Crew, Transport for descriptions containing Transport, else Other — then in Sheet2 create a category summary with total unit price per category
One prompt, one revenue breakdown, ready for the board deck.
Try It
Get the 7-day free trial of SheetXAI and open the revenue analysis workbook with your invoice IDs — then ask it to pull the Rentman line items. If you need the invoice-level totals first, the invoice export spoke covers that step.