The Scenario
You are a logistics accountant. It is the first week of May and you need to reconcile all ShipEngine labels purchased in April against three carrier invoices sitting on your desk. The numbers do not match and you need to find out why before the finance review on Friday.
You need label ID, tracking number, carrier, service, billed cost, and ship date in an Excel workbook you can sort, filter, and cross-reference. Last quarter this took four hours of dashboard paging, CSV exporting in batches, and workbook merging.
The bad version of the first week of May:
- Log into ShipEngine's dashboard
- Filter by April date range
- Export in three batches because of pagination limits
- Import each into Excel
- Merge the tabs manually
- Fix the inconsistent date formatting
- Remove the duplicate header rows
- Start reconciling at 3 PM with the review at 9 AM tomorrow.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook that reads your date range and calls ShipEngine's labels API for you, so the reconciliation data lands in the workbook already clean.
Open the SheetXAI sidebar and type:
Pull all voided and purchased ShipEngine labels from last month into my Billing Reconciliation Excel workbook — one row per label with carrier, amount charged, and destination ZIP. Format the ship date as YYYY-MM-DD and include the label ID and tracking number.
SheetXAI calls ShipEngine's labels API, handles pagination, and writes every April label into the workbook with consistent formatting. No dashboard paging, no CSV imports, no date cleanup.
What You Get
One clean tab with all April labels:
- Label ID — the ShipEngine identifier, for cross-referencing disputes
- Tracking number — one per row
- Carrier — e.g. "ups," "fedex," "usps"
- Service code — the specific service used
- Amount charged — the billed cost in dollars
- Destination ZIP — for regional cost analysis
- Ship date — formatted as YYYY-MM-DD
Voided labels are included and identifiable, so you can separate what was actually paid from what was cancelled before use.
What If the Data Is Not Quite Ready
Billing reconciliation always has edge cases. SheetXAI handles the extraction and the analysis in one prompt.
When finance wants a per-carrier cost breakdown in addition to the row-level detail
The CFO wants total spend by carrier, not just the raw label list.
Fetch all ShipEngine labels from April and write the full label detail into the Billing Reconciliation tab with label ID, carrier, service, amount charged, and ship date. Then create a Carrier Summary tab showing total label count and total cost per carrier for the month.
When some labels were refunded and you need to flag them
You need to know which labels have a refund applied so you can net them out.
Fetch all April labels from ShipEngine and write the full detail into the Billing Reconciliation tab. For any label that has a refund recorded in ShipEngine, write 'refunded' into an additional column and include the refund amount.
When the carrier invoice uses a different tracking number format than ShipEngine
The UPS invoice lists tracking numbers with a leading prefix that ShipEngine strips. You need normalized tracking numbers to do a VLOOKUP.
Fetch all April ShipEngine labels and write label ID, tracking number, carrier, service, amount charged, and ship date into the Billing Reconciliation tab. For UPS rows, add the "1Z" prefix to the tracking number in a second column so I can match against the UPS invoice format.
When you want the full reconciliation done in one pass: pull labels, match against the carrier invoice tab, flag discrepancies
Your carrier invoice data is already in a tab called Carrier Invoice with tracking number and billed amount in columns A and B.
Fetch all ShipEngine labels from April and write label ID, tracking number, carrier, service, cost, and ship date into the Billing Reconciliation tab. Then compare the ShipEngine cost for each tracking number against the billed amount in the Carrier Invoice tab. Write 'match', 'over-billed', or 'under-billed' into column G and the dollar difference into column H.
The pattern: pull, compare, and flag in one prompt. The reconciliation is ready before the meeting instead of at it.
Try It
Get the 7-day free trial of SheetXAI and ask it to pull last month's ShipEngine labels into your workbook by date range. The ShipEngine integration is included in every SheetXAI plan. For related workflows, see how to track shipment status across a batch or the ShipEngine in Excel overview.