The Scenario
You are a marketing manager at an Italian e-commerce brand. The WhatsApp promotional campaign launches in 48 hours. You have 3,000 customer records in an Excel workbook — phone numbers in E.164 format, first names, emails, and a custom field called loyalty_tier — saved to SharePoint and ready to go.
The campaign cannot send to contacts that are not in Spoki. You have 48 hours and no one has done an import at this scale before.
The bad version:
- Save the workbook as a CSV
- Open Spoki's contact importer and map the columns by hand
- Run the import and wait
- Discover 180 rows failed because of phone number formatting
- Go back to the workbook, fix the rows, re-export, re-import
- Repeat until you either get it right or run out of time
- Go into the campaign launch with 2,600 contacts and no idea which 400 are missing.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook that reads the data and handles the Spoki sync, writing the result back per row so you know exactly what happened.
Open the SheetXAI sidebar and type:
Bulk sync all contacts in this workbook to Spoki: column A is phone number in E.164 format, column B is first_name, column C is email, column D is a custom field called loyalty_tier. Write the sync result for each row into column E — use "created", "updated", or the error message.
SheetXAI reads all 3,000 rows, batches the API calls, and writes the per-row result into column E as it goes.
What You Get
A fully synced Spoki contact database with per-row transparency:
- Column E populated for every row — "created," "updated," or a specific error
- Custom field
loyalty_tiercarried in — no manual mapping in the Spoki importer - Batch processing handled automatically — no timeout, no manual chunking
- Failures visible immediately — fix the rows that failed, re-run just those
The error column is what the CSV importer never gives you. When 180 rows fail, you find out by counting missing contacts a day later. With SheetXAI, you see which rows failed before the campaign clock runs out.
What If the Data Is Not Quite Ready
Most contact exports from Excel are not launch-ready. SheetXAI handles cleanup and sync in the same prompt.
When phone numbers are not in E.164 format
The export has numbers like "333 123 4567" instead of "+393331234567."
Normalize all phone numbers in column A to E.164 format with Italian country code +39. Then sync all rows to Spoki with column B as first_name, column C as email, column D as loyalty_tier, and write results into column E.
When some rows are missing the loyalty_tier field
About 200 rows have a blank column D.
For any row where column D is blank, set loyalty_tier to "standard" before syncing. Then bulk sync all contacts to Spoki and write the result into column E.
When there are duplicate phone numbers in the workbook
The export ran twice and some customers appear in two rows.
Deduplicate column A by phone number, keeping the row with the most complete data. Then sync the deduplicated list to Spoki and write results into column E.
When you only want to sync the VIP tier now and batch the standard contacts later
Warm up the VIP tier first, then run the standard contacts in a second wave.
Filter to rows where column D is "VIP". Sync only those contacts to Spoki with phone (A), first_name (B), email (C), loyalty_tier (D). Write sync results into column E. Then write the row numbers of standard-tier contacts into a new tab called "PendingStandard."
The pattern: normalize, sync, record the result — all in one prompt.
Try It
Get the 7-day free trial of SheetXAI and open any contact workbook, then ask it to sync the records to Spoki. The Spoki integration is included in every plan. For related workflows, see how to add contacts to a specific Spoki list or the Spoki in Excel overview.