The Scenario
You are a freelance designer. It is the 15th of the month and you have been invoicing clients through Square all year. Some pay fast. Some do not.
You have no idea right now how many invoices are outstanding, for how much total, or which clients are past due. You need an Excel workbook with every open invoice — invoice ID, recipient name, total, status, and due date — so you can send follow-up emails today without missing anyone.
The bad version:
- Log into Square's Invoices section, set filter to "Unpaid"
- Read each invoice off the screen
- Switch to Excel, type in the details
- Go back to Square, click the next invoice
- Twelve invoices in, you are not sure if you already entered that one.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook that queries your Square invoices and writes every record to the workbook, so you are not toggling between the dashboard and the workbook manually.
Open the SheetXAI sidebar and type:
List all Square invoices for my main location and write each invoice's ID, recipient name, total amount, status, and due date into the Invoices tab of this workbook. Sort by due date ascending so the most overdue invoices are at the top.
SheetXAI calls Square's invoices endpoint, handles pagination, and writes every invoice to the Invoices tab sorted by due date. The most urgent items are at the top.
What You Get
A clean invoice tracker in the Invoices tab:
- Invoice ID — the Square reference for following up or pulling the PDF
- Recipient name — the client name from the invoice
- Total amount — what is owed
- Status — UNPAID, OVERDUE, PARTIALLY_PAID, SCHEDULED, etc.
- Due date — sorted ascending so the most urgent items are first
Nothing is missing and nothing is duplicated. SheetXAI handles pagination across your full invoice history, so you are not limited to one screen's worth of data.
Once the data is in the workbook, you can filter to OVERDUE only, add a "Followed up" column, or sort by amount to prioritize the largest outstanding balances.
What If the Data Is Not Quite Ready
Invoice exports from Square have common variations. SheetXAI handles them in the same prompt.
When you only want unpaid or overdue invoices
The full list includes paid and scheduled invoices you do not need to follow up on.
List all Square invoices where status is UNPAID or OVERDUE. Write invoice ID, recipient name, total amount, status, and due date into the Invoices tab. Sort by due date ascending.
When you want to add a days-overdue column for triage
You want to sort by urgency, not just by date.
List all Square invoices with status UNPAID or OVERDUE. Write invoice ID, recipient name, total, due date, and days overdue into the Invoices tab. Calculate days overdue as today's date minus the due date — use 0 for invoices not yet past due. Sort by days overdue descending.
When your accountant also needs the total outstanding amount by client
The line list is useful for follow-up but the accountant wants a summary too.
List all unpaid and overdue Square invoices and write invoice ID, recipient name, amount, and due date into the Detail tab. Then in the Summary tab, show total outstanding amount per client sorted by total descending.
When you need to pull, categorize, and prioritize in one shot
You want a complete picture with each invoice labeled by urgency so you can work through the follow-up call list systematically.
Pull all Square invoices that are not PAID or CANCELED. Write invoice ID, recipient name, amount, due date, and status into the Invoices tab. Add a Priority column: "Critical" for more than 30 days overdue, "High" for 15 to 30 days overdue, "Normal" for less than 15 days overdue, "Upcoming" for invoices not yet due. Sort by Priority with Critical first.
The pattern: describe the output you need, including any derived columns, and SheetXAI builds it from the raw Square data in one pass.
Try It
Get the 7-day free trial of SheetXAI and pull your outstanding invoices into a workbook before your next follow-up session. The Square integration is included in every SheetXAI plan. For related workflows, see how to export Square payment history into Excel or the Square in Excel overview.