The Scenario
Q3 outreach planning starts next week. Your sales manager wants a clean Excel workbook with every lead currently stored in Tomba — sorted, deduped, gaps identified. The request came in at 4:30 PM on a Friday.
You open Tomba, find the export option, and realize it will give you a CSV. You download it, open it in Excel, discover the columns don't match the format your manager asked for, and spend twenty minutes rearranging headers. Then you realize there's no "last contacted" column in the export, and you're not sure if Tomba even tracks that.
The bad version:
- Download the CSV export, open it in Excel, reformat the headers to match what the team expects.
- Notice that the export has 430 rows but you were expecting around 400 — there are duplicates somewhere.
- Manually scan for duplicates by sorting on email address and eyeballing the rows.
- Wonder if you missed any because the list is long and you're doing this at 5 PM on a Friday.
The manager wants to review it Monday morning at 9 AM. You don't have the weekend to keep coming back to this.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It connects to Tomba and pulls all your stored leads directly into the workbook — formatted, ordered, and ready to work with.
Here's the prompt to use:
Export every lead from Tomba into my Excel sheet with one lead per row — include email, full name, list membership, and any custom attributes. Sort by creation date descending, starting at row 2.
What You Get
After running this prompt:
- Row 1 gets auto-populated with headers matching the fields you requested.
- Every Tomba lead appears as its own row starting at row 2.
- The list is sorted newest-first, making it easy to spot recent additions.
- If any leads are missing an email, the email cell is left blank so you can identify the gaps.
What If the Data Is Not Quite Ready
You want to deduplicate by email before writing
The Tomba database might have duplicates if leads were added from multiple sources over time.
Pull all my Tomba leads, deduplicate by email address (keep the record with the earliest creation date), and write the unique leads into my Excel workbook starting at row 2. Columns: ID, First Name, Last Name, Email, Created.
You only want leads created after a specific date
Your Q3 outreach only targets leads added since January 1st — older ones have already been worked.
Pull all my Tomba leads created on or after 2026-01-01 and write them into my Excel sheet starting at row 2. Include ID, first name, last name, email, and creation date.
You want to join the Tomba data with existing workbook data
The CRM sheet in your workbook already has a list of emails in column A. You want to know which Tomba leads are NOT in that list.
Pull all my Tomba leads into a new worksheet called "Tomba Export". Then compare the email column against the emails in column A of the CRM sheet — write "in CRM" or "not in CRM" into column F of the Tomba Export sheet.
Full pipeline: pull leads, deduplicate, compare against CRM, and summarize gaps in one shot
Pull all my Tomba leads into my Excel workbook starting at row 2 (columns: ID, First Name, Last Name, Email, Created). Deduplicate by email. Compare against the emails in column A of the CRM sheet — write "in CRM" or "not in CRM" into column F. Then write a summary in cell H2 showing total leads, duplicates removed, and how many are not yet in the CRM.
One prompt gives you the export, the dedup, and the gap analysis together.
Try It
Get the 7-day free trial of SheetXAI and open any Excel workbook, then ask it to pull your full Tomba lead database so you can audit, sort, and identify gaps before your next outreach cycle. For a related workflow, see bulk creating leads from an Excel workbook, or the full Tomba integration overview.