The Scenario
The PMO analyst inherited a 200-row project task list in Excel and a Trello board that was "kept in sync" by the previous team. Nobody knows if that's actually true. The board transition is next week and the analyst needs to find out: which tasks in the spreadsheet have no Trello card, and which Trello cards were created without a row in the spreadsheet. Both gaps need to surface before the handoff, not during it.
The bad version:
- Export the Trello board to CSV, paste it into the workbook, VLOOKUP task names against card names
- Spend 30 minutes normalizing name formatting before any matches work at all
- Discover that three tasks were renamed in Trello but not in the spreadsheet, causing silent mismatches
Name-matching across two systems by hand is fragile. The analyst shouldn't need to build a reconciliation tool before they can see the gaps.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads your existing task list and pulls the Trello board in the same operation, writing match status back into the workbook so you can see gaps immediately.
The prompt to run:
Get all cards from the Trello board named 'Master Project'. Compare their names to the task names in column A of this sheet. Write 'matched' into column B for tasks that have a corresponding card, and 'no card found' for those that don't. Add rows at the bottom for any Trello cards whose names don't appear in column A, with 'Trello only' in column B.
What You Get
- Column B updated for every row in column A: "matched" or "no card found"
- New rows appended for Trello cards not in the spreadsheet, labeled "Trello only"
- A complete gap view in both directions, inside your existing workbook
What If the Data Is Not Quite Ready
Name formatting differences between the two systems
Get all cards from the Trello board 'Master Project'. Compare card names to task names in column A using case-insensitive matching, ignoring leading/trailing spaces. Write 'matched' or 'no card found' into column B and the exact Trello card name into column C so I can review near-matches.
You need to reconcile by ID, not name
For each row where column B contains a Trello card ID, fetch that card from Trello and confirm it exists. Write 'found' or 'not found' into column C. Then fetch all cards on the board ID in cell A1 and flag any whose ID doesn't appear in column B.
Reconcile across multiple boards
Get all cards from the Trello boards listed in column D of this sheet. Compare all card names to task names in column A. Write match status into column B, noting which board the matched card came from in column C.
Full transition audit with due dates and owners
Get all cards from the Trello board 'Master Project'. Compare card names to column A of this sheet. Write 'matched' or 'no card found' into column B. For matched rows, write the Trello card's due date and assigned members into columns C and D so the transition team can verify ownership.
The reconciliation and ownership data land together — so the handoff meeting starts with answers.
Try It
Get the 7-day free trial of SheetXAI and open the Excel task list you need to reconcile. One prompt compares both systems and flags the gaps in both directions. Also see how to export a full board to a spreadsheet and the Trello hub.