The Scenario
Your company just switched CRMs. The new platform needs a clean import of all your Xero customers — company name, email, phone, account number. Your Xero instance has 600 contacts. The CRM vendor needs the file by Thursday to hit their migration window. It is Tuesday.
You log into Xero and find the Contacts export button. The CSV it gives you includes suppliers, archived contacts, fields you did not ask for, and phone numbers formatted in three different ways.
The bad version:
- You open the CSV, filter out supplier contacts, delete the columns you do not need, and rename the remaining headers to match the CRM's import spec
- The phone number column has numbers formatted as +61 2 9999 0000, (02) 9999-0000, and 029999 0000 — all from the same export — and the CRM's import validator rejects inconsistent formats
- You send the file and the vendor comes back saying 80 rows have missing emails — which you now have to investigate one by one in Xero
An export that requires three hours of manual cleanup before it is usable is not an export — it is a first draft.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads your workbook and pulls Xero contact data directly into the column layout your CRM vendor specified — filtered, formatted, and ready to submit.
Open your CRM import workbook and try this prompt:
Export all Xero contacts where isCustomer is true and write contact name, email, phone, account number, and contact type into the CRM Import worksheet starting at row 2 — one row per contact, sorted alphabetically by contact name
What You Get
- Every Xero customer contact lands in the CRM Import worksheet with one row per record
- Supplier-only contacts are excluded before anything hits the workbook
- The five columns you specified are the only ones written — no extra fields to delete
- Alphabetical sort makes it immediately scannable for obvious duplicates
What If the Data Is Not Quite Ready
You need to flag contacts with missing email addresses before submission
Export all Xero contacts where isCustomer is true and write contact name, email, phone, and account number into the CRM Import worksheet — in column E write "Missing email" for any row where the email field is blank
You need customers and suppliers in separate worksheets
Export all Xero contacts where isCustomer is true into the Customers worksheet with name, email, phone, and account number — then export all contacts where isSupplier is true into the Suppliers worksheet with the same columns
Phone numbers are inconsistently formatted and need normalization
Export all Xero customer contacts with name, email, raw phone, and account number into the CRM Import worksheet — in column E rewrite each phone number in E.164 format (plus sign, country code, digits only), using +61 as the country code for numbers without one
Pull contacts, add outstanding balance, and flag anyone with overdue invoices
Export all Xero contacts where isCustomer is true with name, email, account number, and outstanding balance into the CRM Import worksheet — in column E write "Has overdue invoices" for any contact where outstanding balance is greater than zero
One prompt handles the export, the balance lookup, and the conditional flag.
Try It
Get the 7-day free trial of SheetXAI and open your CRM import workbook with Xero connected, then ask it to pull the full customer list. You might also want to look at how to bulk create Xero contacts from an Excel workbook or export outstanding invoices for AR aging.