The Scenario
You do the accounts receivable reconciliation every Monday morning. The AR aging workbook lives in Excel. Your process: log into Xero, export outstanding invoices to CSV, open the file, reformat the columns, paste into the AR Aging worksheet. It takes the better part of an hour and the board wants it by 9 AM.
The third time you noticed you had pasted over invoices that were actually paid on Friday, you started questioning the entire process.
The bad version:
- You export the Xero invoice CSV and discover the column order is different from last month — again — so you spend 20 minutes remapping headers before you can paste anything
- The days-overdue calculation has to be done in a new helper column using today's date, and if you forget to update it the numbers are wrong
- You paste over last week's data and two invoices that cleared on Friday are still showing as outstanding in your model
Receivables aging only tells you something useful when the data is current. A process that takes an hour and introduces silent errors is not a sustainable foundation for that.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the workbook, understands your AR Aging worksheet structure, and pulls Xero invoice data directly into the columns you are already working with.
Open your AR aging workbook and try this prompt:
List all Xero invoices with status AUTHORISED and put invoice number, contact name, amount due, due date, and days overdue into the AR Aging worksheet starting at row 2 — one row per invoice, sorted by days overdue descending
What You Get
- Every outstanding AUTHORISED invoice lands in the AR Aging worksheet with one row per invoice
- Days overdue is calculated from today and written directly into the column — no formula to maintain
- The list is sorted most-overdue first, so the accounts requiring immediate action are at the top
- Any invoice cleared since the last run is absent — SheetXAI pulls from Xero's live data
What If the Data Is Not Quite Ready
Contact names are coming through as Xero contact IDs, not readable names
List all Xero invoices with status AUTHORISED, resolve each contact ID to the full contact name from Xero, and write invoice number, contact name (not ID), amount due, due date, and days overdue into the AR Aging worksheet — one row per invoice
You need aging buckets added as a column
Pull all outstanding Xero invoices and write them into the AR Aging worksheet with invoice number, contact, amount, due date, and days overdue — add an Aging Bucket column that labels each row as 0-30, 31-60, 61-90, or Over 90 based on days overdue
You need one row per customer with total outstanding, not one row per invoice
List all Xero invoices with status AUTHORISED, group by contact name, and write one row per contact into the AR Summary worksheet: Contact Name, Number of Open Invoices, Total Amount Due, Oldest Invoice Date
Pull outstanding invoices, flag anything over 60 days, and draft a follow-up message per contact
Get all Xero AUTHORISED invoices, write invoice number, contact, amount, and days overdue into columns A through D, in column E write "Overdue 60+" for invoices more than 60 days past due, and in column F write a short follow-up message to the contact referencing the invoice number and balance
One prompt handles the pull, the calculation, the flag, and the message draft.
Try It
Get the 7-day free trial of SheetXAI and open your AR aging workbook with Xero connected, then ask it to pull this week's outstanding invoices. You might also want to look at how to bulk create Xero invoices from an Excel workbook or export bank transactions for reconciliation.