The Scenario
You are the agency's retention manager. It is the first week of the new quarter and you need a renewal outreach list before your producers' calendars fill up.
You have 200 customer IDs in a Google Sheet. You want every active policy for each customer: policy type, carrier, premium, effective date, and expiration date. Then you want column F flagged wherever the expiration date is within 90 days of today, so your producers know exactly who to call first.
AgencyZoom has a per-customer policy view. It does not have a bulk export that spans 200 customers in one go and calculates expiration windows.
The slow version of Tuesday:
- Open the first customer in AgencyZoom, click Policies
- Note the carrier, premium, and dates, copy them into the sheet
- Open the next customer, repeat
- Twenty customers in, you have 20 rows filled and 180 to go
- Thursday afternoon you have the list done, but the producers have already started calling the wrong clients based on memory
- You finish the list two days after it would have been useful
The fast version is one prompt and you are done before lunch.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that fetches policies for every customer and applies the 90-day flag, so you do not have to open a single AgencyZoom record.
Open the SheetXAI sidebar and type:
For each customer ID in column A, fetch all their active policies from AgencyZoom and write policy type, carrier, premium, effective date, and expiration date into columns B through F. After pulling all policies, flag rows in column G where the expiration date is within 90 days of today so we can prioritize renewal outreach.
SheetXAI iterates through all 200 customer IDs, pulls the policies, writes the five columns, calculates the 90-day window against today's date, and drops the flag in column G. The list is done in one pass.
What You Get
A retention outreach list ready to hand to your producers:
- Policy type, carrier, premium, effective date, and expiration date for every active policy across 200 customers
- A 90-day flag in column G on every row where the policy expires within the window
- Sorted by expiration date ascending if you add that to the prompt
Producers can filter column G to show only flagged rows and start calling. No pivot table, no formula, no secondary step.
Want the list sorted with soonest-expiring policies at the top? Add "sort by expiration date ascending" to the prompt.
What If the Data Is Not Quite Ready
Policy data across 200 customers is never uniform. SheetXAI handles the edge cases and the pull in the same prompt.
When some customers have no active policies
A handful of customer IDs in column A are for prospects who never bound a policy. Their rows should show something informative, not just be empty.
For each customer ID in column A, fetch all active policies from AgencyZoom. For customers with no active policies, write 'No active policies' in column B and leave columns C through G blank. For customers with policies, fill columns B through F and flag column G if expiration is within 90 days.
When you want separate sections for personal lines and commercial lines
The producer team is split: personal lines producers and commercial lines producers. They each want their own list.
For each customer ID in column A, fetch all active AgencyZoom policies. Write all personal lines policies first (starting at row 2), then commercial lines policies below, each section with its own header. In both sections, fill policy type, carrier, premium, effective date, and expiration date, and flag column G where expiration is within 90 days.
When you only want policies expiring in a specific window
The agency is running a targeted 60-day renewal campaign. You only want policies expiring in the next 60 days, not 90.
For each customer ID in column A, fetch all active AgencyZoom policies. Write policy type, carrier, premium, effective date, and expiration date into columns B through F. Only include rows where the expiration date is between today and 60 days from today.
When you need the full chain: pull policies, flag renewals, and add a summary count by carrier
The principal also wants to know which carriers have the most renewals due in 90 days.
For each customer ID in column A, fetch all active AgencyZoom policies and write policy type, carrier, premium, effective date, and expiration date into columns B through F. Flag column G where expiration is within 90 days. Then below the data, create a summary table counting 90-day renewal policies by carrier name, sorted by count descending.
The pattern: instead of pulling the data and then calculating the flag separately, you describe both in one prompt. SheetXAI applies the expiration logic and builds the summary in the same pass.
Try It
Get the 7-day free trial of SheetXAI and paste a list of AgencyZoom customer IDs into a Google Sheet, then ask it to pull the policies and flag the renewals. The AgencyZoom integration is included in every SheetXAI plan. See also how to bulk-create renewal follow-up tasks or the AgencyZoom in Google Sheets overview.