The Scenario
You are a customer success manager. Over the past two weeks, 25 refund requests have come in and been approved by the product team. They are all sitting in a Google Sheet — customer ID in column A, original invoice amount in column B, reason in column C, and approval status in column D.
Finance needs draft credit notes in Altoviz for all 25 before they can process the refunds. Their deadline is end of business today. It is 11 AM.
The bad version of this morning:
- Open Altoviz → Sale → Credit Notes → New
- Find the customer by ID
- Enter the invoice amount
- Enter the reason
- Save as draft
- Go back to the sheet. Next row.
- Repeat 25 times
- Discover on row 19 that you entered the wrong amount because you were copying from the wrong column
- Finance sends you a message at 4:30 PM asking where the credit notes are.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Google Sheet that reads each approved refund row, creates the draft credit note in Altoviz, and writes the credit note ID back into the sheet — so finance has a full audit trail without chasing you.
Open the SheetXAI sidebar and type:
Create a draft credit note in Altoviz for each row in my "Refund Requests" sheet using the customer ID in column A and the original invoice amount in column B. Write the new credit note ID into column C.
SheetXAI reads the sheet, creates each credit note in Altoviz as a draft, and writes the credit note ID into column C row by row. Finance opens Altoviz and sees 25 draft credit notes waiting for approval. Column C of your sheet has the IDs in case anything needs to be traced.
What You Get
A complete credit note batch created from one prompt:
- 25 draft credit notes in Altoviz — one per approved refund row, each linked to the correct customer
- Credit note IDs in column C — so you can cross-reference from the sheet to Altoviz at any time
- Draft status — finance reviews and approves, they do not appear as sent until someone confirms them
"Draft" is the right status here. You are creating the record, not sending the credit note. Finance is the approver. The workflow is preserved — you do the bulk creation, they do the review.
What If the Data Is Not Quite Ready
Refund request sheets from customer success teams tend to have a few complications. SheetXAI handles them in the same prompt.
When only some rows are approved
The sheet has 40 rows total, but only 25 have "approved" in column D. The rest are still pending review.
For every row where column D says "approved", generate an Altoviz sale credit note using the customer ID in column A and the amount in column B. Write the credit note ID into column E and the status into column F. Skip rows where column D is not "approved."
When the refund amount is partial, not the full invoice
Some refunds are for 50% of the invoice, not the full amount. The sheet has a "refund amount" column separate from the original invoice amount.
For each approved row in my "Refund Requests" sheet, create a draft Altoviz credit note using the customer ID in column A and the refund amount in column E (not the original invoice amount in column B). Write the credit note ID into column C.
When you need to include the refund reason on the credit note
Altoviz credit notes support a description field. Finance wants the reason visible on the note, not just in your internal sheet.
For each approved row in my "Refund Requests" sheet, create a draft Altoviz credit note using customer ID from column A, amount from column B, and reason from column C as the credit note description. Write the new credit note ID into column D.
When you need the batch summary for the finance sign-off email — IDs, totals, and a count — all from one prompt
Finance wants a summary they can paste into the approval email. You used to write this manually after creating the notes one by one.
Create a draft Altoviz credit note for each row where column D says "approved." Use customer ID from column A and amount from column B. Write credit note IDs and statuses into columns E and F. At the bottom of the sheet, add a summary row showing: total credit notes created, total refund amount, and a count of rows skipped (not approved).
The pattern: the batch creation, the write-back, and the summary come from one prompt. Finance gets everything they need to approve without a follow-up email from them or you.
Try It
Get the 7-day free trial of SheetXAI and open any refund request or credit note tracker sheet, then ask it to create the Altoviz credit notes and write the IDs back. The Altoviz integration is included in every plan. For related workflows, see how to bulk-create customers and invoices from a sheet or the Altoviz in Google Sheets overview.