The Scenario
You are a VP of Sales. Every Monday at 9 AM your team runs a pipeline review. The agenda is the same every week: every open deal, its stage, value, owner, and expected close date, annotated with commentary from each rep.
Apollo is the system of record. But the call is easier when everyone can see the data in a shared Google Sheet, add notes in a side column, and sort by close date without leaving the tab.
The problem: by Sunday night, someone has to pull the data.
The slow version of Sunday night:
- You log into Apollo, filter deals to open, export to CSV
- Import the CSV into the sheet, but it has different column names than last week's version
- The annotation column your team added last week got wiped because the import replaced the whole tab
- You paste the old annotations back manually from a backup tab you keep just for this
- Monday's 9 AM starts with a sheet that is half last week's data and half this week's.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that pulls the live deal data from Apollo and writes it into the right rows without touching the annotation column your team maintains.
Open the SheetXAI sidebar and type:
Pull all open deals from Apollo and write deal name into column A, stage into column B, deal value into column C, owner name into column D, and expected close date into column E. Sort by close date ascending. Do not overwrite anything in column F — that is the team commentary column.
SheetXAI fetches the current pipeline from Apollo and writes it into columns A through E, leaving column F alone. The team's annotations survive intact.
What You Get
A live pipeline sheet with:
- Column A — deal name
- Column B — current stage
- Column C — deal value
- Column D — owner
- Column E — expected close date, sorted ascending
- Column F — team commentary, untouched
The sheet reflects Apollo's current state, not a Friday export. Deals that closed over the weekend are gone. New deals that were created Monday morning are there.
Need to add a priority score column based on value and days to close? Add it to the same prompt. SheetXAI runs the calculation after pulling the data.
What If the Data Is Not Quite Ready
Pipeline data from Apollo has its own messiness. SheetXAI handles filtering and analysis alongside the pull.
When you only want deals closing this quarter
The full pipeline has deals with close dates in Q3 and Q4. The Monday call focuses on what closes by June 30.
Pull all open Apollo deals with a close date on or before June 30, 2026. Write deal name, stage, value, owner, and close date into columns A through E, sorted by close date. Do not overwrite column F.
When you want deals grouped by owner for the review
The call reviews by rep, not by close date.
Pull all open Apollo deals and write deal name, stage, value, owner, and close date into columns A through E. Sort first by owner name alphabetically, then by close date within each owner's block. Do not overwrite column F.
When you want a deal health score added alongside the pull
Leadership wants a quick signal on which deals are at risk: deals in the same stage for more than 30 days flag red.
Pull all open Apollo deals and write deal name, stage, value, owner, close date, and stage last updated date into columns A through F. In column G, write "At risk" for any deal where the stage has not changed in more than 30 days, and "On track" for everything else. Do not overwrite column H.
When you want the pull, the scoring, and a summary for the weekly email in one shot
The VP wants the sheet updated and a three-sentence pipeline summary she can paste into the Monday morning Slack message.
Pull all open Apollo deals and write deal name, stage, value, owner, and close date into columns A through E. Sort by close date. Score each deal in column F: 1 to 10, based on deal value and days remaining. Then write a three-sentence pipeline summary in cell H1 covering total open value, the three highest-value deals, and any deals at risk of slipping past quarter end.
The pattern: pulling the data and analyzing it are one operation. The sheet is ready and the summary is written before the call starts.
Try It
Get the 7-day free trial of SheetXAI and open the sheet where your team does its pipeline review, then ask it to pull open deals from Apollo. The Apollo integration is included in every SheetXAI plan. For related workflows, see how to bulk-update contact stages from a sheet or the Apollo in Google Sheets overview.