The Scenario
The facilities management company you work for just landed a large government contract. The contract requires 40 subcontractors to be onboarded into Ascora within the week — each one needs a supplier record with company name, contact, email, ABN, and address. The procurement lead hands you a Google Sheet. The deadline is Friday.
The bad version:
- Open Ascora, navigate to Suppliers, click "New Supplier."
- Type in the company name, contact name, email, ABN, and address for row one.
- Repeat for all 40 rows, checking each ABN format against Ascora's validation as you go.
- Discover on row 23 that two suppliers have the same company name with a slightly different legal suffix. Manually resolve which is which.
Forty suppliers is a two-day job at this pace, and the contract work starts Monday.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the supplier data and through its Ascora integration creates or updates supplier records in bulk — matching on company name to avoid duplicates.
For each row in this sheet, create or update an Ascora supplier using column A as the company name, column B as the contact name, column C as the email, column D as the phone, and column E as the ABN. Write the supplier ID into column F.
What You Get
- One Ascora supplier record per sheet row, created or updated.
- The Ascora-assigned supplier ID written into column F.
- Rows that fail validation — malformed ABN, missing required field — surface with an error note rather than silently skipping.
- Existing suppliers matched by company name get their records updated rather than creating duplicates.
What If the Data Is Not Quite Ready
ABNs in the sheet have spaces — Ascora expects them without
Before creating supplier records, clean column E by removing all spaces from ABN values. Then for each row, create or update an Ascora supplier using columns A through E and write the supplier ID into column F.
Contact name and email are combined in column B as "First Last email@example.com"
Split column B into a contact name (column B) and email (column C), shifting phone to column D and ABN to column E. Extract the name as the text before the angle bracket and the email as the address inside the brackets. Then create or update each Ascora supplier using columns A through E and write the supplier ID into column F.
Two rows have the same company name — one is the head company, one is a subsidiary
Before creating records, flag any rows in column A that share a company name with another row. Write 'Duplicate company name — verify' in column G for those rows, and do not create Ascora supplier records for them. For all other rows, create or update the supplier using columns A through E and write the ID into column F.
Government contract crunch: clean ABNs, resolve duplicates, create records, and confirm via write-back
Clean column E by removing spaces from ABN values. Flag any rows where column A duplicates another row, writing 'Review' in column G. For all rows without a 'Review' flag, create or update an Ascora supplier using columns A through E and write the supplier ID into column F. For rows that were flagged, write 'Skipped — manual review needed' in column F. Write 'Done' in column H when the entire operation completes.
That's onboarding 40 suppliers in an afternoon rather than two days.
Try It
Get the 7-day free trial of SheetXAI and open your subcontractor onboarding sheet, then ask SheetXAI to push each row into Ascora as a supplier record. Also useful: pull supplier invoices for reconciliation and bulk import customers. Full context: Ascora integration hub.