The Scenario
An agency owner got a compliance reminder from accounting: the Bidsketch account is cluttered with proposals that have been sitting in "Lost" status for over a year. Some of those clients don't exist anymore. The rule going forward is to clean out anything older than twelve months — proposals and, if the client has no other open work, the client record too.
She opened Bidsketch, filtered for Lost proposals, and immediately realized there was no bulk-delete option. One at a time. At least forty records.
The bad version:
- Filter Bidsketch for "Lost" proposals. Click the first one. Check the creation date — older than twelve months. Click "Delete." Confirm the deletion in the modal. Back to the list.
- Check whether the associated client has any other proposals before deleting them too. Navigate to the client record. Scroll through their proposal history. No other proposals — delete the client. Confirm.
- Twelve minutes in, you realize Bidsketch doesn't persist the "Lost" filter after you navigate away to check a client record. You've had to re-apply the filter four times.
Cleanup work on its own has no business value. Every minute spent on it is a minute not spent on something that moves the business forward.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Google Sheet. It reads the sheet and communicates with Bidsketch through its built-in integration — fetching the stale proposals, listing them for your review, and then executing the deletions once you confirm.
Fetch all Bidsketch proposals with status 'lost' and creation date older than 12 months, list them in my sheet, then delete every proposal ID in column A after I confirm the list looks correct
What You Get
- Every qualifying proposal listed in the sheet — proposal ID in column A, client name in column B, creation date in column C — before any deletion happens.
- You review the list and confirm. SheetXAI then deletes each proposal ID in column A.
- For each deletion, column D is updated with "deleted" or an error message.
- The client check is available as a follow-up prompt: ask SheetXAI to delete each client in the list that has no remaining proposals.
What If the Data Is Not Quite Ready
You want to check client proposal counts before deciding which clients to delete
For each client ID in column B of my sheet, check whether that client has any remaining Bidsketch proposals after the deletions in column A. Write the remaining proposal count into column E. Mark column F "delete client" for any client with 0 remaining proposals.
You want to delete both proposals and orphaned clients in a single operation
From the proposal IDs in column A of my sheet, delete each proposal and its client record in Bidsketch if that client has no other proposals remaining. Write the outcome for each row into column D — "proposal deleted + client deleted," "proposal deleted — client kept," or the error.
You want to scope the cleanup to a specific time range
Fetch all Bidsketch proposals with status 'lost' created between January 1, 2024 and December 31, 2024. List them in my sheet with proposal ID, client name, and creation date. Then delete every proposal in the list and write the result into column D.
Fetch stale records, check for orphaned clients, delete everything in scope, and write a summary
Fetch all Bidsketch proposals with status 'lost' and creation date older than 12 months. List them in columns A through C (proposal ID, client name, creation date). For each associated client, check whether they have other proposals remaining — write the count in column D. Delete every proposal in the list. Delete every client where column D is 0. In cell F1, write how many proposals were deleted, how many clients were deleted, and how many clients were retained.
One prompt handles the full audit-and-cleanup sequence.
Try It
Get the 7-day free trial of SheetXAI and open any Google Sheet, then ask it to fetch your stale Bidsketch proposals for review before deleting them. For adding new records after the cleanup, see the guide on syncing a client list from a Google Sheet to Bidsketch, or browse the full Bidsketch integration overview.