The Scenario
You are the HR ops lead at a company that just closed a round and is doubling headcount. Starting next Monday, forty-two new employees begin onboarding. Every one of them needs a Brex card.
Before cards can be issued, Brex needs the right departments and job titles set up in the system. You have eight new departments and twelve new job titles listed in a Google Sheet that the HRIS team built last week.
The slow version:
- Open Brex admin, navigate to Settings, then Departments
- Click "Add Department" eight times, one name at a time
- Navigate to Job Titles
- Click "Add Job Title" twelve times
- Spell-check each one against the sheet because you typed "Infrastracture" the first time
- Finish at 6:30 PM on Friday, three hours before the onboarding kickoff email goes out.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI reads the sheet and creates every department and job title in Brex without you clicking through the admin UI once.
Open the SheetXAI sidebar and type:
Create a Brex department for every value in column A of this sheet. Then create a Brex job title for every value in column B. Write "Created" or the error message next to each entry in column C and column D respectively.
SheetXAI reads column A and column B, calls Brex's API for each entry, and writes the result next to every row. Eight departments and twelve job titles, created in under a minute, with a status column you can hand to the HRIS team as confirmation.
What You Get
Two status columns added to your sheet:
- Column C — "Created" or the API error for each department
- Column D — "Created" or the API error for each job title
No missed entries, no typos from manual entry. Whatever is in the sheet is what goes into Brex.
If Brex returns an error for one entry, it shows up in the status column without stopping the rest of the run. You fix that row and re-run just the failed entries.
What If the Data Is Not Quite Ready
Org structure sheets are rarely clean when HR hands them over. SheetXAI can validate and create in the same prompt.
When department names have inconsistent capitalization
The sheet has "engineering," "Engineering," and "ENGINEERING" in different rows. Brex will create three separate departments.
Before creating Brex departments, normalize all values in column A to Title Case. Then create a Brex department for each unique normalized value. Write the status into column C.
When some job titles already exist in Brex
You are adding to an existing org, and some of the job titles in column B are already set up. You do not want to create duplicates.
Check each job title in column B against the existing Brex job titles. For entries that already exist, write "Already exists" in column D and skip creation. For new ones, create them in Brex and write "Created" in column D.
When the sheet also includes locations
Column C has office locations that need to be created in Brex alongside departments and job titles.
Create a Brex department for every value in column A, a job title for every value in column B, and a Brex location for every value in column C. Write the creation status for each in columns D, E, and F respectively.
When the org chart is nested and departments have parent relationships
The sheet has a Parent Department column that needs to be respected when creating the hierarchy.
Read columns A and B. Column A is the department name and column B is the parent department name. Create each department in Brex with the correct parent set. If the parent does not yet exist in Brex, create it first. Write the creation status into column C, noting the order in which departments were created.
The pattern: hand SheetXAI the sheet as-is and tell it what needs to exist in Brex at the end. It figures out the order.
Try It
Get the 7-day free trial of SheetXAI and open the sheet your HRIS team built, then ask it to create the departments and job titles in Brex before onboarding starts. The Brex integration is included in every SheetXAI plan. See also how to bulk-issue Brex cards to new hires or the Brex in Google Sheets overview.