The Scenario
You manage a team of fifteen people. Each of them has open Firmao tasks — some overdue, some in progress, some blocked. Every quarter, your director wants a workload summary: how many tasks per person, total estimated hours, which tasks are past their due date, which ones have financial cost data attached.
You've been pulling this together manually for the past three quarters. The process starts the same way every time: log into Firmao, filter tasks by status, screenshot or export what you can, paste it into Excel, manually group by assignee, write the summary formulas. It takes most of a Friday.
The bad version:
- Export Firmao tasks to CSV — except the export doesn't let you filter by status, so you get everything, including completed tasks from six months ago.
- Paste into Excel, manually delete the rows you don't need, then sort by assignee column.
- Build a SUMIF to get estimated hours per person — except "estimated hours" isn't a native Firmao field in the export, it's buried in a notes column as free text.
The quarterly review is next Thursday. The time you'd spend reconstructing this from a raw export is time you don't have.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Google Sheet. It reads the spreadsheet and talks to Firmao for you — fetching tasks, grouping them, and writing the summary table directly into the sheet.
Pull all open Firmao tasks with status, assigned user, priority, and due date, then group by assignee and write a summary table to Sheet2
What You Get
- Every open Firmao task written to Sheet1, one row per task, with status, assignee, priority, and due date as separate columns.
- A summary table on Sheet2 with one row per team member — total open tasks, count by priority level, and earliest overdue date.
- Tasks where the due date has already passed marked in a separate column so you can see at a glance who's carrying overdue work.
What If the Data Is Not Quite Ready
You only want tasks overdue by more than a week, with cost data included
Find all Firmao tasks overdue by more than 7 days, list them with responsible user, priority, and any financial cost data attached to the task, and write them to a new tab called 'Overdue Costs' — highlight rows where cost exceeds 500 in orange.
The summary needs to split by department, not just by individual assignee
Pull all open Firmao tasks and group them by department (use the team or group field in Firmao). Write a department-level summary to Sheet2 with total task count and total estimated hours per department.
You need to join task data against a second tab that maps employee names to their manager
Fetch all open Firmao tasks and write them to Sheet1. Then look up each assigned user in the 'Manager Map' tab (column A is name, column B is manager) and add a 'Manager' column to the task list so I can filter by manager in the pivot.
Full kill-chain: clean the export, de-duplicate, calculate hours, and write the director summary
Pull all open Firmao tasks into Sheet1. Remove any duplicates based on task title and assignee. For tasks where estimated hours is blank, default to 2. Group by assignee and calculate total estimated hours per person. Write a clean summary table to Sheet2 with task count, total estimated hours, and number of overdue tasks per person — ready for the quarterly review.
The pattern: cleaning the data and producing the summary is one ask, not two separate operations with a manual step in between.
Try It
Get the 7-day free trial of SheetXAI and open a Google Sheet alongside your Firmao account, then ask it to pull your open tasks and build a workload summary. Also see how to bulk generate Firmao invoices from a sheet or the full Firmao integration overview.