The Scenario
You are a sole trader. You have 180 contacts in FreeAgent — clients and suppliers accumulated over four years. You also have a Mailchimp subscriber list.
Your accountant told you last week that you are missing VAT information for some suppliers. Your marketing consultant told you that half your clients are probably not on your mailing list. You need a Google Sheet that shows the full contact picture so you can work through both problems at once.
The slow version:
- Export contacts from FreeAgent as CSV
- Export subscribers from Mailchimp as CSV
- Open both in Google Sheets
- Write a VLOOKUP or MATCH formula to find contacts in both lists
- Realize FreeAgent exports names in "First Last" format and Mailchimp has them in separate columns
- Fix the format mismatch, re-run the lookup
- Forty minutes in and you have not found a single gap yet.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that can pull FreeAgent contacts and cross-reference them against your existing sheet data in one pass.
Open the SheetXAI sidebar and type:
List all contacts from FreeAgent and write contact type, name, email, and phone into columns A through D. Then compare the email address in column C against column F of my existing CRM sheet and write 'in both', 'FreeAgent only', or 'CRM only' in column E for each row.
SheetXAI pulls all 180 FreeAgent contacts, writes them into the sheet, and runs the cross-reference against your existing data in column F. You have a complete gap analysis in one pass.
What You Get
A contacts comparison sheet with:
- Column A — contact type (client, supplier)
- Column B — contact name
- Column C — email address from FreeAgent
- Column D — phone number
- Column E — 'in both', 'FreeAgent only', or 'CRM only' for each contact
Filter column E to 'FreeAgent only' to see every contact missing from your mailing list. Filter to 'CRM only' to see subscribers with no FreeAgent record. The gap analysis is done before you have finished your coffee.
What If the Data Is Not Quite Ready
Contact deduplication is always messier than it looks on paper.
When email addresses have inconsistent capitalization
FreeAgent has David@client.com and your CRM has david@client.com — the same person, but a case-sensitive match would miss it.
List all FreeAgent contacts and write contact type, name, email, and phone into columns A through D. Convert all email addresses in column C to lowercase before comparing against column F of the CRM sheet. Write 'in both', 'FreeAgent only', or 'CRM only' in column E.
When you want to see only supplier contacts for the VAT audit
You only need to work through suppliers — clients can wait for the mailing list exercise.
List all FreeAgent contacts where contact type is 'Supplier'. Write name, email, and phone into columns A through C. In column D, write 'MISSING EMAIL' for any supplier with a blank email address, since those will need to be chased for VAT details.
When you want to split the output into two sections: clients above, suppliers below
Your accountant wants to see them separately on the same sheet.
Pull all FreeAgent contacts and split them into two sections in this sheet. Clients first (columns A through D, rows 2 onward), then a blank divider row, then suppliers (same column layout). Within each section, sort alphabetically by name.
When you want the full reconciliation: pull contacts, cross-reference, flag missing emails, and generate a chase list
You want the full picture and also a ready-to-use list of who to email about missing information.
Pull all FreeAgent contacts and write contact type, name, email, and phone into columns A through D. Compare the email in column C against column F of the CRM sheet and write the match status in column E. In column F, write 'CHASE FOR EMAIL' where column C is blank. After the full contact list, add a summary section showing: total FreeAgent contacts, total with email matches, total FreeAgent-only, total CRM-only, and total with no email on file.
The pattern: instead of doing the export and the cross-reference as two separate operations, you describe the final sheet you need and SheetXAI handles the FreeAgent pull and the comparison in one pass.
Try It
Get the 7-day free trial of SheetXAI and open a Google Sheet with your existing CRM data in column F, then ask it to pull all FreeAgent contacts and cross-reference them. The FreeAgent integration is included in every SheetXAI plan. See also how to bulk-create FreeAgent contacts from a spreadsheet or the FreeAgent in Google Sheets overview.