The Scenario
You are a freelance consultant. Every Monday morning at 8 AM you sit down with a coffee and a blank Google Sheet to figure out who owes you money.
You have 22 open invoices across twelve clients in FreeAgent. Some are current, some are a week late, three are over thirty days past due and you have not chased them yet because you could not remember which ones they were.
The bad version of this Monday:
- Open FreeAgent, navigate to Invoices, filter by status
- Export to CSV
- Open the CSV in a separate tab
- Copy columns across to your tracking sheet, reorder them to match your layout
- Calculate days past due manually with a DATEDIF formula referencing today's date
- Realize the export did not include the invoice reference column, go back and re-export
- It is 9:15 AM and you have not started the actual work.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that reads your sheet and connects to FreeAgent, so you get a live AR snapshot without the export-paste-calculate loop.
Open the SheetXAI sidebar and type:
List all FreeAgent invoices with status open or overdue and write client name, invoice reference, total, and due date into columns A through D. In column E, calculate how many days past due each invoice is based on today's date. Sort the rows by days past due, descending.
SheetXAI calls FreeAgent, pulls the current open invoice list, calculates the days column inline, sorts by urgency, and writes everything into the sheet. You are looking at a current AR snapshot in under a minute.
What You Get
A live AR tracker with:
- Column A — client name
- Column B — FreeAgent invoice reference number
- Column C — total amount due
- Column D — due date
- Column E — days past due (negative means not yet due, positive means overdue)
The rows are sorted by urgency, so the most overdue clients are at the top. You know immediately who to chase first.
Run the same prompt next Monday. SheetXAI queries the current state of your invoices, not a stale export, so the list reflects payments received over the weekend.
What If the Data Is Not Quite Ready
Most real AR situations are messier than a clean invoice list. SheetXAI handles variations in the same prompt.
When some invoices are marked draft instead of sent
A few invoices are still in draft and should not be in the AR tracker.
List all FreeAgent invoices with status open or overdue — exclude any with status draft. Write client name, invoice reference, total, and due date into columns A through D and calculate days past due in column E.
When you want to group overdue invoices separately
Your sheet has two sections: current invoices above a divider row, overdue below it.
List all open FreeAgent invoices and write client name, invoice reference, total, and due date into columns A through D with days past due in column E. Then put a blank divider row and repeat the same structure for all overdue invoices separately so I can see current and overdue at a glance.
When you also want a total per client
You have clients with multiple open invoices and you want a per-client total at the bottom.
List all open and overdue FreeAgent invoices into columns A through E with days past due calculated. After the last row, add a summary section grouped by client name showing total amount outstanding per client.
When you want the full pipeline: pull, calculate, flag, and highlight
You want the tracker but also want any invoice over 60 days flagged for a different action.
List all open and overdue FreeAgent invoices into columns A through D. Calculate days past due in column E. In column F, write 'CHASE NOW' for any invoice more than 60 days overdue, 'FOLLOW UP' for 14-60 days, and leave blank for anything current. Sort by column E descending so the worst accounts are at the top.
The pattern: instead of filtering in FreeAgent and formatting in Sheets separately, you describe the final state of the tracker in one prompt and SheetXAI handles both.
Try It
Get the 7-day free trial of SheetXAI and open a Google Sheet, then ask it to pull your current FreeAgent open invoices with days past due calculated. The FreeAgent integration is included in every SheetXAI plan. See also how to create FreeAgent invoices in bulk from a billing sheet or the FreeAgent in Google Sheets overview.