The Scenario
You are an accounts-receivable specialist. The end of the quarter is in three days and your controller wants an AR aging report on the meeting agenda.
Forty-five invoices were issued in the last 90 days. Some are paid. Some are partially paid. Some have had zero activity since they went out. The payment details live in Harvest. Your Google Sheet has invoice IDs in column A, but columns B and C — total paid and most recent payment date — are all blank.
Pulling payment records one by one in Harvest's UI means clicking into each invoice individually and noting what you find. Forty-five invoices, at two minutes each, is ninety minutes of clicking before you can start the analysis.
The bad version of Wednesday:
- Open Harvest, filter invoices to the last 90 days
- Click the first invoice, note total paid and payment date
- Tab back to the sheet, type in the values
- Click the second invoice, get the right tab confused, note the wrong values
- Repeat until you have headache at invoice thirty
- The aging buckets are wrong because you recorded one payment date incorrectly.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that calls Harvest for each invoice's payment records and writes the totals back into the sheet without you clicking through a single invoice.
Open the SheetXAI sidebar and type:
For each invoice ID in column A of my AR Aging sheet, fetch all Harvest payments for that invoice and write the total paid amount into column B and the most recent payment date into column C. If no payments exist, write 0 in column B and "Unpaid" in column C.
SheetXAI queries Harvest's payment records for every invoice in column A and fills in columns B and C. When it is done, you have a complete payment status table without having opened Harvest's UI once.
What You Get
Forty-five rows populated with payment data:
- Column B — total amount paid to date per invoice
- Column C — most recent payment date (or "Unpaid" if no payments exist)
- Data you can immediately use — subtract column B from the invoice total to calculate the outstanding balance
The outstanding balance calculation is the next natural step. Tell SheetXAI to add column D with the balance, sort by days overdue, and add a summary table bucketing invoices into 0-30, 31-60, 61-90, and 90+ days overdue, and it builds the aging report in the same session.
What If the Data Is Not Quite Ready
AR aging data is never just about the payment records. The real analysis involves date math, client context, and bucketing. SheetXAI handles all of it.
When you need the full payment history per invoice, not just the total
The controller wants to see every payment event per invoice, not just the total, because two clients made partial payments.
Pull all payment records for every open Harvest invoice issued since 2026-01-01. Create a new tab called Payments Received. Write invoice number, client name, invoice total, payment amount, and payment date for each payment event — one row per payment, so invoices with multiple payments appear multiple times.
When you need to flag invoices that are past due but not in your existing list
Your sheet only has the forty-five invoices you know about, but there may be older ones you missed.
Pull all unpaid Harvest invoices issued since 2025-10-01 regardless of what is already in my sheet. List them in a new tab called All Outstanding with client name, invoice number, invoice total, issue date, due date, and days overdue. Sort by days overdue descending.
When partial payments need to be flagged separately from fully paid and fully unpaid
The controller treats partially paid invoices as a distinct risk category from fully unpaid ones.
For each invoice ID in column A, fetch total paid from Harvest and write it into column B. In column C, write "Paid" if total paid equals the invoice amount, "Partial" if total paid is greater than 0 but less than the invoice amount, and "Unpaid" if total paid is 0. Sort the sheet by the status in column C with Unpaid first, then Partial, then Paid.
When you want the full aging report built in one pass
No pre-existing list — you want SheetXAI to pull all open invoices, fetch their payments, calculate days overdue, and produce the aging buckets in one go.
Fetch all open Harvest invoices issued in the last 180 days. For each, fetch total payments received. Calculate days overdue as today minus the due date for any invoice not fully paid. Populate a new sheet called AR Aging with columns for client, invoice number, invoice total, amount paid, balance, due date, and days overdue. Add a summary block at the bottom bucketing balances into 0-30, 31-60, 61-90, and 90+ days.
The pattern: instead of clicking through Harvest and manually transcribing payment data, you describe the report shape and SheetXAI builds it from the source records directly.
Try It
Get the 7-day free trial of SheetXAI and open your AR aging sheet, then ask it to fetch payment records for every invoice in your list. The Harvest integration is included in every SheetXAI plan. See also how to bulk-create invoices from a milestones sheet or the Harvest in Google Sheets overview.