The Scenario
Every month you export 3,000 contacts from HubSpot for list cleanup. It's part of your RevOps hygiene routine — find the bounce risks, flag the role addresses, delete the dead weight before it drags down the domain score. The export lands in Google Sheets as a tab called "HubSpot Export" with email addresses in column C.
You inherited this workflow from the analyst who left in February. She had a process documented in a Notion page you can't find. What you know is: the results need to land in column D as a three-value label — keep, bounce risk, or delete — and the request has to be done before the 15th because that's when the suppression list goes to the ESP.
The bad version:
- Copy column C into a standalone CSV and upload it to the Mails.so dashboard, then wait for the result file to download
- Open the result file, identify which field maps to "bounce risk" versus "invalid," and build a formula that translates the raw Mails.so output into the three-label system your ESP expects
- Paste the translated labels into column D by hand, row by row, double-checking that the VLOOKUP didn't skip anyone
The 15th is nine days out and this cleanup is one of four things on your plate right now. The mapping formula alone took the previous analyst two hours to build — and she's gone.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the HubSpot export, calls Mails.so for each email through the built-in integration, interprets the validation result, and writes the three-value label directly into column D — no formula translation, no CSV export, no row-by-row manual work.
Validate every email in column C with Mails.so and write "keep" in column D if valid, "bounce risk" if risky, and "delete" if invalid.
What You Get
- Column D fills with one of three values for each row:
keep,bounce risk, ordelete - The logic maps directly to the Mails.so result categories — no intermediate formula step
- Rows where column C is empty are skipped and left blank in column D
- Rows that return an API error are written with
check manuallyso nothing silently falls through
What If the Data Is Not Quite Ready
You also want the specific failure reason logged for any address that isn't "keep"
For each email in column C, call Mails.so validation and write "keep" in column D if valid, "bounce risk" if risky, and "delete" if invalid. For any row that is not "keep," also write the specific failure reason from Mails.so into column E.
Some rows have role addresses like info@ or support@ that your ESP rejects even when the domain is valid
Validate every email in column C with Mails.so. Write "keep" in column D if valid and not a role address. Write "bounce risk" in column D if risky or if the address is flagged as a role address. Write "delete" if invalid.
The export has two email columns — column C is primary and column F is a backup — and you want to fall back to column F when column C is invalid
For each row, validate the email in column C with Mails.so first. If the result is invalid, validate the email in column F instead. Write the label — keep, bounce risk, or delete — into column D based on whichever email validated better.
Clean the email, validate it, label it, and log the mx_found status in one pass
For each email in column C, trim whitespace, validate with Mails.so, write the label into column D (keep/bounce risk/delete), and write the mx_found value from the validation response into column E. This is the full cleanup pass — do all four steps per row.
Four operations, one prompt, one pass through the data.
Try It
Get the 7-day free trial of SheetXAI and open your next HubSpot export, then ask it to validate column C and write the three-value labels into column D. You can also see how to spot-check high-priority prospects individually or review the full Mails.so integration overview.