The Scenario
You are a bookkeeper. It is the 15th of the month and your collections routine starts today. You need every PayPal invoice that is unpaid, over $500, and more than 30 days old. You have to get them into a sheet so your collections contact can start calling.
The slow version:
- Open PayPal's invoicing dashboard
- Filter by status: SENT (which in PayPal means sent but not paid)
- Scroll through and look for amounts over $500
- Click into each invoice to check the issue date and calculate days outstanding
- Copy the details to a sheet, one invoice at a time
- Realize PayPal only shows 25 per page and you have to paginate
- Two hours in, you have 18 invoices in the sheet and your coffee has been cold for an hour.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that queries PayPal and builds the filtered report for you, with no dashboard browsing and no pagination.
Open the SheetXAI sidebar and type:
Search PayPal for all invoices with status SENT that are over $500 and have a due date more than 30 days ago. Write matching results — invoice ID, recipient email, amount, due date, and days outstanding — into the Outstanding sheet.
SheetXAI calls PayPal's invoice search API, applies the filters, calculates days outstanding per row, and writes the results into your Outstanding sheet. Your collections contact has a working list before the morning is over.
What You Get
A filtered sheet your collections contact can act on immediately:
- Invoice ID — so they can pull it up in PayPal with one click
- Recipient email — for contact lookup
- Amount — for prioritization
- Due date — when payment was originally expected
- Days outstanding — so the contact can sort by urgency
You do not touch the PayPal dashboard at all. The filter, the pagination, the field extraction — SheetXAI handles all of it.
Want to add a Priority column that flags invoices over $2,000 as HIGH? Add that to the prompt.
What If the Data Is Not Quite Ready
Collections lists always need a bit of shaping before they go to the contact. SheetXAI handles the filtering and the enrichment in the same prompt.
When you also need DRAFT invoices in the list
Some invoices were created but never sent. You want to know about those too, because they represent unbilled revenue.
Search PayPal for all invoices with status SENT that are over $500 and due more than 30 days ago. Also include any DRAFT invoices created more than 60 days ago. Write all results into the Outstanding sheet with an Invoice Status column so the collections team knows which to chase and which to investigate.
When the collections contact wants invoices sorted by client, not by amount
They have a territory split and need to see all invoices per client grouped together.
Search PayPal for all invoices with status SENT over $500 due more than 30 days ago. Write them into the Outstanding sheet sorted by recipient email ascending, then by amount descending within each email group. Include invoice ID, amount, due date, and days outstanding.
When you want to exclude a specific set of clients from the list
A few clients have agreed payment plans — you do not want those flagged for collections this cycle.
Search PayPal for all invoices with status SENT over $500 due more than 30 days ago. Exclude any rows where the recipient email is in this list: client1@example.com, client2@example.com. Write the remaining results into the Outstanding sheet.
When you need the list plus a summary for the collections manager
The manager wants the raw list in one tab and a one-page summary in another showing total outstanding by client and the top 5 balances.
Search PayPal for all invoices with status SENT over $500 due more than 30 days ago. Write the full list to the Outstanding tab with invoice ID, recipient, amount, due date, and days outstanding. Then create a Summary tab grouping by recipient email with total outstanding per client, sorted descending, and highlight the top 5 rows.
The pattern: the API query, the filter logic, and the summary all happen in one prompt. No second pass required.
Try It
Get the 7-day free trial of SheetXAI and connect your PayPal account, then ask it to pull filtered invoice lists straight into your collections sheet. The PayPal integration is included in every SheetXAI plan. See also how to export all invoices for financial reporting or the PayPal in Google Sheets overview.