The Scenario
A direct mail agency manages 30 client accounts, each with its own Postalytics setup. Account managers are heading into Q3 planning and nobody knows, off the top of their head, how many contact lists exist across all those accounts, what they're named, or how many contacts each one holds. Someone suggested exporting list data client by client, but there are 30 clients and each one has between 3 and 12 lists.
The bad version:
- Log in to the first client's Postalytics account, navigate to contact lists, screenshot or manually copy the list names and item counts into a spreadsheet.
- Repeat for 29 more accounts. Lose track of which tab belongs to which client around account 11. Realize around account 19 that you didn't capture the creation dates, which the planning team also needs.
- Spend the rest of the afternoon doing data entry that a junior coordinator was supposed to do, except the junior coordinator is already on another account.
The planning meeting is tomorrow morning. This was supposed to take an hour.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads your Postalytics account and pulls the full contact list inventory in one operation — no UI navigation, no account switching, no manual copying.
Fetch all Postalytics contact lists for my account and write each one into a new sheet called 'List Inventory' with columns for list ID, list name, item count, and creation date.
What You Get
After running that prompt:
- A new 'List Inventory' sheet appears with one row per Postalytics contact list.
- Each row has the list ID, list name, item count, and creation date pulled directly from the API.
- The data is sorted in the order Postalytics returns it, ready for the account managers to sort and filter however they need.
- Any lists with zero contacts show up clearly, making it easy to spot dead lists before the planning conversation.
What If the Data Is Not Quite Ready
The team wants the lists sorted by item count to spot the biggest audiences first
Fetch all Postalytics contact lists for my account, write them into a new 'List Inventory' sheet with list ID, list name, item count, and creation date, then sort the rows by item count descending.
Lists with fewer than 50 contacts need to be flagged for review
Small lists may be stale or duplicates of larger ones.
Fetch all Postalytics contact lists, write them into a new 'List Inventory' sheet with list ID, list name, item count, and creation date, then highlight any row where the item count is below 50 in orange.
The team also needs to know which lists were created in the last 90 days
Recent lists might be from active campaigns and shouldn't be archived.
Fetch all Postalytics contact lists and write them into a new 'List Inventory' sheet with list ID, list name, item count, and creation date. Mark any list created in the last 90 days with 'Recent' in a new column E.
Full inventory with sorting, flagging, and recency markers in one pass
Fetch all Postalytics contact lists and write them into a new 'List Inventory' sheet with list ID, list name, item count, and creation date. Sort by item count descending. Highlight rows with fewer than 50 contacts in orange. Mark lists created in the last 90 days with 'Recent' in column E.
One prompt, full picture. The planning meeting has actual numbers to work from.
Try It
Get the 7-day free trial of SheetXAI and open any Google Sheet, then ask it to pull your complete Postalytics contact list inventory before your next planning cycle. For related workflows, see the article on exporting contacts for audit, or the hub overview for all four connection methods.