The Scenario
There's a call in two hours with the warehouse team. The question on the table: which equipment items are oversubscribed across the 25 events happening in the next six weeks, and by how much?
You have a list of project IDs in column A of a planning sheet. Rentman has the equipment line items for each one. Nobody has assembled the cross-project view yet.
The bad version:
- Open each project in Rentman one at a time, check the equipment tab, copy the line items into the sheet
- After project 8, the column structure you used for project 1 doesn't match the export format for project 8 because someone renamed a field
- Spend 30 minutes normalizing the rows before you can even start looking for double-bookings
The warehouse manager is going to ask the same question every month. This process does not scale to a monthly cadence.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It can read the project IDs in your sheet and fetch the equipment line items for each one from Rentman — in a single operation.
For each project ID in column A, fetch the linked equipment items from Rentman and write equipment name and quantity needed into columns B and C next to each project
What You Get
- One row per equipment-project combination, with the project ID repeated in column A
- Column B: equipment item name
- Column C: quantity planned for that project
- If a project has no equipment assigned yet, that row is skipped with a note in a status column
- The flat structure lets you sort or pivot by equipment name to immediately see which items appear across multiple projects
What If the Data Is Not Quite Ready
You need the planned rental period per item to assess overlap, not just quantity
For each project ID in column A, pull equipment items from Rentman and write equipment name, quantity, planned start date, and planned end date into columns B through E
Some project IDs in column A are blank or invalid — skip them and flag the issue
Fetch Rentman equipment for each non-blank project ID in column A, write equipment name and quantity into columns B and C, and write ERROR in column B for any ID that returns no result from Rentman
You need a summary tab showing total quantity booked per equipment item across all projects
Pull all equipment line items for the project IDs in column A, write the full detail into Sheet1 columns A through C, then in Sheet2 create a summary with unique equipment names in column A and the total quantity booked across all projects in column B
Full demand analysis kill chain: fetch all equipment, flag items booked more than 5 times as HIGH DEMAND, sort by booking count descending
Fetch all Rentman equipment line items for every project ID in column A, write project ID, equipment name, and quantity into columns A through C, count how many projects each equipment item appears in and put that in column D, and mark any item appearing in more than 5 projects as HIGH DEMAND in column E — sorted by column D descending
The warehouse team gets the full picture in one prompt. No row-by-row lookups, no pivot table setup from scratch.
Try It
Get the 7-day free trial of SheetXAI and open the planning sheet with your Rentman project IDs — then ask it to build the equipment demand table. The upcoming projects spoke covers pulling the project list in the first place if you need to start there.