The Scenario
A finance analyst needs to categorize every euro of revenue from last quarter by line item type — equipment rental, labor, consumables, transport — to build the revenue breakdown for the board deck. There are 80 invoices and nobody wants to open them one by one.
You have the invoice IDs in column A of the analysis sheet. Rentman has the line items behind each one.
The bad version:
- Export line items from Rentman's reporting module, discover the export is grouped by invoice not by line type
- Reformat the CSV to get one row per line item, fix the description field which has mixed casing from different users who created the invoices
- Try to categorize by description keyword — realize "AV Equipment" and "av equipment" and "A/V Equip." are all the same thing and all categorized differently
Two hours in, the spreadsheet looks worse than when you started.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Google Sheet. It reads the invoice IDs already in your sheet and fetches the line items behind each invoice from Rentman — one row per line — in a single pull.
Fetch all invoice lines for the invoice IDs in column A and write description, quantity, unit price, and VAT amount into columns B through E
What You Get
- One row per invoice line item, invoice ID repeated in column A
- Column B: line item description as it appears in Rentman
- Column C: quantity
- Column D: unit price as a numeric value
- Column E: VAT amount as a numeric value
- Invoices with no line items produce a single row with a note so gaps are visible
What If the Data Is Not Quite Ready
You need the ledger code per line item to map to your chart of accounts
Pull all invoice lines for the invoice IDs in column A and write description, quantity, unit price, VAT amount, and ledger code into columns B through F
Descriptions have inconsistent casing — normalize to title case before writing
Fetch all invoice lines for the IDs in column A, normalize description values to title case, and write invoice ID, description, quantity, and unit price into columns A through D
Some invoice IDs in column A are from a different quarter and should be skipped — note which ones return no lines
Fetch Rentman invoice lines for each ID in column A — if an invoice returns no lines, write NO LINES FOUND in column B for that row — otherwise write description, quantity, and unit price into columns B through D
Full revenue breakdown kill chain: fetch all lines, add a category column based on description keywords, sum by category in a summary tab
Pull all invoice lines for the IDs in column A, write invoice ID, description, quantity, and unit price into columns A through D, then add a Category column E using these rules: descriptions containing Equipment map to Equipment Rental, containing Labor or Crew map to Labor, containing Transport map to Transport, else Other — then in Sheet2 create a summary table with each category and the total unit price
One prompt replaces the manual categorization sprint.
Try It
Get the 7-day free trial of SheetXAI and open the revenue analysis sheet with your invoice IDs — then ask it to pull the line items from Rentman. If you need the invoice-level totals first, the invoice export spoke covers that step.