The Scenario
The PMO analyst inherited a 200-row project task list in Excel and a Trello board that was supposedly kept in sync with it. They need to find out if that's actually true — which tasks in the spreadsheet have no Trello card, and which Trello cards were created without a corresponding spreadsheet row. The board handoff is next week and nobody wants to discover the gaps mid-transition.
The bad version:
- Export the Trello board to CSV, paste it into the spreadsheet, use VLOOKUP to match card names to task names
- Spend 30 minutes cleaning up name formatting differences before any matches work at all
- Discover that some tasks were renamed in one place but not the other, so the match fails silently
Name-matching across two systems is brittle. The analyst shouldn't have to build a reconciliation tool before they can see where the gaps are.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads your existing task list and pulls the Trello board data in the same operation, writing match status back into the sheet so you can see gaps immediately.
The prompt to run:
Get all cards from the Trello board named 'Master Project'. Compare their names to the task names in column A of this sheet. Write 'matched' into column B for tasks that have a corresponding card, and 'no card found' for those that don't. Then add rows at the bottom for any Trello cards whose names don't appear in column A, with 'Trello only' in column B.
What You Get
- Column B updated for every row in column A: "matched" or "no card found"
- New rows appended at the bottom for Trello cards not in the spreadsheet, labeled "Trello only"
- A complete gap picture in both directions, in your existing sheet layout
What If the Data Is Not Quite Ready
Task names have slight formatting differences between the two systems
Get all cards from the Trello board 'Master Project'. Compare card names to task names in column A of this sheet using case-insensitive matching and ignoring leading/trailing spaces. Write 'matched' or 'no card found' into column B, and note the exact Trello card name in column C so I can review near-matches.
You need to reconcile by ID, not name
For each row in this sheet where column B contains a Trello card ID, fetch that card from Trello and confirm it exists. Write 'found' or 'not found' into column C. Then fetch all cards on the board ID in cell A1 and flag any whose ID doesn't appear in column B.
You want to see the reconciliation across multiple boards
Get all cards from the Trello boards listed in column D of this sheet. Compare all card names to the task names in column A. Write match status into column B, noting which board the matched card came from in column C.
Full transition audit with dates and owners
Get all cards from the Trello board 'Master Project'. Compare card names to column A of this sheet. Write 'matched' or 'no card found' into column B. For matched rows, write the Trello card's due date and assigned members into columns C and D so the transition team can verify ownership alongside the match.
The reconciliation and the ownership data land together — so the handoff meeting starts with answers, not more questions.
Try It
Get the 7-day free trial of SheetXAI and open the task spreadsheet you need to reconcile. One prompt compares both systems and flags the gaps. Also see how to export a full board to a spreadsheet and the Trello hub.