The Scenario
Your company provisioned 30 Vapi phone numbers over the past year. Somebody left the team six months ago and the documentation they kept in a Notion doc was last updated in February. Finance is asking for a telephony audit — which numbers you have, which assistants they route to, and whether any numbers are sitting unassigned.
You go to the Vapi dashboard. The phone numbers section lists the numbers. To find out which assistant each one routes to, you have to click into each number individually.
The bad version:
- Open Vapi, navigate to Phone Numbers, click the first number, note the assigned assistant and provisioning date
- Go back to the list, click the next number, repeat 29 more times
- Paste everything into your sheet row by row, try to remember which number you were on when you got interrupted by a Slack message
- Discover three numbers have no assistant assigned and have no idea when that changed
Finance needs the audit by end of week. The Notion doc is not reliable. You are the one who has to produce this.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It pulls your full Vapi phone number inventory through the built-in integration and writes every number's configuration into your sheet at once.
List all Vapi phone numbers and write each number, its assigned assistant ID, provider, and creation date into my Google Sheet
What You Get
- One row per phone number with the number itself, assigned assistant ID, provider, and creation date in separate columns
- Numbers with no assigned assistant appear in the sheet with the assistant ID column blank — immediately visible without any filtering
- The full list populates in a single operation, sorted however Vapi returns them
What If the Data Is Not Quite Ready
You also want the assistant name, not just the ID
List all Vapi phone numbers and write each number, its assigned assistant ID, the assistant name (if assigned), provider, and creation date into my Google Sheet
You want to flag unassigned numbers automatically
List all Vapi phone numbers and write each number, its assigned assistant ID, provider, and creation date into my sheet — add a column marked 'unassigned' for any number with no assistant routing
You need to match each number to a client using a lookup tab
List all Vapi phone numbers and write each number and assigned assistant ID into columns A and B — then use the mapping table in the tab named 'Client Routing' to fill in the client name in column C for each number
Full audit with age and status flags in one shot
List all Vapi phone numbers and write each number, assigned assistant ID, provider, and creation date into my sheet — flag any number created more than 12 months ago as 'review', flag any unassigned number as 'unassigned', and leave the flag column blank for healthy assigned numbers
Combining the inventory pull, the age check, and the status flag in one prompt means the audit sheet is ready to hand to finance without a second pass.
Try It
Get the 7-day free trial of SheetXAI and open a blank Google Sheet, then ask it to pull your full Vapi phone number inventory. For related tasks, see how to export your assistant inventory or export the full call log.