The Scenario
You run sales operations for a wholesale distributor. Your team just switched CRMs. The new CRM vendor needs a clean import file — company name, email, phone, account number, customer flag — formatted to their spec. Your Xero instance has 800 contacts. Your new CRM has zero.
The bad version:
- You log into Xero, go to Contacts, and find the export button — which gives you a CSV with fields you did not ask for, in a column order you did not specify, including suppliers you do not need in the CRM
- You open the CSV, spend time deleting supplier rows, renaming column headers, removing empty fields, and reformatting phone numbers that Xero stored inconsistently
- You send the file to the CRM vendor and they come back asking why 40 rows have missing email addresses — which you now have to investigate one by one in Xero
A contact export should be a starting point, not a project.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads your sheet and pulls Xero contact data directly into the column structure you specify — filtered, formatted, and ready to use.
Open your CRM import sheet and try this prompt:
Export all Xero contacts where isCustomer is true and write contact name, email, phone, account number, and contact type into the CRM Import tab starting at row 2 — one row per contact, sorted alphabetically by contact name
What You Get
- Every Xero customer contact lands in the CRM Import tab with one row per record
- Supplier-only contacts are excluded — the isCustomer filter runs inside Xero before anything hits your sheet
- The five columns you specified are the only columns written — no extra fields cluttering the import
- Alphabetical sort means the file is immediately scannable for duplicates
What If the Data Is Not Quite Ready
Some contacts have missing email addresses — you need to flag them before the CRM import
Export all Xero contacts where isCustomer is true and write contact name, email, phone, and account number into the CRM Import tab — then in column E write "Missing email" for any row where the email field is blank
You need both customers and suppliers but in separate tabs
Export all Xero contacts where isCustomer is true into the Customers tab with name, email, phone, and account number — then export all contacts where isSupplier is true into the Suppliers tab with the same columns
Phone numbers are stored in inconsistent formats and need to be normalized
Export all Xero customer contacts with name, email, raw phone, and account number into the CRM Import tab — then in a new column E rewrite each phone number in E.164 format (plus sign, country code, number, no spaces or dashes), using +1 as the country code for numbers without a country code
Pull the contacts, add outstanding balance, and flag any customer with overdue invoices
Export all Xero contacts where isCustomer is true with name, email, account number, and outstanding balance into the CRM Import tab — then in column E write "Has overdue invoices" for any contact where outstanding balance is greater than zero
One prompt handles the export, the calculation, and the conditional flag.
Try It
Get the 7-day free trial of SheetXAI and open your CRM import sheet with Xero connected, then ask it to pull the full customer list. You might also want to look at how to bulk create Xero contacts from a sheet or export outstanding invoices for AR aging.