The Scenario
An insurance broker emailed this morning requesting an updated fixed asset schedule for the company's annual policy renewal. The policy requires a complete list of assets with purchase date, original cost, and current book value — all 150 assets, current as of today. The asset register lives in Xero. Your previous schedule is in a Google Sheet that was last updated eight months ago.
The bad version:
- You log into Xero, navigate to Fixed Assets, and find there is no direct CSV export for the full register — you can run reports, but they do not include all the fields the broker needs in one view
- You run two separate reports — the asset list and the depreciation schedule — and try to join them in your sheet by matching asset names, which have changed for 12 assets since the last update
- You spend three hours on what is essentially a data extraction task and send the broker a file you are not fully confident is correct
Fixed asset schedules exist precisely because the data changes over time. When producing the current version costs a half day of work, you stop updating it as often as you should.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the sheet and pulls the complete Xero fixed asset register directly — asset name, dates, cost, depreciation, and book value — in one operation.
Open your fixed asset schedule and try this prompt:
List all Xero fixed assets and write asset name, asset number, purchase date, original cost, accumulated depreciation, and book value into the Asset Register tab starting at row 2 — one row per asset, sorted by asset name ascending
What You Get
- All 150 fixed assets land in the Asset Register tab with one row per asset
- Original cost, accumulated depreciation, and book value come through as separate numeric columns — ready for your insurance broker's template
- The sort by asset name makes it immediately scannable and easy to spot new additions or disposals since the last update
- Book values reflect Xero's current depreciation calculations — no manual formula needed
What If the Data Is Not Quite Ready
You need assets grouped by type (equipment, vehicles, furniture, etc.)
List all Xero fixed assets and write asset name, asset number, asset type, purchase date, original cost, accumulated depreciation, and book value into the Asset Register tab — sorted by asset type first, then asset name within each type
You need only fully depreciated assets for the disposal review
Export all Xero fixed assets where book value is zero and write asset name, asset number, purchase date, original cost, and depreciation date into the Fully Depreciated tab — one row per asset
You need the depreciation rate and estimated remaining life added as columns
Get all Xero fixed assets and write asset name, type, purchase date, original cost, depreciation rate, accumulated depreciation, book value, and estimated remaining life into the Asset Register tab — calculate remaining life as book value divided by annual depreciation amount
Pull the full asset register, flag assets purchased in the last 12 months as "New", and calculate the insurance replacement cost
List all Xero fixed assets with asset name, purchase date, original cost, and book value into the Asset Register tab — in column F write "New" for any asset where purchase date is within the last 12 months — in column G write original cost multiplied by 1.15 as the estimated replacement cost
One prompt handles the extraction, the calculation, and the classification.
Try It
Get the 7-day free trial of SheetXAI and open your asset schedule with Xero connected, then ask it to pull the current register for any insurance renewal or audit request. You might also want to look at how to export Xero bank transactions for reconciliation or pull the Trial Balance for year-end working papers.