The Scenario
The data analyst on the billing team sent you a sheet of 150 customer email addresses at 2 PM with a message: "I need the Zendesk user ID and organization name for each of these by end of day so I can join it to the billing export." The emails are in column A.
You have no idea which of these emails have Zendesk accounts, which ones are registered under slightly different addresses, and which ones don't exist in Zendesk at all. The only way to find out is to look them up.
The bad version:
- Open Zendesk, navigate to the Users section, type the first email into the search bar, find the matching user, note the user ID and organization name.
- Go back. Type the next email.
- At email 40, notice that three of them haven't returned any results — you're not sure if that means the accounts don't exist or if you typed something wrong.
150 lookups. Even at 30 seconds per lookup, that's 75 minutes of search-and-copy work at the end of a full day. The billing analyst needs this for a report that goes to the CFO tomorrow morning.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Google Sheet. It reads the email list and uses the Zendesk integration to look up each user and write the results back to your sheet.
Open the SheetXAI sidebar in the billing join sheet and paste:
For each email address in column A, search for the user in Zendesk and write their user ID, full name, and organization name into columns B, C, and D
What You Get
- Column B: Zendesk user ID for each matched email.
- Column C: Full name as registered in Zendesk.
- Column D: Organization name — not org ID.
- Emails that didn't return a match get 'not found' in column B so the billing analyst knows which accounts need manual follow-up.
150 lookups in one pass. No search bar clicking.
What If the Data Is Not Quite Ready
Some email addresses have minor formatting issues
For each email in column A, normalize the email (trim whitespace, lowercase) before searching Zendesk. Write user ID, full name, and organization to columns B, C, and D. If not found, write 'not found' in column B
Normalization before the search so minor formatting issues don't produce false negatives.
You need to look up by email but also handle aliases
For each email in column A, search Zendesk users by email. If no direct match, also check for users with that domain as their organization domain. Write user ID, name, org, and match type ('direct' or 'domain match') to columns B through E
Domain-fallback matching for emails that aren't registered directly.
You also need the user's role and account creation date
For each email in column A, look up the Zendesk user and write user ID, full name, organization name, role, and account created date to columns B through F. Write 'not found' in column B if no match exists
Richer user profile returned in the same lookup.
Full billing join package
For each email in column A, look up the Zendesk user and write user ID, full name, organization name, and role to columns B through E. Mark any email not found in column F. On a separate 'Not Found' tab, list all emails that returned no Zendesk match for manual follow-up
Join-ready data for found users, flagged list for missing ones — one prompt, billing report ready before the morning.
Try It
Get the 7-day free trial of SheetXAI and open your billing join sheet with customer emails in column A. Related: export the full user directory if you need a broader user pull, or return to the Zendesk integration guide.