The Scenario
You are an accounts-receivable specialist. It is the last Friday of the month and your manager wants the overdue invoice list on her desk by noon for the collections call at 1 PM.
You have 45 overdue invoices sitting in Zoho Inventory. You need them in a Google Sheet — invoice number, customer name, amount due, due date, and days overdue — so she can prioritize who to call.
The bad version of this Friday:
- You log into Zoho Inventory and navigate to the invoices screen
- You filter by status "overdue"
- You export to CSV
- You open the CSV in Sheets, find the date columns are text strings
- You calculate "days overdue" manually in a new column using a formula
- You delete the eight columns you do not need
- You sort by days overdue descending
- It is 11:47 AM, you have not eaten, and your manager is already in her office.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that pulls the overdue invoices from Zoho Inventory, calculates days overdue, and writes everything into the sheet in the order your manager needs it.
Open the SheetXAI sidebar and type:
List all unpaid Zoho Inventory invoices and write invoice number, customer name, invoice date, due date, and balance due into this sheet. Add a column calculating days overdue as of today for each invoice. Sort by days overdue descending so the oldest unpaid invoices are at the top.
SheetXAI pulls the invoices, calculates days overdue on each, and writes the sorted list into the sheet. Your manager has what she needs before noon.
What You Get
A clean sheet with:
- Invoice number, customer name, invoice date, due date, and balance due — pulled from Zoho Inventory
- Days overdue — calculated against today's date, with the worst offenders at the top
- Sorted descending by days overdue — collections priority is built in
The oldest debts are visible immediately. Your manager does not have to sort or filter anything before the 1 PM call.
If she wants to add a "call notes" column next to each row during the call, the sheet is already structured for it. SheetXAI put the data in; the team works from there.
What If the Data Is Not Quite Ready
AR data from Zoho Inventory does not always map cleanly to what collections teams need. SheetXAI handles transformations in the prompt.
When you need to group invoices by customer for the collections call
Your manager works through customers one at a time, not invoice by invoice. She wants all invoices for the same customer grouped together.
List all unpaid Zoho Inventory invoices. Group by customer name — all invoices for the same customer should appear together. Within each customer group, sort by due date ascending. Write invoice number, due date, days overdue, and balance due into this sheet. Add a subtotal row showing total balance due per customer.
When you want to separate invoices by age bucket
The collections strategy is different for invoices overdue by 1-30 days versus 31-60 versus 60-plus.
List all unpaid Zoho Inventory invoices. Add a column labeling each invoice by age bucket: "1-30 days," "31-60 days," or "60+ days" based on days overdue. Sort by age bucket (60+ first) and within each bucket by balance due descending. Write all columns into this sheet.
When you want to exclude customers on a payment plan
Three of your overdue customers have negotiated payment plans and should not appear on the chase list this cycle.
List all unpaid Zoho Inventory invoices. Exclude invoices for customers named "Brennan & Co," "Whitfield Group," and "Dalton Supplies" — those accounts have active payment plans. For all other overdue invoices, write invoice number, customer, due date, days overdue, and balance due into this sheet, sorted by days overdue descending.
When you need the list plus a summary paragraph for the manager's briefing note
Your manager also wants a one-paragraph summary she can paste into the executive update before the call.
List all unpaid Zoho Inventory invoices. Calculate total AR balance outstanding, average days overdue, and identify the top three customers by balance due. Write the full invoice list into this sheet sorted by days overdue descending. Then write a one-paragraph summary at the top of the sheet covering total balance, average days overdue, and the three largest accounts.
The pattern: one prompt handles the pull, the calculation, the sorting, and the analysis. The manual Friday scramble disappears.
Try It
Get the 7-day free trial of SheetXAI and ask it to pull your overdue invoices from Zoho Inventory into any sheet. The Zoho Inventory integration is included in every plan. For related workflows, see how to bulk-email outstanding invoices or the Zoho Inventory in Google Sheets overview.