The Scenario
You're a finance director who got a question in a board meeting last Tuesday: "How many of our recurring billing profiles are still active from contracts that were signed more than two years ago?" Nobody in the room knew. Nobody had a sheet. The data was in Zoho Invoice and nobody had looked at it systematically.
You have 30 active recurring invoice profiles in Zoho Invoice. Some are from current clients. Some are almost certainly from clients who churned but whose recurring invoices were never turned off — they're just generating ignored invoices every month.
The bad version:
- You go into Zoho Invoice, navigate to Recurring Invoices, and start reading through the list manually.
- The list view shows customer name and frequency but not the start date or the original contract context.
- You open each profile individually to check the details, copy the relevant fields into a sheet by hand, and do this for all 30.
You need a reliable audit sheet, not a list you built by reading a UI and typing. An audit that took two hours to assemble manually is an audit that won't get updated next quarter.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Google Sheet that pulls the recurring invoice data directly from Zoho Invoice into a structured layout.
List all active recurring invoices in Zoho Invoice and write recurring invoice name into column A, customer name into column B, frequency into column C, next send date into column D, and amount into column E
What You Get
- All 30 active recurring profiles written into the sheet in one operation.
- Name, customer, frequency, next send date, and amount in clean columns.
- A baseline audit sheet you can share, filter, and update next quarter by running the same prompt.
What If the Data Is Not Quite Ready
You want to flag profiles that haven't been updated in over a year
Old profiles may have stale amounts or wrong customers.
List all Zoho Invoice recurring invoices with status active, write name into column A, customer into column B, frequency into column C, next send date into column D, amount into column E, and last modified date into column F; in column G write REVIEW if column F is more than 365 days ago
You want both active and stopped profiles for a complete audit
Some profiles were paused rather than deleted.
List all Zoho Invoice recurring invoices regardless of status, write name into column A, customer into column B, frequency into column C, amount into column D, status into column E, and next send date into column F; sort by column E and then by column B
You want to calculate the monthly recurring revenue each profile represents
Some profiles are quarterly or annual — you want to normalise to monthly.
List all Zoho Invoice active recurring invoices, write name into column A, customer into column B, frequency into column C, amount into column D; in column E calculate the monthly equivalent — divide column D by 12 if frequency is annual, by 3 if quarterly, use as-is if monthly; sum column E into cell G1 as total MRR
The full subscription audit: pull, normalise, flag, and total
List all Zoho Invoice recurring invoices, write name into column A, customer into column B, frequency into column C, amount into column D, status into column E, last modified into column F; flag STALE in column G if column F is over 365 days ago and column E is active; write monthly equivalent into column H; sum column H for active profiles into cell J1
The pattern: pull the raw data and apply the audit logic in one prompt — the kind of thing a quarterly review actually requires.
Try It
Get the 7-day free trial of SheetXAI and open a blank sheet, then ask it to pull your Zoho Invoice recurring invoice profiles for a proper billing audit. See also export outstanding invoices and the Zoho Invoice hub.