A mastersheet that updates itself every day
Every day you spend 1-3 hours running VLOOKUPs to merge three systems into one sheet. When you're on leave, it doesn't get updated.
Before and after.
Account records lived in the CRM, campaign data in another sheet and the merchant list in a third, and none of them connected. Someone rebuilt a merged mastersheet by hand for 1-3 hours a day, it was always slightly out of date, and it stopped when that person was on leave.
- 1-3 hours of VLOOKUPs every day
- Always slightly out of date
- Only one person knows how it works
- Three sources merged on a schedule
- Only changed rows get rewritten
- Manual notes never overwritten
What we built, step by step.
Load all three sources
Campaign data, CRM records and the merchant list are loaded together at the start of every run.
Merge with clear rules
Each field has an owner. Campaign data wins for contacts, the CRM wins for package and dates, and the merchant list fills gaps.
Write only what changed
Rows are compared before writing, only changes go in, 50 at a time, and protected columns like notes are never touched.
From busywork to running on its own.
The problem
Account records lived in the CRM, campaign data in another sheet and the merchant list in a third, and none of them connected. Someone rebuilt a merged mastersheet by hand for 1-3 hours a day, it was always slightly out of date, and it stopped when that person was on leave.
What we built
We built a scheduled workflow that loads all three sources at once and merges them by user ID, with clear rules on which source wins for each field. Before writing, it compares each row with the current sheet, updates only rows that changed in batches of 50, and never touches protected columns like notes.
What changed
The mastersheet updates itself, so nobody runs VLOOKUPs. Data is as fresh as the last run, manual notes survive every update, and the sheet no longer depends on one person.
Built in-house by our founder, before or alongside Workchestra. Names and numbers in the screens are samples; the results are real.
Want this for your team?
A free 20-minute call with the founder. We will tell you honestly if it is worth automating.