How to clean up a price list spreadsheet with AI
"My price list has grown for five years. There are duplicates, some prices include VAT and some don't, and I can't find anything."
Last checked: 16 October 2026
Short answer
Our pick: Claude. Now works directly inside Google Sheets on paid plans, so it can write formulas and charts in your file.
Best free option: Claude's free plan (same tool as our pick; usage limits may apply).
Time to the first fixed column: about 10 minutes.
Copy this prompt
Here is a sample of my spreadsheet: [paste rows]. Explain in plain English what the columns show, suggest formulas for [what you need, e.g. monthly totals], and point out any errors or duplicates. Some prices include VAT at 20% and some don't. Suggest one column for price excluding VAT and one including it, with formulas, and list the rows that look inconsistent.
UK note: If your spreadsheets hold customer or staff details, UK data protection law says that data must be accurate and, where necessary, kept up to date. (GOV.UK, checked 16 Oct 2026) Paste sample rows only, not customer or staff details.
Worked example
Illustrative example: written by us, not a recorded AI output. Gary runs a builders' merchant in Swansea. Some of his prices include VAT, marked "inc VAT" in the Notes column.
| Item | Code | Price | Notes | Price ex VAT | Price inc VAT |
|---|---|---|---|---|---|
| Sand, bulk bag | SB01 | £48.00 | inc VAT | £40.00 | £48.00 |
| Cement 25kg | CM25 | £6.50 | £6.50 | £7.80 | |
| Timber 2x4 2.4m | TB24 | £7.20 | inc VAT | £6.00 | £7.20 |
| Cement 25kg | CM25 | £6.50 | (duplicate) |
Formula shape: ex VAT = Price ÷ 1.2 where Notes says "inc VAT", otherwise Price. Inc VAT = ex VAT × 1.2. Second example (online seller): Amy sells candles on Etsy and Shopify. Her sheet lists 'Lavender 200g' and 'lavender candle 200 g' at £14 and £14.00. Example output: the duplicate is flagged for merging, the ex VAT column shows £14.00 → £11.67, and two items are flagged as having no price.
Your first 10 minutes
Copy your spreadsheet first
Work on the copy, never the original.
You should see a duplicate file.
Copy 20–30 sample rows
Include the header row and leave out personal details.
Sign in to Claude
Go to claude.ai and choose Continue with Google, or enter your email and choose Continue with email. (Claude Help Center)
Paste the prompt
Tap Copy on our prompt block, paste it with your rows, and send it.
You should see an explanation of your columns, a list of problems and formulas.
Try one formula
Add it to a new column in your copy.
You should see the column filled in.
Check every number (never skip this)
Work out 3–4 rows by hand, e.g. £48.00 ÷ 1.2 = £40.00, before you fill the formula down.
What you'll get
A list of duplicates and inconsistencies, plus formulas to fix them. On the free plan Claude only sees the rows you paste. A Claude add-on for Google Sheets is in beta on paid plans (Anthropic, announced 6 Oct 2026).
Cost
Claude: Free plan; Pro £20/month or £199.99/year (UK in-app price; web price may differ); Max from $100/month (US pricing). Checked 16 Oct 2026 at https://apps.apple.com/gb/app/claude-by-anthropic/id6473753684. You don't need a paid plan for this.
Compare
- Google Gemini: Free plan; Google AI Plus £4.49/month; Google AI Pro £18.99/month; Google AI Ultra from £79.99/month (checked 16 Oct 2026, Source)
- Microsoft Copilot: Free app; Microsoft 365 Copilot (business) from £13.80/user/month billed yearly, or £19.32/user/month billed monthly (checked 16 Oct 2026, Source)
- ChatGPT: Free plan; Go £6.99/month; Plus £19.99/month (UK in-app price; web price may differ) (checked 16 Oct 2026, Source)
What to do next
- Use the clean list to price quotes faster → Quotes & invoices.
- Get the free starter kit → /starter-kit.
Frequently asked questions
Should I paste my whole spreadsheet?
No. A sample is enough to get the formulas, and it keeps personal data out of the chat.
Do I need to know formulas?
No. Ask Claude to explain each one in a sentence before you use it.
Related: Spreadsheets · Bookkeeping · Claude
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