Track Vendor Estimates in Google Sheets with Gemini

What This Does

Shoots, retouching, print runs and motion work all arrive as estimates that someone has to approve. A simple tracker tells you which are still waiting, with whom and for how long. Gemini in Sheets can add the status dropdown, write the formula that counts days waiting, and highlight the slow ones. You type the numbers. Gemini does the sheet mechanics.

If your producer or finance team already tracks estimates, follow their system and use this only for your own working view.

Before You Start

• Gemini in Google Sheets is available on your account. Google's help page says it needs an eligible Google Workspace or Google AI plan (Business Standard is the starting Workspace plan, at $14/user/month). You will see an Ask Gemini button at the top right of a spreadsheet if you have it. If not, ask your Workspace admin.
• Vendor rates are often confidential. Check your agency's AI policy, the vendor terms and your Workspace data settings before you put estimates into a sheet that Gemini reads. Use vendor codes such as "Studio C" and "Printer B", and leave out people's names.
• The sheet is a native Google Sheet. Google's page says Gemini works best with native Sheets files, and for an Excel file you open File, then Save as Google Sheets.

Steps

1. Build the header row

Use these columns: Project (code), Vendor (code), Service (short label), Estimate Ref, Estimate Amount, Approver (initials), Status, Date Received. You type Estimate Amount yourself from the vendor's own estimate, with no currency symbol. Gemini never supplies an amount.

2. Ask Gemini for the dropdown

At the top right, click Ask Gemini. In the side panel, enter a prompt. Google's page gives "Create a dropdown in column A with options 'High,' 'Medium,' 'Low'" as an example, so name the column and the options in the same way: "Create a dropdown in column G, rows 2 to 200, with options Awaiting approval, Query with vendor, Approved, PO issued, Invoiced, Paid." Gemini shows an action preview card. Click Apply. Click Undo if the result is wrong.

3. Ask for the Days Waiting column

Ask: "In column I, create a Days Waiting formula. Leave it blank if Date Received in column H is blank. Count the days from Date Received to today only while Status in column G is Awaiting approval or Query with vendor. Leave it blank for any later status." Click Insert, or copy the formula into the cell. A formula of this shape is what you should expect: =IF(OR(H2="",AND(G2<>"Awaiting approval",G2<>"Query with vendor")),"",TODAY()-H2). Fill it down your rows.

4. Ask for the highlighting

Ask: "Add conditional formatting to highlight rows where Days Waiting in column I is greater than 5." Pick the number of days that suits your producer's rhythm. Google's page lists conditional formatting among the actions Gemini can apply, with a preview card before anything changes.

5. Test on rows where you know the answer

Add four test rows with the date set relative to today: one received 3 days ago with Awaiting approval, one received 12 days ago with Query with vendor, one with status Approved, and one with Date Received empty. Expected Days Waiting: 3, 12, blank, blank. With a threshold of 5, only the 12-day row should highlight. Fix any mismatch before you enter real estimates, then delete the test rows.

Real Example

Scenario: Invented Project Lantern has three open estimates.

The amounts are invented. Each is typed from the vendor's estimate, and Gemini never touches them. If today is 2026-10-20 and the first two estimates arrived on 2026-10-17 and 2026-10-08, Days Waiting reads 3 and 12, and the Approved row stays blank. With the threshold at 5, only the Printer B row highlights.

Tips

• Keep a link to the original estimate in the Estimate Ref cell so you can check any figure against the document.
• Gemini might offer to add totals or summaries. Check any total against the vendor documents, because the budget belongs to the producer.
• Use the Status dropdown consistently, since the formula depends on exact status text.

Tool interfaces change. If a button has moved, look for similar Gemini or Ask Gemini options in the same menu area.