The Monday numbers report

Turn last week's sales or jobs export into a one-page summary the owner can read in two minutes.

Time: 20 min first time, 5 min after

You need

  • General chat assistant on a company account (ChatGPT Business, Claude Team, Microsoft 365 Copilot Chat or the Gemini app)
  • A CSV or Excel export from your accounting, point-of-sale or job software

Before you start

  • Use a chat assistant signed in with your work account, one that is on your approved list. Personal free accounts don't count.
  • Delete any columns with card numbers, bank details, customer phone numbers or home addresses before you upload. The summary doesn't need them.
  • Pick one date range and stick to it every week, for example Monday through Sunday.
  • Some accounting and job tools can answer questions about your numbers on their own. Check the Finder (/tools/ai-finder) before you build a habit around exports.

Steps

  • {"do":"Export last week's sales, invoices or completed jobs as a CSV or Excel file.","tip":"Look for Export, often on the report or list page itself. Names vary by product and plan."}
  • {"do":"Open the file and delete columns the summary doesn't need, like customer contact details and payment details.","tip":"Keep date, amount, service or item, and who did the work."}
  • {"do":"Save a copy with the week in the name, like sales-2026-09-21.csv.","tip":"Next Monday you'll want last week's file to compare."}
  • {"do":"Start a new chat and upload the file.","tip":"If your assistant won't take files, paste the rows in. Keep it under a few hundred rows."}
  • {"do":"Paste the prompt below and fill in the brackets."}
  • {"do":"Check three numbers in the summary against the file yourself before you send it.","tip":"Total revenue, job count and the biggest single line are the easiest three."}
  • {"do":"Save the prompt somewhere you'll find it next Monday.","tip":"Many assistants let you save a project or custom instructions. If yours doesn't, a note on your desktop works."}

The prompt

You are helping me write a one-page weekly summary for the owner of [BUSINESS NAME], a [TYPE OF BUSINESS]. The attached file is our [SALES / INVOICES / COMPLETED JOBS] for [START DATE] to [END DATE]. Using only the data in the file, give me: 1) total revenue and number of [SALES / JOBS], 2) the top 3 [SERVICES / ITEMS] by revenue, 3) the busiest and slowest day, 4) anything unusual, like a very large or negative amount, a duplicate-looking row, or a blank amount. [IF YOU HAVE LAST WEEK'S FILE: Compare with last week's totals: LAST WEEK REVENUE, LAST WEEK COUNT.] Show the numbers you used for each line. Do not guess at reasons for changes and do not invent any figures. If a column is unclear or something needed is missing, ask me before you write the summary. Keep it to one page in plain language, no jargon.

Check the result

  • Total revenue and count match the export when you add them up yourself (a spreadsheet SUM is fine).
  • Every item named in the top 3 actually appears in the file.
  • Anything called unusual is really in the file, not a misread column.
  • No customer names or contact details ended up in the summary.

Written, not yet tested.

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