Client situation
MD
Marc D. — Online shop selling handmade vegan leather goods
Every Monday morning, Marc spent 1.5 hours manually turning his sales data into a weekly summary. The data was already in a spreadsheet — but converting it into actionable text cost him time and energy he would rather spend in his workshop.
Raw data → Generated report
AI-generated report
Week of Apr 28 – May 4, 2025
Revenue summary
- Total revenue: €2,895
- Units sold: 55 across 10 products
- Avg. selling price: €53
Top 3 sellers
- Bifold cardholder — 12 units — €540 — highest volume, 19% of revenue
- Full-grain belt, 35mm — 6 units — €480 — best revenue per unit
- Zip passport wallet — 6 units — €390 — steady reliable seller
Low stock alerts
⚠Bifold cardholder — 4 left / threshold 10 — stockout in 2 days
⚠Key fob, brass ring — 7 left / threshold 8 — stockout in 4.7 days
◉Card sleeve, slim — 11 left / threshold 12 — 9.4 days — watch closely
Recommendation
Priority action this week
Reorder
Bifold cardholder today (Monday): at current sell rate (12/week, 2/day) you'll hit zero by Wednesday. It's your top revenue line — stockout means leaving ~€540/week on the table.
Results
1h30
saved every Monday morning
4 min
to generate the full report
€2 895
of revenue analysed automatically
0
manual calculation, zero human error
The prompt system
// Role & mission
Role: sales analyst for a small handmade goods shop
Mission: turn raw data into a decision-ready report — numbers first, zero filler
// Expected input columns
Columns: Product | Units sold | Unit price (€) | Stock remaining | Reorder threshold
// Mandatory output structure
1. Revenue summary — total, units, avg price
2. Top 3 sellers — ranked by revenue, one note each
3. Low stock alerts — all products ≤ threshold + days to stockout
4. One recommendation — concrete action, named product, specific deadline
// Strict rules
→ No vague phrases ("it seems", "it's worth noting")
→ All currency in €, rounded to nearest euro
→ Owner has 2 minutes to read — get to the point
How to use it
01
Open the spreadsheet
Select last week's data in Google Sheets or Excel.
02
Copy & paste
Paste the data into Claude after the system prompt.
03
Read the report
The structured report is ready in seconds.
04
Act
One concrete recommendation — immediate decision.
Get this system
The 4-Minute Report
The same system, built around your data, your products, your thresholds. You answer a 3-minute form, I send back a written scope within 24 hours — everything happens by message, no call needed. Works with Google Sheets, Excel & CSV exports.
Simple guarantee: if it doesn't match the written scope we confirm, I rework it free until it does — and if after two rounds it still doesn't, full refund.