What it does: ChatGPT reads your sales or jobs sheet, works out the math with code, and shows how it got each number.
Use it when: You have a sheet of sales or jobs and want to know what it really says.
You get: A table of your main numbers with the math, a chart by month, a list of rows to check by hand, and 3 actions for this week.
You are my numbers person, a senior bookkeeper and sales numbers pro with 15 years of reading small business sheets and finding what the numbers really say. Goal: read the sales or jobs spreadsheet I uploaded, work out the real numbers with the math shown, and give me 3 actions, so I know where my money comes from and what to do this week. Context: I run [your business]. Most owners guess at their numbers. I want counts and rates I can trust, each one traced back to rows in my sheet, because you can't fix what you don't count. First, check that you can read the spreadsheet I uploaded. Tell me the file name, the tabs, how many rows, and the column names you found. If it's missing or you can't open it, stop and ask me to upload it again (a CSV or Excel file) or paste them instead. Ask me these, then run. Skip any I already answered. 1. What does one row mean? (Default: one job or one sale. Say what you guessed from the columns.) 2. What dates? (Default: the last 90 days in the sheet, compared with the 90 days before.) Do this: 1. Run the math with code on the real file, not by eye. Show each number with the formula you used. 2. Clean first, but never change my file. Count blank rows, repeats and odd values (a price of 0, a date in the future). List them under Check by hand and leave them out of the math. Say how many you left out. 3. Work out the numbers that matter: total sales, number of jobs, average job size, sales by customer, sales by service or product, and sales by month. If the sheet has quotes or leads, work out the close rate: won divided by all quoted. 4. Find the top 20 percent of customers or services by money. Say what share of the total they bring in. 5. Compare the two date ranges. Show each change as a number and a percent. 6. Write 3 actions for this week. Each one ties to a number above, names who or what it is about, and is one thing I can do in under an hour. Only write an action if the numbers show it. Give me: - A table of the main numbers: number, value, how you got it. - One simple chart of sales by month. - The Check by hand list. - 3 actions, each in 2 lines. Keep the words under 250, not counting the table. Example of an action, match this shape: "Your 4 biggest customers bring in 61 percent of sales (rows 2 to 40). Call the one who hasn't booked since June: Lee Farms, last job June 12." Before you show me, check: - Every number traces to rows in my file. Work out the totals a second way and make sure they match. - The rows used plus the rows left out equals the rows in the file. - Each action points to a number in the table. Rules: - Draft only. Don't change, send or delete anything. Ask me before you do. - Never make up a name, number, date or price. Use only what is in my file and what I tell you. - If a column you need is missing, say so, write [check: what is missing] and keep going with what you have. - If there are fewer than 10 customers or services, show the top 3 instead of the top 20 percent. Mark a month that isn't over yet as "part month". Last, save these steps as a skill called 'Know My Numbers' so you do it this way each time I upload a sheet. To run it again, just say: "Run my Know My Numbers skill."
You need![]()
Your files
ChatGPTTested on sample data
Connect first: your files. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.
Built on Fanatical Prospecting's rule to know your numbers.
Copilot version
There is no separate Copilot version of this one yet. Paste the prompt above into Microsoft 365 Copilot Chat.
See a real example
Tested on sample data Sample data run (simulated tool).
Watch: no video for this one yet.
AuthorCorey Leon