How to turn a spreadsheet into an executive report with AI

Paste your figures for two periods and ask for a fixed structure: headline, table, three points and one question, with [REASON NEEDED] wherever the data cannot explain a change. You get a short report leaders can read, and you recalculate the changes before sending.

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Who this is for

  • Analysts and operations staff who write a weekly or monthly summary
  • Managers who report key numbers to senior leaders
  • Small businesses that track results in a spreadsheet

What you need before you start

  • Two periods of your key figures (for example this week and last week)
  • Your audience and the word limit you want
  • A spreadsheet to recalculate the changes
  • An AI tool your organization allows

Worked example: Write a weekly KPI summary from two weeks of figures

The input

Act as a business analyst writing for senior leaders.
Context: Use only the figures below, week ending 14 June and week ending 21 June 2026 (practice data from the course).
Task: Write the weekly KPI summary.
Format: Headline (one sentence), a table of KPIs with change in value and percent, three things that went well or badly, one question for leaders.
Limits: Do not add figures. For any reason you cannot support with the data, write [REASON NEEDED]. Under 200 words.
Figures:
Week_Ending,Orders,Revenue_USD,Avg_Order_Value_USD,Return_Rate_Pct,Avg_Rating,Support_Tickets
2026-06-14,262,16820,64.20,7.6,4.3,48
2026-06-21,248,15940,64.27,9.2,4.2,61

The output

Headline: Revenue fell 5.2% week on week, while returns and support tickets rose.

KPI | 14 Jun | 21 Jun | Change
Orders | 262 | 248 | -5.3%
Revenue | $16,820 | $15,940 | -5.2%
Avg order value | $64.20 | $64.27 | +0.1%
Return rate | 7.6% | 9.2% | +1.6 points
Avg rating | 4.3 | 4.2 | -0.1
Support tickets | 48 | 61 | +27.1%

What went badly
- Orders and revenue both fell by about 5%. [REASON NEEDED]
- Return rate rose from 7.6% to 9.2% and support tickets rose 27.1%. [REASON NEEDED]
What went well
- Average order value was roughly flat (+0.1%).

Question for leaders: should we investigate the rise in returns and support tickets this week?

What to check or change by hand

  • Recalculate at least three of the changes yourself (for example 15,940 against 16,820 is -5.2%)
  • Resolve each [REASON NEEDED] with a real reason, or leave it flagged
  • Check that no figure appears that is not in your table
  • Keep the same structure every week so leaders know where to look

Free template

Executive KPI report prompt and checklist (Word) (DOCX), free with your email address.

Cautions

  • A summary that looks polished can still contain a wrong percentage. Recalculate the changes before you send.
  • Do not paste customer names, emails or confidential data into an AI tool unless it is approved for that data.
  • Do not let the AI explain a change the data cannot support. Keep the [REASON NEEDED] marks until you have a real reason.

Frequently asked questions

Why use a fixed structure each week?

Leaders learn where to look, and you save time. The prompt repeats the same sections every period.

Why does the prompt say not to add figures?

AI may add numbers or reasons that are not in your table. The rule keeps the report to your data and the flag shows where context is missing.

Can I use this for a monthly report?

Yes. Change the period names and the word limit in the prompt. The structure and rules stay the same.

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