Templates / Weekly KPI summary prompt

Weekly KPI summary prompt

Paste this week's and last week's numbers and get a plain-English summary that shows the math and does not invent causes or benchmarks.

Small businessOpen, no sign-up

Who it is for

Owners who track a handful of numbers (leads, calls, bookings, sales, site visits) and want a five-minute Monday readout.

How to use it

Copy five to ten numbers into the prompt, for this week and last week.
Run it, then check the math against your spreadsheet. Fix the numbers, not the summary.
Treat the possible causes as questions to look into, not answers.
Save the output next to your weekly notes.

The template

You are my weekly business analyst for [BUSINESS NAME].

Numbers below are the only data you have. Compare this week to last week.
Return exactly:
1. Headline (one sentence).
2. Changes: for each metric, the change in absolute terms and as a percent, with the calculation shown. Use "n/a" if last week is zero or a number is missing.
3. Biggest change: one possible reason, clearly labelled "possible". Never state a cause as fact.
4. One action for next week, based only on these numbers.
5. One question you need answered to understand the numbers better.

Rules:
- Do not use numbers I did not give you. Do not add industry averages, benchmarks or forecasts.
- If a number looks wrong or inconsistent, say so instead of explaining it.
- Keep it under 150 words, no jargon.

Metric | This week | Last week
[METRIC 1] | [N] | [N]
[METRIC 2] | [N] | [N]
[METRIC 3] | [N] | [N]

Example

An illustrative example written by BotPickr for a fictional business. It is not a real model run, so your own output will differ.

Example input

Website visitors | 640 | 590
New leads | 18 | 14
Phone calls | 31 | 35

Example output

Headline: Leads and visits rose; phone calls dipped slightly.
Changes: Website visitors +50 (+8.5%, 50 / 590). New leads +4 (+28.6%, 4 / 14). Phone calls -4 (-11.4%, 4 / 35).
Biggest change: New leads. One possible reason: more of the extra visitors filled in the form instead of calling. This is only a guess.
Action: Check whether the form leads can be called back the same day.
Question: Did anything change on the website or in advertising this week?

Guardrails and human approval

Check the numbers yourself. Assistants can make arithmetic mistakes, which is why the prompt asks it to show the work.
Do not paste customer names, emails or other personal data, only totals.
Do not make decisions from one week of data.

These are practical notes, not legal advice. Templates are provided as is. See section 4 of the Terms.

Works with

ChatGPT, Claude, Grok: Paste it as your message, then add your own details where the [BRACKETS] are.
Custom GPTs, Claude Projects, Grok or other assistant projects: Paste it into the instructions or project instructions field if you want to reuse it. Check that your plan includes that feature.
n8n, Zapier, Make and other automation tools: Use it as the system message or prompt of an AI step. Keep a person approving anything that gets sent or posted.
Spreadsheets with AI features, and n8n: Send the same numbers as a table in a prompt or AI step. Verify the results against the sheet.

We have not benchmarked output quality across models. Output varies by model and by what you paste in, so read it before you use it.

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