AI assistant setupResearch & evidence · Free templateAdded 29 Oct 2026

Get a weekly numbers summary you can trust

An assistant writes a one-page weekly summary of sales, stock and dues from the sheets you already keep, shows where every number came from, and flags gaps for a named person to check before the owner reads it.

Use it when For family-run shops and small firms where the owner pieces the week together from billing software, a stock register and a dues sheet, and wants one page they can rely on.

Download template

It is a simple text file. Open it in any text editor, or paste it into ChatGPT, Claude or Gemini and ask for help filling it in.

How to use it

Fill in the sources, the numbers you want and the checks below once. Keep the list short. A summary with twenty numbers gets skimmed and stops being read.
Each week, give the assistant this brief and that week's sheets. Ask it to use only those sheets, to name the sheet and line behind every number, and to write "missing" or "does not match" instead of filling a gap.
The checker compares each number with its source, marks the summary checked and adds a note on anything flagged. Only then does it go to the owner, who decides what to do about it.

What you will need before you start

The places your numbers live today (billing software export, stock register, a dues sheet, a bank statement, a notebook someone types up)
The five to eight numbers you actually look at each week, and nothing more
A fixed day and time when the sheets are up to date
One person who checks the summary against the sheets before it reaches the owner

The template

Fill in the blanks for your business. This is what you get when you download or copy it.

Business and people

Business:

What you sell and where (one line):

Owner who reads the summary:

Checker (compares every number with its source before the owner sees it):

Backup checker when that person is away:

Day and time the summary is due:

Where the numbers come from

Copy this block for each source.

Source name (for example "billing export", "stock register", "dues sheet"):
What it holds:
Who keeps it up to date:
Updated until (day and time each week):
Where the file lives:

Numbers we want each week

Keep this to the numbers the owner actually uses. For each one, write which source it comes from and how it is worked out in plain words.

Number:
Comes from:
How it is worked out:
Compare with (last week, same week last year, a target the owner set):

Suggested starting list, cut or change it:

Sales this week
Cash and UPI collected this week
Money customers owe us, and how much of it is overdue
Money we owe suppliers that falls due next week
Items running low, from the stock register
Anything returned, cancelled or written off

Checks the assistant must run

Totals match between sources where they should (for example sales in the billing export and collections in the dues sheet)
No source is older than the "updated until" time
Any number that moved a lot from last week is flagged, with the lines behind it
Any row with a blank amount, date or name is listed, not skipped

Summary layout

The numbers, each with its source and line
What changed from last week, in plain words
Flags: missing data, numbers that do not match, sources not updated
Questions for the owner (only things the sheets cannot answer)
Checked by (name and date)

What the assistant may and may not do

The assistant may:

Add up, compare and summarise numbers from the sheets it was given
Point out gaps, mismatches and big changes
Suggest questions for the owner to ask

The assistant may not:

Fill a missing number with an estimate or last week's figure
Change or correct anything in the source sheets
Tell staff, suppliers or customers anything, or place orders
Give tax, GST or accounting advice

Stop rules

If a source has not been updated, say so at the top and leave its numbers out. Do not reuse old figures.
If two sources disagree, show both and flag it. Do not pick one.
No summary goes to the owner until the checker has compared every number with its source.
Any decision to reorder, chase a customer, pay a supplier or talk to staff is made by a person, not by the summary.
Do not paste bank passwords, customer ID documents or full account numbers into an AI tool.

Owner and review

Summary owner:

Look at this brief again after the first month, and whenever a source sheet changes its layout.

See an example

A made-up example, so you can see what a filled-in version looks like.

This is an illustrative scenario, not a client case study or a measured result. Do not reuse its details as facts about your work.

A sample family-run hardware and paint store keeps its numbers in three places: the billing software, a stock register the shop assistant updates every evening, and a dues sheet the owner's son keeps for contractors who buy on credit. On Sunday the owner wants to know how the week went without opening all three.

Sample inputs

Demonstration inputs only. Every amount below is a placeholder, not a real figure. Billing export: weekly sales [amount A]. Dues sheet: contractor balances totalling [amount B], with one contractor's row missing a date. Stock register: last updated Friday evening, so Saturday's entries are not in it. The owner asked for five numbers: sales, collections, contractor dues, low stock and supplier payments due next week.

Example output

The numbers

[Fact within this demonstration] Sales this week: [amount A], from the billing export, weekly total line. Contractor dues: [amount B], from the dues sheet, total row. Supplier payments due next week: listed from the dues sheet's supplier tab.

Flags

[Fact within this demonstration] The stock register was last updated on Friday, so low stock is left out this week. One contractor row in the dues sheet has no date, so it cannot be marked overdue or not.

What changed

[Inference] Collections look lower than sales this week, which may only mean contractors bought on credit. The checker should confirm this from the dues sheet before the owner reads anything into it.

Next step

[Recommendation] The son fills in the missing date and the shop assistant brings the stock register up to date, then the summary is run again and checked. This recommendation is not the business's decision.

How to tell it is done well

Every number names its source and line; nothing missing was filled with an estimate; sources that were not up to date are flagged at the top; mismatches between sources are shown, not resolved by the assistant; the checker compared each number with its source and signed the summary; any action was decided by a person.

Where a person should decide

The template helps you read your own numbers in one place each week; it does not audit your books, check that the sheets are correct, or give accounting, tax or GST advice. Take those questions to your CA. A summary is not approval to reorder, chase a customer, pay a supplier or change anyone's work. Keep consequential actions with the named human owner.

The template summarises your own sheets; it does not audit your books, check that the sheets are right, or give accounting, tax or GST advice. A summary is not approval to reorder, chase a customer or pay a supplier.

Edit your own copy on this site

About this version

New in Kosh at version 1.1. Provider-neutral Markdown instructions; no installation or platform compatibility is implied. Runtime behaviour has not been verified across AI providers. Reuse terms have not yet been published. Background reading: Documentation Is the Operating System Between Decisions, on keeping the record that decisions depend on, and AI Observability Is Becoming the Trust Layer, on being able to see where an AI output came from. Building an assistant like this around the sheets you already keep, with a person checking its work, is Kramaniti's Systems Engineering work.

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