Link to the Sample file: https://1drv.ms/x/c/a97fb29736fa2026/ESkzItypnp1On-mPfjnZx1YBRWwTpDhrp23G8MLoKKp-TA?e=KLcaBb

Prompt 1:

Imagine you're the Virtual CFO for wellness center in the USA. I want you list down the KPI Tables in a "KPI sheet" with following Columns: Sl. | KPI | KPI Category | Formula | Explanation | Cell References. I have data sheet which is the source file and therefore you should import and link the sheets. Do not generate the excel file. Just display the complete data and references required here itself. Limit to 10 most complex and relevant KPIs. Pull data only from the sheets uploaded and updated to this project.

ChatGPT said:

Based on the uploaded sheets, here's a curated list of the 10 most complex and relevant KPIs for a wellness center in the USA, suitable for a "KPI Sheet" with the specified columns. These KPIs pull data directly from the uploaded sheets: Profit & Loss, Client Growth, Commission, and Medical Aesthetics Sales Breakdown.

📊 KPI Sheet Table

Let me know if you want this turned into a formatted Excel sheet with linked formulas and auto-calculations, or if you'd like to automate it with a refresh macro. ​​

Prompt 2:

Help me analyze the reports therein. Give 20 pointers on the performance of the business month on month (January vs February). Also give the detailed writeup on areas where the business needs to concentrate to improve its performance.

ChatGPT said:

Here are 20 insights from the month-on-month (January vs February 2025) comparison using the uploaded wellness center reports:

📈 20 Key Performance Observations

🧑‍🤝‍🧑 Client Metrics

1. Total Clients dropped from 368 to 334 (-9.24%) – a concerning decline.
2. New Clients fell sharply by 14.08%, from 142 to 122.
3. Old Clients also decreased from 226 to 212 – a sign of weakened retention.
4. New Guest Revenue dropped from $59.9K to $53.3K – mirroring the drop in new clients.
5. Average Sale per All Guest improved by 1.83%, a small but positive sign.
6. Average Sale per New Guest increased from $422.22 to $437.07 – sales quality is improving despite lower volume.

💸 Financial Trends

1. Overall Revenue (All Guests) dropped 7.58%, from $148K to $136K.
2. Revenue loss outpaced client loss, indicating impact from losing higher-value clients.
3. Despite fewer clients, revenue per client increased – pricing/mix seems effective.
4. If trend continues, February's loss in new clients may significantly hit March revenue.

👩‍⚕️ HR & Commission

1. Commission data is available, but needs deeper aggregation – no direct month-over-month data pulled yet.
2. Employee productivity and utilization trends cannot be fully assessed without filling commission/service data.

💉 Medical Aesthetics (sales breakdown)

1. Breakdown data seems static or placeholder – no clear monthly sales trend available in that sheet.
2. The presence of high-ticket services (e.g., Neurotoxins, Asthetics) must be monitored against booking trends.

📉 Risk Signals

1. Drop in new clients and old clients together indicates weak acquisition and retention.
2. February may have faced seasonal or service-related dips – check campaign logs or cancellations.
3. Despite drop in guests, higher average sale suggests fewer but higher-paying customers.
4. Overall drop in business indicates possible issues in lead generation, staff availability, or seasonal lulls.

🌱 Improvement Trends

1. Marginal improvement in Average Sale per Guest can be leveraged by focusing on upselling or bundling.
2. Optimizing customer experience and follow-ups could reverse client drop trends quickly.

📌 Strategic Areas for Business Improvement

1. Client Retention Strategy

1. Implement automated reminders, follow-ups, or loyalty programs.
2. Use existing client base more effectively – segment and re-target past high-spenders.

2. New Client Acquisition

1. Focus on marketing campaigns – social media, local SEO, referral programs.
2. Incentivize trials and “first-time guest” packages.

3. Revenue Diversification

1. Explore pushing higher-ticket services like medical aesthetics more aggressively.
2. Consider bundle offers that increase average spend without depending on new footfall.

4. Staff Optimization

1. Analyze commission and hours data to improve productivity and incentive alignment.
2. Staff-specific performance dashboards can help correct underperformers early.

5. Monthly Dashboard Monitoring

1. Set up a real-time KPI tracker for client volume, revenue per service, and staff output.
2. Add projections and alert thresholds to get proactive insights.

Let me know if you'd like this analysis as a dashboard or monthly tracker in Excel. I can also automate insights for every month going forward. ​​

Prompt 3:

If we focus on these Areas for Improvement: "1. Client Retention Strategy Implement automated reminders, follow-ups, or loyalty programs. Use existing client base more effectively – segment and re-target past high-spenders. 2. New Client Acquisition Focus on marketing campaigns – social media, local SEO, referral programs. Incentivize trials and “first-time guest” packages. 3. Revenue Diversification Explore pushing higher-ticket services like medical aesthetics more aggressively. Consider bundle offers that increase average spend without depending on new footfall. 4. Staff Optimization Analyze commission and hours data to improve productivity and incentive alignment. Staff-specific performance dashboards can help correct underperformers early. 5. Monthly Dashboard Monitoring Set up a real-time KPI tracker for client volume, revenue per service, and staff output. Add projections and alert thresholds to get proactive insights." What will be the projected revenue and COGS for the next 12 months.

ChatGPT said:

12-Month Revenue and COGS Forecast

Here's your 12-month forecast based on implementing the suggested improvements. The projections include expected monthly increases in revenue (at 4% growth) and corresponding COGS assuming a 45% cost ratio. Let me know if you’d like to simulate multiple scenarios (e.g., low, base, high) or integrate this with a dynamic Excel dashboard. ​​

Prompt 4:

Great now show the projected revenue and COGS if we do not implement the suggested improvements. Also, draw the scenario analysis on basis of Best Performance, Average Performance and bad Performance. Take relevant assumptions wherever necessary and let me know those assumptions.

ChatGPT said:

Scenario Analysis: Revenue and COGS

Here is the Scenario Analysis Table comparing the projected Revenue and COGS for the next 12 months across four cases:

📊 Scenarios & Assumptions:

1. Best Case (6%): Aggressive monthly growth from exceptional marketing, client retention, and service bundling.
2. Average Case (4%): Moderate growth through steady execution of planned improvements.
3. Worst Case (1%): Minor gains, perhaps due to slow adoption or weak economic climate.
4. No Improvement (-1%): Gradual decline in performance due to client drop, no retention effort, or competition.

Let me know if you’d like:

1. Charts (line/bar) to visualize these trends
2. Dashboard toggles for each scenario
3. Integration into an Excel workbook for automated tracking and decision-making ​​

Prompt 5:

draw the best, average, bad comparison side-by-side. Give the comparative bird eye view of all the three scenarios.

ChatGPT said:

Projected Revenue Comparison: Best vs Average vs Worst Case

Here’s your bird’s eye view comparison of the three revenue growth scenarios (Best, Average, and Worst) over the next 12 months. You can clearly observe:

1. 📈 Best Case yields the steepest growth trajectory, surpassing $230K by year-end.
2. ⚖️ Average Case grows steadily but stays mid-range.
3. 📉 Worst Case remains relatively flat with modest improvement.

Would you like a similar visual for COGS or Net Profit comparison as well? ​​