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A weekly wholesale sales snapshot in 15 minutes

By the Stockist Lab team · Updated October 2026 · About a 6-minute read

Most founders run wholesale from memory and a messy inbox. A one-page snapshot every Monday fixes that: what sold, what's owed, and the three things to do this week. Here's how to pull your numbers and let AI build the page in about 15 minutes, without guessing a single number.

What goes on the snapshot

• Sales: wholesale and direct last week, and the week before
• Accounts: new stores and reorders
• Top products: top 5 by units
• Low stock: anything under the number you pick (only if your files include stock)
• Money owed: invoices 7 or more days overdue
• This week: three actions, each tied to a number above

One page. If it doesn't fit on one page, it won't get read on a busy Monday.

Step 1. Export last week's orders (5 minutes)

Export a CSV for the exact dates you want, from wherever your orders land.

• Shopify: from the Orders page, click Export, choose Orders by date, and set the start and end dates. Exports by date are emailed to you rather than downloaded (Shopify Help Center).
• Faire: on the Orders page, select Export, choose Order summary, pick a date range (or Custom), then Export CSV. Small files download right away; larger ones are emailed (Faire Help Center).

You also need your own sheet's Orders and Stores tabs, so the AI knows which stores are new and which invoices are open.

Step 2. Build the snapshot (5 minutes)

Open ChatGPT, Claude or Grok Bot, upload the files, and paste:

"Don't estimate" is the most important line. Without it, AI will fill a gap with a number that looks right.

Step 3. Check the numbers (5 minutes)

• Add one column yourself. Total last week's sales in your spreadsheet and compare. If it doesn't match, find out why before you trust the rest.
• Check the date range. A partial export gives you wrong numbers that look right.
• Decide how to treat refunds. Shopify's order export has a Refunded Amount column (Shopify Help Center). Tell the AI to subtract refunds or leave them out, and say which.
• Nothing "estimated." If the page says estimated or approximately anywhere, ask what's missing.
• Each action ties to a number. "Chase the $612 invoice" beats "focus on cash flow."

Step 4. Do the three things

The snapshot is only useful if it changes your week. Most actions point to another routine: reorder notes and payment reminders (see wholesale reorder emails), or follow-ups on samples and pitches (see wholesale follow-up emails). You write and send those yourself.

Optional: have it ready on Mondays

On a paid plan, some AI tools can run a task on a schedule. If yours can, keep your files in Google Drive and use something like: "Run this every Monday at 7am with my files in Google Drive [link] and give me the page. Don't send anything to anyone." You still export fresh orders first, or the page will be built on old numbers.

Mistakes to avoid

• Old or partial exports. Check the dates every time.
• Letting AI fill gaps. Missing is better than made up.
• Mixing wholesale and direct. Keep them as separate lines, so you can see each one move.
• A snapshot nobody acts on. Three actions, done this week.