Financial Data Pack Builder

Build professional, standardized financial data packs for private equity, investment banking, and asset management. Transform financial data from CIMs, offering memorandums, SEC filings, web search, or MCP server access into polished Excel workbooks ready for investment committee review.

Important:

Use the xlsx skill for all Excel file creation and manipulation throughout this workflow.

CRITICAL SUCCESS FACTORS

Every data pack must achieve these standards. Failure on any point makes the deliverable unusable.

1. Data Accuracy (Zero Tolerance for Errors)

Trace every number to source document with page reference

Use formula-based calculations exclusively (no hardcoded values)

Cross-check subtotals and totals for internal consistency

Verify balance sheet balances: Assets = Liabilities + Equity

Confirm cash flow ties to balance sheet changes

2. ESSENTIAL RULES

RULE 1: Financial data (measuring money) → Currency format with $

Triggers: Revenue, Sales, Income, EBITDA, Profit, Loss, Cost, Expense, Cash, Debt, Assets, Liabilities, Equity, Capex

Format: $#,##0.0 for millions, $#,##0 for thousands

Negatives: $(123.0) NOT -$123

RULE 2: Operational data (counting things) → Number format, NO $

Triggers: Units, Stores, Locations, Employees, Customers, Square Feet, Properties, Headcount

Format: #,##0 with commas

Negatives: (123) consistent with rest of table

RULE 3: Percentages (rates and ratios) → Percentage format

Triggers: Margin, Growth, Rate, Percentage, Yield, Return, Utilization, Occupancy

Format: 0.0% for one decimal place

Display: 15.0% NOT 0.15

RULE 4: Years → Text format to prevent comma insertion

Format: Text or custom to prevent 2,024

Display: 2020, 2021, 2022, 2023A, 2024E

RULE 5: When context is mixed, each metric gets its own appropriate format

Example:

Segment Analysis, 2022, 2023, 2024

Retail Revenue, $50.0, $55.0, $60.0

Stores, 100, 110, 120

Revenue per Store, $0.5, $0.5, $0.5

Revenue and per-store metrics use $, Store count uses number format.

RULE 6: Use formulas for all calculations → Never hardcode calculated values

All subtotals, totals, ratios, and derived metrics must be formula-based, not hardcoded values. This ensures accuracy and allows for dynamic updates.

3. Professional Presentation Standards

Formatting Standards:

Color Scheme - Two Layers:

Layer 1: Font Colors (MANDATORY from xlsx skill)

Blue text (RGB: 0,0,255)

ALL hardcoded inputs (historical data, assumptions), NOT normal text

Black text (RGB: 0,0,0)

ALL formulas and calculations

Green text (RGB: 0,128,0)

Links to other sheets

Layer 2: Fill Colors (Optional for enhanced presentation)

Fill colors are optional and should only be applied if requested by the user or if enhancing presentation

If the user requests colors or professional formatting, use this standard scheme:

Section headers

Dark blue (RGB: 68,114,196) background with white text

Sub-headers/column headers

Light blue (RGB: 217,225,242) background with black text

Input cells

Light green/cream (RGB: 226,239,218) background with blue text

Calculated cells

White background with black text Users can override with custom brand colors if specified How the layers work together (if fill colors are used): Input cell: Blue text + light green fill = "User-entered data" Formula cell: Black text + white background = "Calculated value" Sheet link: Green text + white background = "Reference from another tab" Font color tells you WHAT it is. Fill color tells you WHERE it is (if used). IMPORTANT: Font colors from xlsx skill are mandatory. Fill colors are optional - default is white/no fill unless the user requests enhanced formatting or colors. Always apply: Bold headers, left-aligned Numbers right-aligned 2-space indentation for sub-items Single underline above subtotals Double underline below final totals Freeze panes on row/column headers Minimal borders (only where structurally needed) Consistent font (typically Calibri or Arial 11pt) Never include: Borders around every cell Multiple fonts or font sizes Charts unless specifically requested Excessive formatting or decoration Structural Consistency Use the standard 8-tab structure unless explicitly instructed otherwise: Executive Summary Historical Financials (Income Statement) Balance Sheet Cash Flow Statement Operating Metrics Property/Segment Performance (if applicable) Market Analysis Investment Highlights Tab 1: Executive Summary Purpose: One-page overview for busy executives Contents: Company overview (2-3 sentences on business model) Key investment highlights (3-5 bullet points) Financial snapshot table (Revenue, EBITDA, Growth for last 3 years + projections) Transaction overview if applicable Key metrics prominently displayed Format: Clean, bold headers, minimal decoration, critical numbers emphasized Tab 2: Historical Financials (Income Statement) Purpose: Complete profit and loss history Contents: Revenue breakdown by segment/product line Cost of goods sold / Cost of revenue Gross profit and gross margin % Operating expenses detailed (S&M, R&D, G&A) EBITDA and Adjusted EBITDA Below-the-line items (D&A, interest, taxes) Net income Format: Years as columns (text format: 2020, 2021, 2022) $ millions or $ thousands (specify units clearly at top) Accounting format for all financial data Single underline above subtotals, double underline below net income Right-align all numbers Tab 3: Balance Sheet Purpose: Financial position at period end Contents: Current assets (cash, AR, inventory, prepaid, other) Long-term assets (PP&E, intangibles, goodwill, other) Current liabilities (AP, accrued expenses, current portion of debt, other) Long-term liabilities (long-term debt, deferred taxes, other) Shareholders' equity (common stock, retained earnings, other) Format: Verify formula: Assets = Liabilities + Equity Consistent date labeling Include working capital calculation Single underline above major subtotals, double underline for final totals Tab 4: Cash Flow Statement Purpose: Cash generation and use analysis Contents: Operating cash flow (indirect method preferred) Investing cash flow (capex, acquisitions, asset sales) Financing cash flow (debt issuance/repayment, equity, dividends) Net change in cash Beginning and ending cash balances Format: Link to income statement and balance sheet where possible Show reconciliation of net income to operating cash flow Clear labeling of cash uses (outflows) vs sources (inflows) Tab 5: Operating Metrics Purpose: Non-financial KPIs and operational data Contents (industry-dependent): Unit volumes, customer counts, locations Productivity metrics (revenue per employee, per store, per unit) Capacity utilization Market share Customer retention/churn rates Industry-specific KPIs CRITICAL FORMAT NOTE: NO dollar signs on operational metrics. These are quantities, not currency. Format: Clear units specified (customers, employees, stores, square feet, etc.) Whole numbers with commas: 1,250 NOT $1,250 Percentages for rates: 95.0% Right-align numbers Tab 6: Property/Segment Performance (if applicable) Purpose: Detailed breakdown by business unit, property, or segment Contents: Revenue and profitability by segment Key metrics by location/product Segment-specific KPIs Comparative performance analysis Format: Consistent with financial tabs for revenue/EBITDA, number format for operational metrics Tab 7: Market Analysis Purpose: Industry context and competitive positioning Contents: Market size and growth trends Competitive landscape overview Market share analysis Industry benchmarks and peer comparisons Regulatory environment if relevant Format: Mix of narrative text and tables, cite sources for market data Tab 8: Investment Highlights Purpose: Narrative summary of key investment thesis points Contents: Detailed writeup of competitive strengths Growth opportunities and strategic initiatives Risk factors and mitigation strategies Management assessment and track record Investment thesis summary Format: Clear headers, bullet points, concise paragraphs STEP-BY-STEP WORKFLOW Phase 1: Document Processing and Data Extraction Step 1.1: Analyze source data Access source materials: uploaded documents, web search for public filings, or MCP server data Review data structure and identify key sections Locate financial statements (typically 3-5 years historical) Identify management projections if included Note fiscal year end date Flag any data quality issues immediately Step 1.2: Extract financial statements Locate historical income statement data Extract balance sheet snapshots (year-end or quarter-end) Find cash flow statement Extract management projections if available Note all page references for traceability Step 1.3: Extract operating metrics Identify non-financial KPIs relevant to industry Capture unit economics data Extract customer/location/capacity data Document growth metrics and trends Step 1.4: Extract market and industry data Competitive positioning information Market size and growth rates Industry benchmark data Peer comparison information Step 1.5: Note key context Transaction structure and rationale Management team background Investment highlights from source materials Risk factors and considerations Any data gaps or inconsistencies Phase 2: Data Normalization and Standardization Step 2.1: Normalize accounting presentation Ensure consistent line item names across all years Standardize revenue recognition treatment Identify and document one-time charges Create "Adjusted EBITDA" reconciliation if needed Note any accounting policy changes Step 2.2: Apply format detection logic For each data point, determine format based on full context: Read tab name, table title, column header, and row label Apply essential rules (see above) When uncertain, examine original source document Default to cleaner formatting (less is more) Step 2.3: Identify normalization adjustments Common adjustments to document: Restructuring charges (add back if truly non-recurring) Stock-based compensation (add back per industry standard) Acquisition-related costs (add back, specify amounts) Legal settlements or litigation costs (evaluate recurrence risk) Asset sales or impairments (exclude from operating results) Related party adjustments (normalize to market rates) Note: Source citation format varies by data source (page numbers for documents, URLs for web sources, server references for MCP data) Step 2.4: Create adjustment schedule For every normalization: Document what was adjusted and why Cite source (document page number, URL, or data source reference) Quantify dollar impact by year Assess recurrence risk Show calculation from reported to adjusted figures Step 2.5: Verify data integrity Confirm subtotals sum correctly using formulas Verify balance sheet balances Check cash flow ties to balance sheet changes Cross-check numbers across tabs for consistency Flag any discrepancies for investigation Phase 3: Build Excel Workbook CRITICAL: Use xlsx skill for all Excel file manipulation. Read xlsx skill documentation before proceeding. Step 3.1: Create standardized tab structure Create workbook with tabs: Executive Summary Historical Financials Balance Sheet Cash Flow Operating Metrics Property Performance (if applicable) Market Analysis Investment Highlights Step 3.2: Build each tab with proper formatting Apply formatting rules systematically: Headers: Bold, left-aligned, 11pt font Financial data: Currency format $#,##0.0 for millions Operational data: Number format #,##0 (no $) Percentages: 0.0% format Years: Text format to prevent comma insertion Negatives: Use accounting format with parentheses Underlines: Single above subtotals, double below totals Step 3.3: Insert formulas for calculations All subtotals and totals must be formula-based Link balance sheet to income statement where appropriate Link cash flow to both income statement and balance sheet Create cross-tab references for validation Avoid hardcoding any calculated values Row Reference Tracking - Copy This Pattern Store row numbers when writing data, then reference them in formulas:

✅ CORRECT - Track row numbers as you write

revenue_row

row write_data_row ( ws , row , "Revenue" , revenue_values ) row += 1 ebitda_row = row write_data_row ( ws , row , "EBITDA" , ebitda_values ) row += 1

Use stored row numbers in formulas

margin_row

row for col in year_columns : cell = ws . cell ( row = margin_row , column = col ) cell . value = f"= { get_column_letter ( col ) } { ebitda_row } / { get_column_letter ( col ) } { revenue_row } " For complex models, use a dictionary: row_refs = { 'revenue' : 5 , 'cogs' : 6 , 'gross_profit' : 7 , 'ebitda' : 12 }

Later in formulas

margin_formula

f"=B { row_refs [ 'ebitda' ] } /B { row_refs [ 'revenue' ] } " WRONG: Hardcoded Row Offsets Don't use relative offsets - they break when table structure changes:

❌ WRONG - Fragile offset-based references

formula

f"=B { row - 15 } /B { row - 19 } "

What is row-15? What is row-19?

❌ WRONG - Magic numbers

formula

f"=B { current_row - 10 } *C { current_row - 20 } " Why this fails: Breaks silently when you add/remove rows Impossible to verify correctness by reading code Creates debugging nightmares in the delivered Excel file Step 3.4: Apply professional presentation Freeze top row and first column on each data tab Set appropriate column widths (typically 12-15 characters) Right-align all numeric data Left-align all text and headers Add single/double underlines per accounting standards Ensure clean, minimal appearance Phase 4: Scenario Building (if projections included) Management Case: Present company's projections as provided in source materials: Extract all management assumptions Document growth rates, margin expansion, capital requirements Note key drivers and sensitivities Flag any "hockey stick" inflections that require skepticism Present as "Management Case" with clear labeling Base Case (Risk-Adjusted): Apply conservative adjustments to management projections based on company-specific risk factors: Apply revenue growth haircut reflecting execution risk and historical forecast accuracy Moderate margin expansion assumptions based on industry benchmarks and operating leverage Increase capex assumptions if growth-dependent Add working capital requirements if understated Delay synergy realization if applicable, based on integration complexity Document all adjustments with rationale and supporting analysis Downside Case (optional but recommended for LBO analysis): Stress test scenario based on industry cyclicality and company vulnerabilities: Model revenue decline reflecting recession risk or competitive pressure Assume margin compression under stress (volume deleverage, pricing pressure) Test covenant compliance and liquidity Assess downside protection Document key risks being stress-tested Documentation requirements for scenarios: Create assumptions schedule showing: Key assumptions by scenario (revenue growth, margins, capex %) Rationale for each adjustment Sensitivity analysis on key variables Historical forecast accuracy if available Comparison to industry benchmarks Phase 5: Quality Control and Validation Step 5.1: Data accuracy checks Validate: Every number traces to source (check spot samples, cite documents/URLs/servers) All calculations are formula-based (no hardcoded values) Subtotals and totals are mathematically correct Years display without commas (2024 NOT 2,024) No formula errors: #REF!, #VALUE!, #DIV/0!, #N/A Step 5.2: Format consistency checks Verify: Financial data has $ signs in format Operational data has NO $ signs Percentages display as % (15.0% not 0.15) Negative numbers use parentheses for financial data Headers are bold and left-aligned Numbers are right-aligned Years are text format Step 5.3: Structure and completeness checks Confirm: All required tabs present and properly sequenced Executive summary is concise (fits on one page) All key metrics captured comprehensively Logical flow from summary to detail Appropriate level of granularity in each tab No missing data or incomplete sections Step 5.4: Professional presentation checks Review: Minimal borders (only for structure) Consistent indentation (2 spaces for sub-items) Proper accounting underlines (single and double) Clean, professional appearance throughout Appropriate column widths (not too narrow or wide) Step 5.5: Documentation and assumptions checks Ensure: All normalization adjustments documented with rationale Source citations included (document page numbers, URLs, or data source references) Assumptions clearly stated and reasonable Executive summary accurate and impactful Filename includes company name and date Phase 6: Final Delivery Step 6.1: Create executive summary Write concise, impactful summary including: Company overview: business model, products/services, geography (2-3 sentences) Key financial metrics: Revenue, EBITDA, Growth rates (table format) Investment highlights: 3-5 key strengths or opportunities Notable risks or considerations (briefly) Transaction context if applicable Step 6.2: Final file preparation Save workbook with proper naming: CompanyName_DataPack_YYYY-MM-DD.xlsx NORMALIZATION PATTERNS Common Adjustments to EBITDA 1. Restructuring charges Add back if truly non-recurring (facility closure, one-time severance) Do NOT add back if company restructures every year Document specific nature and rationale for non-recurrence Example: "2023 restructuring: $3.0M facility closure, documented in source materials, one-time event" 2. Stock-based compensation Industry standard: add back for private equity analysis Treat as non-cash operating expense Be consistent across all periods Note if unusually high or includes one-time grants 3. Acquisition-related costs Add back transaction fees, integration costs Document specific amounts by type Do not add back ongoing integration investments Cite source for each adjustment 4. Legal settlements and litigation Add back if truly isolated incident Assess recurrence risk (one settlement vs pattern of litigation) Document nature of settlement Consider if this is normal course of business 5. Asset sales or impairments Exclude gains/losses on asset sales from operating EBITDA Remove impairment charges if truly non-recurring Document what assets were sold/impaired and why Adjust revenue if assets generated operating income 6. Related party adjustments Normalize above-market related party expenses (rent, management fees) Adjust to market rates with supporting documentation Remove personal expenses run through business Document market rate comparison Conservative vs Aggressive Normalization Management Case: Include all adjustments management proposes Accept company's definition of "non-recurring" More aggressive EBITDA adjustments Use for understanding management's view Base Case (Recommended for investment decisions): Only clearly non-recurring items Apply higher scrutiny to recurring "one-time" charges Exclude speculative adjustments More conservative, defensible to investment committee INDUSTRY-SPECIFIC ADAPTATIONS Technology/SaaS Key metrics to capture: ARR (Annual Recurring Revenue) and MRR Customer count by cohort CAC (Customer Acquisition Cost) and LTV (Lifetime Value) Churn rate (gross and net) Net revenue retention Rule of 40 (Growth % + EBITDA Margin %) Magic number (sales efficiency) Format notes: ARR is currency ($), customer count is number (no $), rates are % Manufacturing/Industrial Key metrics to capture: Production capacity and capacity utilization % Units produced by product line Inventory turns Gross margin by product line Order backlog Format notes: Units, capacity are numbers (no $), utilization is %, revenue/costs are currency Real Estate/Hospitality Key metrics to capture: Properties/rooms/square footage Occupancy rates % ADR (Average Daily Rate) - currency format RevPAR (Revenue per Available Room) - currency format NOI (Net Operating Income) - currency format Cap rates % FF&E reserve Format notes: Rooms/sqft are numbers, occupancy is %, ADR/RevPAR are currency Healthcare/Services Key metrics to capture: Locations/facilities Providers/employees Patients/visits (volume metrics) Revenue per visit - currency Payor mix % Same-store growth % Format notes: Locations/visits are numbers, revenue per visit is currency, rates are % FINAL DELIVERY CHECKLIST Complete this checklist before delivering the data pack: Structure: All required tabs present and in logical sequence Each tab has clear header and title Executive summary is concise (fits on one page) Data Accuracy: All numbers trace to source (documents, URLs, or data servers) Source references documented for key figures (page numbers, URLs, etc.) All calculations are formula-based (no hardcoded calculated values) Subtotals and totals verified Balance sheet balances (Assets = Liabilities + Equity) No #REF!, #VALUE!, or #DIV/0! errors Formatting - Years and Numbers: Years display correctly: 2020, 2021, 2022 (no commas) Financial data has $ signs: $50.0, $125.5 Operational metrics have NO $ signs: 100 stores, 250 employees Percentages formatted correctly: 15.0%, 25.5% Negatives in parentheses: $(15.0) not -$15.0 Formatting - Professional Standards: Headers bold and left-aligned Numbers right-aligned Consistent indentation (2 spaces for sub-items) Single underline above subtotals Double underline below final totals Frozen panes on headers Consistent font throughout Minimal borders (only for structure) Clean, professional appearance throughout Content Completeness: Financial statements complete (IS, BS, CF) Operating metrics comprehensively captured Normalization adjustments documented Assumptions clearly stated Executive summary clear, concise, and impactful Investment highlights compelling Market analysis provides context Documentation: All normalization adjustments explained Every data cell cited from source with comments and links (document page numbers, URLs, or data source references) Assumptions documented with rationale Any data limitations noted Filename follows convention: CompanyName_DataPack_YYYY-MM-DD.xlsx Final Output: File saved to outputs with proper naming convention All quality control checks passed