Create Data Reports Using AI

Step-by-step guide to generating company sales reports from a CSV file

In this tutorial, we will generate detailed, multi-slide sales data reports for multiple companies using a self-hosted Presenton’s API and a Python script.

This tutorial extends Generate a PPT via API in 5 Minutes and shows you how to automate the creation of structured sales reports from a CSV file using Python.

So, do check it before continuing with this and make sure you have Presenton running locally or on any server, and you are able to generate presentations with it.

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1. Prepare Your CSV File

Save your sales data as sales_data.csv:

Company,Month,Region,Total Sales,Product A Sales,Product B Sales,Product C Sales,Quarter Target Achieved,Top Sales Rep,New Clients,Client Churn Rate,Growth vs Last Quarter,Marketing Spend,Customer Satisfaction,Notable Events
AcmeCorp,2024-03,North,98000,45000,37000,16000,Yes,Sarah Dee,13,2%,5.5%,11500,8.9,"Launched B2B platform"
AcmeCorp,2024-03,South,76800,30000,39000,7800,Yes,John Lee,9,3%,4.5%,9200,8.3,"New partnership established"
BetaBiz,2024-03,West,82000,22000,47000,13000,No,Monica Tai,7,4%,-1.0%,10900,7.3,"Ad campaign underperformed"
BetaBiz,2024-03,East,94500,40000,41000,13500,Yes,Derek Shah,11,2.2%,7.2%,12400,8.6,"Exceeded upsell targets"
ZenithLtd,2024-03,Central,101300,38000,51200,12000,Yes,Rita Ganesh,14,1.1%,9.6%,13800,9.2,"Record-high client retention"
ZenithLtd,2024-03,East,85450,25000,47000,13450,No,Marcus Bell,8,3.8%,-2.8%,10100,7.9,"Sales dip in Product C"
GammaInc,2024-03,North,91200,39000,43000,9200,Yes,Emily Jones,10,1.5%,6.2%,11800,8.8,"Employee incentive program"
GammaInc,2024-03,Sales Ops,79000,31000,39000,9000,No,David Yu,6,5.5%,-3.2%,8700,7.1,"System migration delayed"

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2. Install Python Requirements

You’ll need the requests and pandas libraries:

pip install requests pandas

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3. Write the Python Script

Let’s build the script step by step.

a. Import Libraries

import os
import pandas as pd
import requests

b. Create reports directory

os.makedirs('reports', exist_ok=True)

c. Load the CSV

df = pd.read_csv("sales_data.csv")

d. Group Data by Company

company_groups = df.groupby("Company")

e. Define a Function to Build the Prompt

def build_prompt(company, group):
    """
    Build a markdown prompt with data summary, chart instructions, and slide structure.
    """
    summary = []
    regions = group['Region'].unique()
    total_sales = group['Total Sales'].sum()
    total_clients = group['New Clients'].sum()
    churn = group['Client Churn Rate'].mean()
    satisfaction = group['Customer Satisfaction'].mean()
    growth = group['Growth vs Last Quarter'].mean()
    marketing = group['Marketing Spend'].sum()
    notable = "; ".join(group['Notable Events'].unique())

    # Markdown-structured prompt
    prompt = f"""
## Sales Report for {company}

### 1. Executive Summary
- Total sales: **${total_sales:,.0f}**
- Average client churn: **{churn:.2f}%**
- Customer satisfaction: **{satisfaction:.2f}/10**
- Notable events: _{notable}_

### 2. Regional Performance
**Bar Chart:** Regional Total Sales

| Region | Sales |
|---|---|
"""    
    for region in regions:
        reg_sales = group[group['Region'] == region]['Total Sales'].sum()
        prompt += f"| {region} | ${reg_sales:,.0f} |\n"

    prompt += """

### 3. Product Performance
**Bar Chart:** Sales by Product per Region

| Region | Product A | Product B | Product C |
|---|---|---|---|
"""
    for region in regions:
        gr = group[group['Region'] == region]
        a = gr['Product A Sales'].sum()
        b = gr['Product B Sales'].sum()
        c = gr['Product C Sales'].sum()
        prompt += f"| {region} | ${a:,.0f} | ${b:,.0f} | ${c:,.0f} |\n"

    prompt += f"""

### 4. Key Metrics & Trends
- Aggregate new clients this month: **{total_clients}**
- Mean growth vs last quarter: **{growth:.2f}%**
- Total marketing spend: **${marketing:,.0f}**

### 5. Top Performers
| Region | Top Sales Rep | New Clients |
|---|---|---|
"""
    for region in regions:
        gr = group[group['Region'] == region]
        rep = gr['Top Sales Rep'].iloc[0]
        clients = gr['New Clients'].iloc[0]
        prompt += f"| {region} | {rep} | {clients} |\n"

    prompt += """

---

**Instructions:**
- Create 1 slide per section (5 total).
- Use clean, professional visuals.
- For charts, display the specified bar chart with given data.
- Use summary bullet points before every chart or table for clarity.
**Do exactly as in said here.**
"""

    return prompt

f. Loop Over Each Company and Generate a Report

for company, group in company_groups:
    print(f"Generating report for {company}")
    content = build_prompt(company, group)
    data = {
        "content": content,
        "n_slides": "5",
        "language": "English",
        "template": "general",
        "export_as": "pdf"
    }
    response = requests.post(
        "https://api.presenton.ai/api/v1/ppt/presentation/generate",
        data=data,
        headers={"Authorization": "Bearer sk-presenton-xxxxx"}
    )
    if response.ok:
        result = response.json()
        print("Downloading report...")
        download_url = f"{result['path']}"
        filename = f"reports/{company}_Sales_Report.pdf"
        file_response = requests.get(
            download_url,
            headers={"Authorization": "Bearer sk-presenton-xxxxx"}
        )
        if file_response.ok:
            with open(filename, 'wb') as f:
                f.write(file_response.content)
            print(f"Report for {company} saved as {filename}")
        else:
            print(f"Failed to download report for {company}: {file_response.status_code}")
    else:
        print(f"Failed to generate report for {company}: {response.text}")

Generated reports will be saved in the reports directory.

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Download complete code from github.

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4. Run the Script

Save your script as generate_sales_reports.py and run:

python generate_sales_reports.py

Each company will get a detailed, multi-slide sales report, and you’ll see the download path for each file in your terminal.

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5. How It Works

• The script reads and groups your CSV by company.
• It builds a well-structured markdown prompt for Presenton’s API (see API Reference).
• It sends a POST request to generate a report for each company.
• The API returns a download path for each generated PDF.
• The file is downloaded and saved in the reports folder.

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6. Next Steps

• You can further customize the prompt or number of slides as needed.
• For more on API options, see Generate a PPT via API in 5 Minutes.
• To edit created presentation you can follow Edit Custom Presentation Using API.
• For advanced configuration (for example, using Ollama or GPU), see Environment Variables, Using GPU, and Using Ollama Models.

Need help? See the full documentation or open an issue on GitHub.