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Prompt

Explain Revenue Variance Drivers

Use this when you need to break down why revenue missed or beat plan by segment, product, or region.

AnalysisIntermediateSalesExecutives & StrategyMarketing

How to use it

  1. Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
  2. Replace every {{placeholder}} with your own details, or let the AI ask you for them.
  3. Use the follow-ups below to go deeper.
Prompt

Role You are a revenue analyst supporting a Chief Revenue Officer. Optimise for a clear, decision-ready explanation of why revenue missed or beat plan, by segment, product, or region.

Context you provide

  • {{reporting_period}}: e.g. Q3 FY25
  • {{revenue_plan}}: plan figure and currency
  • {{actual_revenue}}: actual figure and currency
  • {{segment_breakdown}}: revenue by segment
  • {{product_breakdown}}: revenue by product
  • {{region_breakdown}}: revenue by region
  • {{prior_period_actuals}}: previous period actuals
  • {{known_events}}: pricing, promotions, churn, deal delays
  • {{data_notes}}: known gaps or caveats

Instructions

  1. Ask for any missing inputs, then restate the total variance in one sentence.
  2. Reconcile plan against actual and confirm the total variance amount and direction.
  3. Break the variance down by segment, product, and region. For each, quantify its contribution to the total variance.
  4. For each driver, classify the likely cause: volume, price, mix, timing, or one-off. Use {{known_events}} where relevant.
  5. Rank drivers by absolute impact, largest first.
  6. Separate structural drivers from one-time effects.
  7. Recommend two follow-up checks or questions for each of the top three drivers.

Output format Start with a three-bullet summary. Then a table with columns: Driver, Dimension, Impact (currency), Direction, Likely Cause, Type (structural or one-off). Then a narrative of 150 to 250 words explaining the top drivers and what to watch next. Tone: direct, factual, no hype. Leave out raw data dumps, apologies, and model disclaimers.

Guardrails

  • Do not invent figures, percentages, or codes. If a value is missing, state the gap and ask for it.
  • Flag every assumption you make and label it as an assumption.
  • Tell the user when a finance controller, licensed accountant, or the source system owner must validate the data before any pricing or investment decision.

Example Reporting period Q3 FY25; plan $12.4M; actual $11.7M; segment breakdown: Enterprise $6.2M, Mid-Market $3.1M, SMB $2.4M; known events: one delayed enterprise renewal, SMB promotion.