--- title: "Exit Data Pack: Clean Numbers from Xero, QuickBooks, Sage" description: "Two analyst-written prompts that build your monthly profit and loss, adjusted earnings bridge and anonymised client ledger from Xero, QuickBooks or Sage." lang: en json-ld: | [ { "@context": "https://schema.org", "@type": "Organization", "@id": "https://www.dealflowagent.com/#organization", "name": "DealFlowAgent", "alternateName": "DealFlow Agent", "url": "https://www.dealflowagent.com", "logo": { "@type": "ImageObject", "url": "https://www.dealflowagent.com/media/a8c3dd54-ab81-40f5-995e-50fda69ec528.webp", "width": 512, "height": 512 }, "image": "https://www.dealflowagent.com/og-image.webp", "description": "DealFlowAgent is the leading specialist M&A advisor for building services and facilities management businesses, including fire and life safety, electrical, water hygiene and Legionella, lift and elevator maintenance, HVAC, plumbing and security, plus specialist healthcare clinics and care homes across the UK and US. £500K–£100M.", "foundingDate": "2024", "founders": [ { "@type": "Person", "name": "Joe Lewin", "jobTitle": "Founder & Managing Director" } ], "address": { "@type": "PostalAddress", "streetAddress": "Battersea Power Station", "addressLocality": "London", "addressCountry": "GB", "postalCode": "SW11" }, "contactPoint": [ { "@type": "ContactPoint", "telephone": "+44-20-7293-0327", "contactType": "sales", "availableLanguage": [ "English" ] }, { "@type": "ContactPoint", "email": "joe@dealflowagent.com", "contactType": "customer service" } ], "sameAs": [ "https://www.linkedin.com/company/dealflowagent", "https://twitter.com/dealflowagent" ], "areaServed": [ { "@type": "Country", "name": "United Kingdom" }, { "@type": "Country", "name": "United States" } ], "knowsAbout": [ "Mergers and Acquisitions", "Business Valuation", "Exit Planning", "M&A Advisory", "Business Sale", "Private Equity", "Building Services M&A", "Facilities Management M&A", "Fire and Life Safety M&A", "Electrical Contracting M&A", "Water Hygiene and Legionella Compliance M&A", "Lift and Elevator Maintenance M&A", "HVAC Business Sales", "Plumbing Business Sales", "Testing, Inspection and Certification M&A", "Healthcare Clinics and Care Home M&A" ], "slogan": "The specialist M&A advisor for building services, facilities management and healthcare." }, { "@context": "https://schema.org", "@graph": [ { "@type": "Person", "@id": "https://www.dealflowagent.com/#joe-lewin", "name": "Joe Lewin", "givenName": "Joe", "familyName": "Lewin", "jobTitle": "Founder and Managing Director", "description": "Founder of DealFlowAgent. Advises owners of building services, facilities management, compliance and testing, and specialist healthcare businesses on valuation, exit readiness and the end-to-end sale process across the UK and US.", "worksFor": { "@id": "https://www.dealflowagent.com/#organization" }, "url": "https://www.dealflowagent.com/about", "email": "joe@dealflowagent.com", "telephone": "+44-20-7293-0327", "knowsAbout": [ "Mergers and Acquisitions", "Business Valuation", "EBITDA Multiples", "Exit Planning", "Sell-Side M&A Advisory", "Building Services M&A", "Facilities Management M&A", "Healthcare Clinic and Care Home M&A" ], "sameAs": [ "https://www.linkedin.com/company/dealflowagent" ] }, { "@type": "Person", "@id": "https://www.dealflowagent.com/#duncan-moore", "name": "Duncan Moore", "givenName": "Duncan", "familyName": "Moore", "jobTitle": "M&A Deal Lead", "description": "M&A Deal Lead at DealFlowAgent. Formerly a Director at the largest M&A advisory firm in the UK, owned by K3 Capital, where he managed teams of M&A advisors, analysts and associates.", "worksFor": { "@id": "https://www.dealflowagent.com/#organization" }, "url": "https://www.dealflowagent.com/about", "knowsAbout": [ "Mergers and Acquisitions", "Sell-Side M&A Advisory", "Deal Origination", "Business Valuation", "Buyer Negotiation" ] }, { "@type": "Organization", "@id": "https://www.dealflowagent.com/#organization", "employee": [ { "@id": "https://www.dealflowagent.com/#joe-lewin" }, { "@id": "https://www.dealflowagent.com/#duncan-moore" } ] } ] }, { "@context": "https://schema.org", "@type": "WebSite", "@id": "https://www.dealflowagent.com/#website", "url": "https://www.dealflowagent.com", "name": "DealFlowAgent", "description": "Specialist M&A advisory for building services, facilities management and healthcare business owners in the UK and USA", "publisher": { "@id": "https://www.dealflowagent.com/#organization" }, "potentialAction": { "@type": "SearchAction", "target": { "@type": "EntryPoint", "urlTemplate": "https://www.dealflowagent.com/blog?q={search_term_string}" }, "query-input": "required name=search_term_string" }, "inLanguage": "en" }, { "@context": "https://schema.org", "@type": "BreadcrumbList", "itemListElement": [ { "@type": "ListItem", "position": 1, "name": "Home", "item": "https://www.dealflowagent.com" }, { "@type": "ListItem", "position": 2, "name": "Valuation Calculator", "item": "https://www.dealflowagent.com/valuation" }, { "@type": "ListItem", "position": 3, "name": "Data Pack", "item": "https://www.dealflowagent.com/valuation/data-pack" } ] } ] --- [![DealFlowAgent](/assets/dealflowagent-logo-CZZBNQM2.webp)](/) Sectors Refer an Owner [Valuation Guides](/valuation/guides)[Exit Planning](/exit-planning)[Blog](/blog)Book a Call[Careers](/careers) [🇬🇧 +44 20 7293 0327](tel:+442072930327)| [🇺🇸 +1 (447) 837-9720](tel:+14478379720) [Whatsapp](https://wa.me/442072930327)[I'm an Owner](/valuation)[I'm a Buyer](/buyside) [I'm a buyer](/buyside)[](https://wa.me/442072930327) Valuation preparation # Get your numbers out without losing weeks Owners rarely stall on the valuation itself. They stall on the export. This page carries the same Data Pack Kickstart that sits at the top of every DealFlowAgent valuation report, so you can hand it to whoever holds the records. Do this first ### The Data Pack Kickstart The single thing that moves the range in this report is detailed numbers. Here is exactly what we need, in Excel or CSV. Not PDFs, not annual totals, not filed accounts. Workbook one: the financial pack - **Monthly P&L, 36 months.** One row per month labelled YYYY-MM, oldest first. Revenue split by contracts, reactive, projects and other, then cost of sales, gross profit, gross margin, overheads line by line, operating profit, depreciation, interest, profit before tax. - **Balance sheet.** One column per year end for three years, plus the latest month end. - **Adjusted earnings bridge.** One row per add-back, never bundled. - **Cap table, anomalies, notes and gaps.** One tab each. - **README tab.** Source system, export date, period, currency, VAT basis, cash or accruals, colour key. Workbook two: the client ledger - **One row per client, three years.** Columns: client reference (001, 002, 003), client type, description, revenue per year, total revenue, first and last invoice date, number of invoices, amount paid, last payment date, contract or ad hoc, status. - **No names.** Clients become numbers before the file leaves your business. - **KPIs and OKRs tab.** Renewal rate, utilisation, average job value, pipeline, days sales outstanding. Blank beats a guess. Below are two prompts written by our analysts. Paste one into Claude Opus 5 Max, connect your accounting system or follow the export steps it gives you, and it will interrogate you until the workbook is complete and correct. It will refuse summary data, and it will tell you when a figure does not add up. Allow twenty to forty minutes per prompt. If you would rather read it through first, the full walkthrough is at [how to prepare your data for a valuation](/blog/prepare-your-data-for-valuation-and-due-diligence). Step 1 of 3 #### Prompt A. The financial pack Monthly profit and loss, balance sheets, the adjusted earnings bridge, the cap table and an anomalies log. Run this one first. - \- Connects natively to Xero or QuickBooks Online, or walks you click by click if you use Sage or anything else. - \- Pushes back if you supply annual totals, a summary PDF or filed abbreviated accounts. - \- Produces one Excel workbook with a README tab, live formulas and finance-standard colour coding. Copy Prompt A[Open Claude](https://claude.ai/new) Read the prompt first Step 2 of 3 #### Prompt B. Clients, retention and KPIs An anonymised client ledger over three years, the retention metrics a buyer prices against, a win-back list, and your KPIs and OKRs. - \- Every client becomes a number: 001, 002, 003. No names leave your business. - \- Builds revenue concentration, client win and loss counts, median spend and average client life. - \- Optionally connects Gmail or Outlook to fill the last communication column and surface clients who have gone quiet. Copy Prompt B[Open Claude](https://claude.ai/new) Read the prompt first Step 3 of 3 #### Send the workbooks back When Claude tells you the workbook is complete, click the download button on the file it produced and save the .xlsx to your computer. Then upload both files, or simply reply to your report email with them attached. Everything you send is held privately and never shown to a buyer. [Upload your workbooks](/valuation)Book a call to walk through it #### Quick links to the exports - [Xero connector for Claude](https://claude.com/connectors/xero) Official connector. Reads the profit and loss, the debtors ledger and the top customers directly. - [Intuit QuickBooks connector for Claude](https://claude.com/connectors/intuit-quickbooks) Official connector. Reads profitability and cash flow directly from QuickBooks Online. - [Claude connectors directory](https://claude.com/docs/connectors/directory) Everything else, including Gmail and Microsoft for the client communication columns. - [Xero: Profit and Loss report](https://central.xero.com/s/article/Profit-and-Loss-New) Set the date range, then set Compare periods so the report comes out month by month before you export. - [Xero: Income by Contact report](https://central.xero.com/s/article/Income-by-Contact-Report) The client by client revenue source. Run it once per financial year. - [QuickBooks Online: export reports to Excel](https://quickbooks.intuit.com/learn-support/en-us/help-article/report-management/export-reports-excel-quickbooks-online/L7iAoP97n_US_en_US) The export step itself. Choose Excel, never PDF. - [QuickBooks Online: customise financial reports](https://quickbooks.intuit.com/learn-support/getting-started-with-quickbooks/how-to-customize-financial-reports-in-quickbooks-online/ta-p/171715) Where to set Display columns by Month and the custom date range. - [Sage Accounting: run the Profit and Loss](https://help.sbc.sage.com/find_by_filename?filename=the-profit-and-loss-report.html&language=en&locale=uk&service=accounting) The standard report. Sage has no Claude connector, so this is the route. - [Sage Accounting: customisable Profit and Loss](https://gb-kb.sage.com/portal/app/portlets/results/viewsolution.jsp?solutionid=222001000101135) Use this one to get comparative periods rather than a single total column. #### If your accountant holds the records Copy this and send it to them. It names every report, the period and the format, so nothing comes back as a retyped summary. Subject: Export request for a valuation exercise Hello, I am going through a valuation and value driver exercise with our M&A adviser and need a set of exports. Excel or CSV please, exported directly from the system rather than retyped or summarised. 1. Profit and loss, month by month, for the last 36 months, with each month as its own column. 2. Balance sheet as at each of the last three financial year ends, plus the most recent month end. 3. Aged debtors and aged creditors as at the most recent month end. 4. Revenue by customer for each of the last three financial years. 5. Trial balance for the last full financial year. Please send them as separate files with the period in the filename. If any report cannot be produced in that form, tell me which and I will work around it. Could I have these by \[date\]? Thank you. Copy the email [DealFlowAgent Exit Readiness Master Pack](/templates/DealFlowAgent-Exit-Readiness-Master-Pack.xlsx) ## Latest announcements [![Building & Facilities News names DealFlowAgent Company of the Month announcement cover](/assets/company-of-the-month-building-facilities-news-2026-Br7-aO4K.jpg)Company of the Month Building & Facilities News names DealFlowAgent Company of the Month The July 2026 feature on sector specialism, buyer relationships and what actually drives value for owners. ](/blog/company-of-the-month-building-facilities-news-2026)[![Martin Watson joins DealFlowAgent announcement cover](/__l5e/assets-v1/cb678acf-553d-43d7-85f3-82f6c174523b/martin-watson-joins-dealflowagent-cover.png)Senior Industry Advisor Martin Watson joins DealFlowAgent Chair of both the Fire Industry Association and the British Security Industry Association, after three decades in fire and security including Mitie. ](/blog/martin-watson-joins-dealflowagent-fire-security-advisory)[![Nick Barker joins as Industry Partner announcement cover](/__l5e/assets-v1/65c42b7f-b12d-46f7-b4e0-63df6f3383e6/fm-talent-partners-dealflowagent-cover.png)Industry Partner Nick Barker joins as Industry Partner Founder of FM Talent Partners, helping owners close key-person dependency gaps before a sale and connecting buyers with senior operators. ](/blog/valuation-gaps-key-person-dependency-fm-talent-partners) [![DealFlowAgent](/assets/dealflowagent-logo-white-BtiUZq_y.webp)](/) Specialist M&A advisory for Building Services, Facilities Management, and Healthcare business owners. 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