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Rivac AI Labs
Specialized & Cross-Industry Services

Sales Data Extraction Agent

Sales teams that run on spreadsheets often lose hours a week to manually pulling MTD, YTD, and year-end numbers out of files that change format from rep to rep or region to region. This service automates that extraction: monitoring source spreadsheets for updates and pulling standardized sales metrics on a schedule, regardless of how inconsistently the underlying files are structured. It's for sales operations teams still manually compiling numbers from Excel who need the metrics without the manual pull every single reporting cycle. You get accurate, standardized sales metrics delivered automatically, freeing up the hours currently spent copying numbers between files.

This is a capability we deliver for you as a service, not a role we’re hiring for.

How We’d Approach This

A clear, staged plan, not a black box

These are the service-specific steps inside our six-step process.

  1. 1

    Diagnose the current spreadsheet formats and manual extraction process to map exactly what breaks or takes the longest.

  2. 2

    Build and pilot automated extraction on one region or rep's file set, validated against a manual pull.

  3. 3

    Review extraction accuracy with the sales ops team and adjust for edge cases in file formatting.

  4. 4

    Roll out full automated extraction across all sources on the required reporting schedule.

What You Get

Deliverables from this engagement

  • An automated extraction pipeline covering all source spreadsheets
  • Standardized MTD/YTD/year-end metric outputs
  • Validation results comparing automated output to manual pulls
  • A documented process for handling new or changed file formats

Six Ways We Could Architect This

Different engagement, different build, pick the shape that fits

There’s more than one way to deliver on this service. Browse a few of the ways we’d structure the work, depending on your speed, budget, and integration needs.

Read all 6 architectures as text

Lean Fast-Start Architecture

Intake

  • Sample Spreadsheets Collected
  • Scoping Call with Sales Ops
  • Target Metrics Defined MTD YTD Year End

Extraction

  • Single Region File Watched
  • Script Reads Cell Ranges
  • Standardized Metric Sheet

Validation

  • Manual Pull Comparison
  • Numbers Match
  • Approved Extraction Logic

Delivery

  • Scheduled Local Run
  • Metrics Emailed to Ops Lead
  • Ops Lead Confirms Accuracy

Cloud-Native / Managed Services Architecture

Source Layer

  • Shared Drive Spreadsheets
  • Managed File Sync Service
  • Cloud Storage Bucket

Extraction Operations

  • Managed ETL Function
  • Schema Mapping Service
  • Format Normalization Layer
  • Standardized Metrics Table

Managed Data Store

  • Cloud Data Warehouse
  • MTD YTD Year End Views

Delivery Layer

  • Cloud Hosted Dashboard
  • Automated Refresh Schedule
  • Access Controlled Sharing Link

Event-Driven & Automation-First Architecture

Triggers

  • Spreadsheet File Updated
  • File Change Webhook
  • Scheduled Reporting Time
  • Cron Trigger

Automation Layer

  • Auto Extraction Job Queue
  • Format Detection Engine
  • Standardized Metric Output

Review Gate

  • New File Format Detected
  • Flag for Ops Review
  • Auto Publish Metrics

Delivery

  • Metrics Written to Dashboard
  • Notification to Sales Ops Channel
  • Exception Log for Edge Cases

Enterprise-Grade & Compliance-Ready Architecture

Governance Layer

  • Data Handling Policy
  • Approved Source File List
  • Access Controlled Extraction Service

Secure Pipeline

  • Read Only Service Credentials
  • Encrypted Extraction Logs
  • Role Based Ops Access

Auditable Process

  • Versioned Metric Snapshots
  • Change History per File Source
  • Quarterly Reconciliation Review

Compliance Delivery

  • Signed Off Metrics Package
  • Audit Export for Finance
  • Retention Schedule for Raw Files

AI-Augmented, Human-in-the-Loop Architecture

Source Ingestion

  • Inconsistent Rep and Region Files
  • Raw Cell Ranges and Headers

AI Analysis Layer

  • AI Layout Detection Model
  • Draft Column and Metric Mapping
  • Draft Standardized Extraction

Human in the Loop

  • Sales Ops Spot Check
  • Extraction Matches Source File
  • Correct Mapping Rules
  • Human Approved Metric Set

Delivery

  • Published MTD YTD Year End Report
  • Scheduled Distribution
  • Mapping Rules Saved for Reuse

Integration-Heavy / Ecosystem-Connected Architecture

Client Systems

  • Rep Level Excel Files
  • Shared Network Drive
  • CRM Sales Records

Extraction Core

  • Multi Source Reconciliation Engine
  • Standardized Metrics Model

Two Way Sync Layer

  • CRM Field Sync
  • BI Tool Data Feed
  • Sales Leadership Dashboard

Shared Governance

  • Monthly Reconciliation Meeting
  • Updated Extraction Rules Published
  • Rules Synced Back to Source Templates
  • Finance Team Notified of Changes

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Ready to get started?

Tell us what you’re trying to get done and we’ll help you find the highest-leverage place to start, scoped small enough to prove itself before you commit to anything bigger.

Talk to us about Sales Data Extraction Agent

Most engagements like this start as a $500–$2,500 pilot, see full pricing.

Questions? Book a free call