Transform Excel Data into AI-Ready Vectors with OpenAI and Supabase

Description This workflow is a practical, “dirty” solution for real-world scenarios where frontline workers keep using Excel in their daily processes.
Instead of forcing change, we take their spreadsheets as-is, clean and normalize the data, generate embeddings, and store everything in Supabase.

The benefit: frontline staff continue with their familiar tools, while data analysts gain clean, structured, and vectorized data ready for analysis or RAG-style AI applications.

How it works Frontline workers continue with Excel** – no disruption to their daily routines.
Upload & trigger** – The workflow runs when a new Excel sheet is ready.
Read Excel rows** – Data is pulled from the specified workbook and worksheet.
Clean & normalize** – HTML is stripped, Excel dates are fixed, and text fields are standardized.
Batch & switch** – Rows are split and routed into Question/Answer processing paths.
Generate embeddings** – Cleaned Questions and Answers are converted into vectors via OpenAI.
Merge enriched records** – Original business data is combined with embeddings.
Write into Supabase** – Data lands in a structured table (excel_records) with vector and FTS indexes.

Why it’s “dirty but useful” No disruption** – frontline workers don’t need to change how they work.
Analyst-ready data** – Supabase holds clean, queryable data for dashboards, reporting, or AI pipelines.
Bridge between old and new** – Excel remains the input, but the backend becomes modern and scalable.
Incremental modernization** – paves the way for future workflow upgrades without blocking current work.

Outcome Frontline workers keep their Excel-based workflows, while data can immediately be structured, searchable, and vectorized in Supabase — enabling AI-powered search, reporting, and retrieval-augmented generation.

Required setup

Supabase account Create a project and enable the pgvector extension.

OpenAI API Key Required for generating embeddings (text-embedding-3-small).

Microsoft Excel credentials Needed to connect to your workbook and worksheet.

Need Help 🔗 LinkedIn – Wessel Bulte