Automated reporting & distribution
The report updates automatically, reaches whoever has to read it, and flags anything outside the usual range.
The challenge
Every close, somebody spends days rebuilding the same report: copy, paste, reconcile, format, send. It is expensive, repetitive work, and any error goes unnoticed until the following month. Meanwhile, the numbers discussed in the meeting are already two weeks old.
The solution
We automate both the refresh and the delivery: scheduled sends to the right recipient, alerts when a metric crosses a threshold, and exports in the format each area needs. With a record of what was sent and to whom. If a refresh does not finish cleanly, the report is held back and the team is notified.
It's for your company if…
- Report delivery depends on one specific person remembering, and when they are away nothing goes out.
- Each branch or client gets its own report, and preparing them all means repeating the same work with different filters.
- Errors in the reports are found by a client or a director once the report is in their inbox, never before.
- You want to know right away when a big order lands or a metric drops, but the only way is to go and look.
What's included
Its own refresh calendar
Every report has its own calendar: daily, weekly or at close. The data refreshes on its own before sending time, without anyone opening anything.
One template, many recipients
The same report goes out filtered per recipient: each branch or client receives only its own figures, from the same template and at the same time.
Thresholds and alerts defined with you
We agree on what counts as a deviation worth an alert and who should receive it. The alert arrives when it happens, not when the month closes.
The format each recipient works in
Whoever works in spreadsheets gets a spreadsheet; whoever only needs to read gets a print-ready document. The format adapts to the recipient, not the other way round.
A log of every send
Every send is logged: which report, to whom, when and with which data. If one day you need to prove what went out, the log is there.
How we do it
Report inventory
We list the reports built by hand today: who assembles them, who receives them, how often and which ones nobody reads any more.
Priority and design
We automate the most time-consuming ones first. For each report the content, format, calendar and recipients are fixed.
Running in parallel
For an agreed period, the automated report and the manual one run side by side and are compared. The manual one is only retired once the results match.
Maintenance handover
We document how to add a recipient, change a calendar or adjust a threshold, so routine maintenance can be done by your own team.
Key benefits
No manual assembly
Always on time
Automatic deviation alerts
FAQ
Can we change a report ourselves once it is automated?
Routine changes, yes: recipients, calendars and thresholds are documented at handover so you can manage them. For changes to structure or content, scope and price are agreed before anything is touched.
Can information from outside the system be included, like targets or budgets?
Yes. Targets are usually kept in a spreadsheet, and that does not need to change: a stable format is defined and the system reads it automatically on every refresh.
Can every report be automated?
Those with stable content and a stable calendar, yes. The initial inventory shows which ones qualify and which are better left as dashboard views. Not everything should be automated.
How is it charged: per project or as a fee?
The build is charged as a closed project, with the scope agreed at the free assessment. If you want us to handle maintenance and monitoring, that is agreed separately, with scope and price fixed in advance.
Related success stories
Financial services
Business group with four companies
A seven-day monthly close and figures that never matched across companies
- Days to close the month
- 7→1
- Board report every month
- D+2
- Margin definition across all four companies
- 1
Logistics
Logistics operator
A hand-built report per client each month and missed windows spotted only when the client called
- Monthly reports automated
- 40
- Reports sent late
- 0
- Alert for a missed delivery window
- 24 h