Automated Client Reporting & Prospect Notifications

Project Overview

New prospect information was being identified from activity on client profile pages and organized in Google Sheets for clients to review.

Rather than manually checking for new information and preparing individual client emails each day, the reporting process was automated using Google Sheets and Google Apps Script.

The Business Problem

Prospect information collected from activity on client profile pages needed to be delivered to clients so they could review new opportunities and take appropriate follow-up action.

Without automation, someone would need to check for new information, prepare the appropriate client notification, and send a link to the updated spreadsheet each day.

While the individual task may only take a few minutes, repeating that process across multiple clients every business day creates significant administrative work over time.

The Automation Workflow

1. New prospect information is identified from activity on a client's profile page.
2. Prospect information is organized in the appropriate Google Sheet.
3. Google Apps Script supports the recurring client notification process.
4. The client receives an automated email notifying them that new prospect information is available.
5. The email provides a direct link to the spreadsheet containing the client's updated information.
6. The client can review the latest prospect information without requiring someone to manually prepare and send the daily notification.

Estimated Time Savings

Manually reviewing the new information, preparing the client notification, and sending the spreadsheet link was estimated to require approximately 5 minutes per client per business day.

Across approximately 260 business days per year, this represents roughly 21.7 hours of repetitive administrative work per client annually.

Automating the recurring notification allows staff to focus on exceptions, client needs, and higher-value work rather than preparing the same type of communication each day.

Estimated Financial Impact

Small recurring tasks can become expensive when they are repeated across many clients. Using an illustrative loaded labor cost of $30 per hour, the estimated 21.7 hours of annual administrative time per client represents approximately $650 in potential labor value per client each year.

Because the same automated process can support multiple clients, the potential operational value increases as the number of clients using the reporting workflow grows.

These figures are illustrative estimates based on approximately five minutes of manual work per client per business day, 260 business days per year, and an assumed loaded labor cost of $30 per hour. Actual time and financial savings will vary based on workflow, staffing costs, client volume, and business requirements.

Business Value

• Potentially eliminates approximately 22 hours of repetitive administrative work per client annually.
• Creates a consistent daily client communication process.
• Reduces the need to manually prepare and send recurring client notifications.
• Gives clients direct access to their latest prospect information.
• Uses familiar business tools rather than requiring a complicated new platform.
• Creates a workflow that can scale across additional clients without a corresponding increase in repetitive administrative work.
• Allows staff to spend more time on client service, follow-up, and higher-value operational work.

Tools & Skills

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