Automate Client Reporting with AI

1. Go to claude.ai and start a **new chat** (stay in this thread through step 4 unless you intentionally reset). 2. Paste this prompt and fill the brackets: "I'm setting up recurring client reporting. Context: - My service / engagement type: [e.g. SEO retainer, ads management, fractional ops] - Primary reader: [role — e.g. founder, marketing lead, ops lead] - Cadence I can sustain for v1: [weekly OR monthly — pick one pilot cadence] - What decision this report should drive: [continue / adjust spend / escalate blockers / reprioritize roadmap — pick one primary] Your job: help me write a tight **report charter**. Reply with: A) One short paragraph: who reads this, on what cadence, and what decision it enables B) **3–5 questions** this report must answer every cycle (ranked — most important first) C) **Non-goals** — what we will NOT include in v1 (bullet list) D) Push back if I'm mixing weekly tactical noise with monthly strategic review — tell me what belongs in a separate doc or meeting" 3. Read Claude's reply. If you have more than **5** questions, reply: "Force-rank to the **top 5 only** — merge or cut the rest." 4. If the scope still feels like "everything," ask: "If we only had **four** sections in the client-facing report, what are they — section titles only?" 5. Copy the final **Report charter** (questions + non-goals) into your notes — you'll reuse it for the template and AI prompts."

1. Open Google Sheets and create a new spreadsheet named **Client reporting — [Pilot client or internal codename]**. 2. Rename the first tab **Metrics map**. 3. Add column headers in row 1 (exactly): **Metric** | **Definition (one sentence)** | **Source (system + link or export)** | **Owner (you / client / tool)** | **Freshness** (e.g. daily, weekly at close, monthly invoice date). 4. Add **at least 8** realistic metrics for your pilot — mix **volume**, **cost**, **health**, and **delivery** metrics relevant to your engagement (examples: spend, leads, CPL, CPA, ROAS, impressions, clicks, pipeline stage counts, tickets closed, uptime — pick what matches your work). 5. For each metric, write a definition a skeptical CFO would accept — no vibes, no synonyms that quietly change meaning. 6. For **Source**, paste stable links where possible (analytics view, ad platform, CRM list). If the source is a CSV export, write the **filename pattern** and **where it lives** (folder path or drive). 7. Star **3 metrics** that must never be wrong (your "audit metrics") — you'll triple-check those every send.

1. In the same spreadsheet, add a second tab named **Report template**. 2. Create **fixed section headings** in column A (exactly these labels, in order): - Executive snapshot - What changed (period vs prior period) - What we did (your workstream) - Risks / blockers - Next 30 days (plan + asks) - Appendix — raw numbers 3. Under each heading, add **bullet placeholders only**, referencing metrics by **exact name** from your Metrics map tab — use the format `[METRIC: Name]` and `[DELTA: Name vs prior period]`. No adjectives, no narrative yet. 4. In **Executive snapshot**, include exactly **3 bullets**: goal vs actual for **one primary KPI**, **one leading indicator**, and **one delivery/ops signal** — still as placeholders. 5. Freeze row 1 if helpful; keep this tab **text-only** (no charts required for v1). 6. Duplicate the tab once as **Archive template v1** so you can experiment without losing the baseline structure.

1. Export or copy your latest numbers into a **plain table** (Sheet range, CSV paste, or bullet list). Include **period labels** (start/end dates) and **comparison period** if you have one. 2. Copy your **Metrics map** definitions for only the metrics appearing in this snapshot (paste the relevant rows). 3. Paste this prompt (adapt labels if needed): "You are drafting sections of a client report. Rules — non-negotiable: - Use **only** the metrics provided in my paste. **Do not introduce new KPIs**, benchmarks, or 'industry averages.' - If a metric is missing, write **'Not provided this period'** — do not estimate. - Plain English, short sentences. No hype adjectives unless tied to a number. - Every quantitative claim must end with a parenthetical citing the **input line** (e.g. 'from table row: Spend'). Task: A) **Executive snapshot** — max **120 words** B) **What changed** — bullets, each tied to one metric or delta from the paste If I use Notion instead of Sheets for my Metrics map, paste an equivalent structured table or bullet list with the same columns instead of a Sheet range." 4. Generate **Executive snapshot** + **What changed** first. Read once for hallucinations (numbers not in paste). 5. Ask for one revision: "Tighten by 20% — fewer words, same facts — still citing inputs." 6. If you need other sections, repeat with a second prompt: "**What we did** and **Risks/blockers** using only facts I supply below:" plus your bullet notes.

1. Put Claude's draft **beside** your Metrics map + raw numbers tab — split screen or second monitor. 2. Walk this checklist **top to bottom** (don't skip): - **Traceability:** Every %, delta, and absolute number in the draft matches **one cell or one pasted input line** — highlight mismatches in red on the draft. - **Period integrity:** Compare labels (e.g. 'Week of May 1–7') against your exports — fix mismatches in the **source**, then the draft. - **No uncited superlatives:** Flag words like 'crushed,' 'massive,' 'skyrocketed' unless a number in the paste supports the intensity — downgrade or cut. - **Audit metrics:** Triple-check the **3 starred metrics** from your Metrics map — if any disagree, **stop** — fix before sending. 3. Optional — second Claude pass **only after numbers match**: paste the cleaned draft and ask: 'Rewrite for calm professional tone without changing **any** numbers, dates, or units — diff-style output.' 4. Keep a short **Verification log** row in Sheet3 (new tab) or at the bottom of Metrics map: date | issue found | fix applied.

1. Open Google Docs → Create **Client report — [Client name] — [Period label]**. 2. Paste sections in order: **Executive snapshot** through **Appendix** — keep Appendix numeric tables readable (monospace or fixed columns optional). 3. At the **top of a separate internal doc** (or the Doc's hidden first page), create **[Reporting playbook — internal]** with: - Your **Report charter** (from step 1) - Copy-paste of the **rules block** you used with Claude in step 4 - Links to your Metrics map spreadsheet and raw exports folder 4. Name the playbook doc: **Reporting playbook — [Client / pilot codename]**. 5. Add a **calendar reminder** **two business days before** each intended send — title it **Draft client report — [client]**. 6. Email checklist (tick mentally before send): - Subject line includes **period label** - PDF or link permission matches client expectations - **CC / recipients** correct (finance vs marketing) 7. Save the Doc URL + playbook URL in one bookmark folder so next cycle is **open → update numbers → paste → verify → send**.