The problem with hand-built management reports
In many companies, the monthly report depends on one person gathering the bank statement, the sales spreadsheet and the receivables log, pasting everything into a spreadsheet and checking it formula by formula. By the time the report is ready, the month has turned and the decision comes late.
- The numbers change depending on who built the spreadsheet
- The report only exists at month end, not mid-month
- A formula pointing to the wrong row goes unnoticed
- No one can check the numbers on their phone before a meeting
What a management report automator does
- Brings sales, contracts, billing and cost data into one place
- Calculates KPIs with the same rule every time, no stray formulas
- Updates the numbers every day, not just at month-end close
- Shows a dashboard on your phone and generates the PDF for the meeting
- Keeps month-by-month history, so you can compare periods without redoing anything
- Alerts you when a KPI goes off track, such as a late payment
KPIs that are usually included
- Monthly recurring revenue and expected revenue for the month
- Collected this month and delinquency
- Fixed costs and projected result
- Margin by product, service or client
- Sales funnel: proposals sent, in negotiation and closed
- Projection for the coming months based on active contracts
The right list depends on the business. The starting point is always the question the owner wants answered every week, not the number of charts.
Real example: HubVLS's own dashboard
HubVLS's own admin uses this model. Subscriptions, contracts, payments and costs live in the same system, and the KPI screen shows recurring revenue, collections, delinquency, result and margin for the month, with 12 months of history and a projection for the next three. No one builds spreadsheets at month end.
Management reports and client reports
The same engine that calculates internal KPIs also generates client reports: consulting assessments, monthly follow-ups and accountability reports, in Word and PDF, in your company's standard. If what you need is the document delivered to the client, see the guide on automating reports in Word and PDF.
How HubVLS implements it
- We define with you the questions the report needs to answer
- We map where each number comes from and what is done by hand today
- We build the dashboard and the PDF and validate them against months you have already closed
- The system goes live with monthly maintenance and adjustments as the company grows
Which process do you want to take off your team's plate?
Tell us which routine takes up the most time. 100% remote service, anywhere in Brazil.
Chat on WhatsAppOr email contato@hubvls.com.br.
Frequently asked questions
Do I need to replace the system I already use?
Not necessarily. When your current system exports data or has an integration, the report reads from it. When it doesn't, entries are made directly in the new system, just once.
Can I see the KPIs on my phone?
Yes. The dashboard opens on phone and computer, with login access, and the PDF is available to download and send.
Is it different from a BI dashboard?
The focus is different. Instead of a generic tool someone has to feed and configure, the system is built from day one with your company's rules and KPIs and updates itself.