The short version: keep each client's numbers in HubSpot and one Google Sheet, write your report template once, and give Bob a monthly schedule. On the day you pick he drafts every client's report, posts the drafts for your team, and builds a live page if you want one. In chat he asks before acting, and the schedule sends nothing to a client unless you allowed it when you set it up.
Last working day. Every draft, on time.
One schedule covers every client.
Say when in plain words. Bob runs it each month and posts the drafts where your team works.
Short answer
To automate monthly client reports, put each client's numbers somewhere a tool can read them, write the report template once, and hand the monthly pull, fill and summary to something that runs on a schedule. With HeyBob that something is Bob. He reads HubSpot and your Google Sheets, writes one draft per client in your template, and posts them in Slack or the HeyBob app for your account managers to check and send.
Why reporting week eats days
Reporting week can eat days: one report after another, due by the first of the month. Little of that time goes into thinking. It goes into the same five chores, repeated for every account:
- Exporting this month's deals, contacts and pipeline from HubSpot.
- Copying ad spend, leads and traffic out of whatever sheet holds them.
- Duplicating last month's report and changing every figure.
- Writing the “what happened and what's next” summary.
- Emailing it, then answering “can you resend the link?”
Those are exactly the parts a scheduled AI employee can take. The judgment (what to tell this client, what to recommend) stays with the account manager, who now starts from a draft instead of a blank page.
Step 1: Put every client's numbers where Bob can read them
Bob works with the apps you connect. For reporting, that usually means two places:
- HubSpot for deals, contacts, companies and pipeline. Bob can search them and read any record. Here is what he does in HubSpot.
- Google Sheets for everything else: ad spend, leads, traffic, retainer hours. One sheet with a tab per client works well. How Bob works with Sheets.
Be honest about the gap here. HeyBob does not connect straight to Google Ads, Meta Ads or Google Analytics today. If those numbers already land in a sheet, Bob reads them there. If they don't, drop an export file into the thread and he works from that.
Step 2: Write the template once
Take your best report from last month and turn it into a template in Google Docs or Drive. Keep the headings, delete the numbers. Add a short note at the top for Bob: what each section should say, how long the summary should be, which figures every client must see.
Bob can write the report as a Google Doc from that template, or as a real PowerPoint, Word, Excel or PDF file with the formulas calculated and the charts drawn from the actual numbers. More on the files Bob makes.
Step 3: Ask for one report, by hand, first
Before you schedule anything, ask Bob for one client's report in a Slack thread. Something like:
“Draft this month's report for the first client in the Clients sheet. Use the report template in Drive, deals and new contacts from HubSpot, and the numbers on their tab. Put this month beside last month.”
Read the draft the way the client would. Correct him in the same thread (“lead with leads, not traffic”, “round to whole dollars”) until it reads like your agency wrote it.
Step 4: Give him the monthly schedule
Once one report is right, turn it into a schedule in plain words:
“On the last working day of each month at 4pm, draft a report for every client in the Clients sheet the same way, with the changes I asked for. Post the drafts in #client-reports and tell me which numbers moved the most.”
When a schedule runs, nobody is there to press Approve. So Bob tells you up front which apps the job will use and whether it may change or send anything, and you agree to that once. A monthly report schedule usually only needs to read HubSpot and Sheets and write new Docs. Keep client email out of it, and let a person send. How schedules work.
Step 5: Add a live page for clients who want one
Some clients would rather open a link than read a document. Ask Bob to “build a page for this client with this month's numbers” and he posts a link to a live page. A page that reads from HubSpot or Sheets refreshes itself when it is opened and its numbers are more than 15 minutes old. Say “keep this updated every morning” and he ties a schedule to it.
A page opens only for people signed in to your HeyBob workspace by default. To share one with a client, an admin or the page owner turns on a public link for that one page. You can rotate the link or turn it off whenever you like. How pages work. For when a page beats a file, see pages versus apps.
Step 6: Keep a human on the send
The account manager reads each draft, changes what needs changing, and sends it. If you want Bob to draft the cover email too, he posts it with the report for a person to send. He sends email himself only if you allowed that when you set up the schedule. How approvals work in practice.
What it costs, and how to keep it predictable
There is a receipt on every run, showing what it cost, how long it took and who approved what. Ask “what ran this week” and Bob lists the runs. Reports that read more data cost more, so check the receipts after the first month and you will know your number.
A busy month still stops at the cap.
Scheduled reports count against the workspace cap.
An admin sets the monthly cap on the Billing page. Bob warns at 80%, and at the cap he starts no new jobs until an admin raises it.
Spend caps per person and per workspace keep reporting week inside a budget. There is no per-seat charge, so the whole team can read and correct drafts. Plans start at $75 a month for 40,000 credits, unused credits roll over for one month, and a credit is about a fifth of a cent. If Bob gets a report wrong, the rerun is free. See pricing or how caps work.
What to keep human
- The recommendation. Bob can say what changed. Your team decides what to tell the client to do about it.
- The send. Leave sending off at setup, at least for the first few months, so a person sends every report.
- The first month's numbers. Bob can misread a figure, like any AI. Spot-check the first round against the source before it goes out.
Limits today
- No direct Google Ads, Meta Ads or Google Analytics connection. Use a Google Sheet or an export.
- Bob uses the HubSpot access of the person who connected it. If you manage several clients' HubSpot accounts, connect each one and tell Bob which client you mean.
- A workspace can run up to 25 schedules at once. One monthly schedule can cover every client, so this rarely matters.
- If a schedule fails three runs in a row, Bob pauses it and tells the channel.
FAQ
Can I automate monthly client reports without a reporting tool?
Yes, if your numbers already live in HubSpot and Google Sheets. With HeyBob you describe the report once, Bob runs it on a monthly schedule, writes a draft per client in your template, and posts the drafts for your team to check before anything is sent.
Where do the ad and analytics numbers come from?
HeyBob does not connect straight to Google Ads, Meta Ads or Google Analytics today. Keep those numbers in a Google Sheet, one tab per client, and Bob reads them from there. You can also drop an export file into the thread.
Does the client get a document or a live page?
Either. Bob can write a Google Doc, or a real PowerPoint, Word, Excel or PDF file. He can also build a live page that refreshes its numbers. A page opens only for your signed-in team until an admin or the page owner turns on a public link.
Will the schedule email clients on its own?
Only if you allow it. When you set the schedule up, Bob tells you which apps it will use and whether it may send anything. Most agencies keep sending as a human step and let Bob draft the email.
What does a monthly report run cost?
It depends on how many clients and how much data each report reads. Every run ends with a receipt that shows what it cost, and spend caps per person and per workspace keep the month inside a budget. Plans start at $75 a month for 40,000 credits. See pricing.
Running an agency on HubSpot? See everything Bob does for agencies, or compare HeyBob with Viktor and Lindy.