Automated monthly client report for GoHighLevel sub-accounts

PromptCreate

On the first business day of every month at 7am, build and send a client performance report for my agency sub-account in LeadConnector. Use a monthly cron trigger. If the first of the month falls on a Saturday or Sunday, run on the following Monday instead.

Pull the numbers for the full calendar month that just ended, and pull the same numbers for the month before it, so every figure in the report can be compared month over month. All LeadConnector reads are scoped to a single sub-account, so use the location id for the client I am reporting on. Invoice reads additionally need altId set to that same location id and altType set to location. The list endpoints are cursor paginated, so page through every result using the startAfter and startAfterId values returned in the meta object of each response. Do not report on only the first page, or the numbers will be wrong for any client with real volume.

Use List Contacts for new leads captured, counting only contacts created inside the reporting month. Use Search Opportunities for deals won, deals lost, and deals still open, capturing the monetary value of each group as well as the count. Use List Calendar Events for appointments booked and appointments actually attended, so the gap between the two is visible. Use List Invoices for revenue collected, counting only invoices that were actually paid rather than everything issued.

Write the report as a client-facing narrative, not a stat dump. Compare every metric to the prior month and state the direction and size of the change in words, not just numbers. Call out the two biggest wins of the month. Name the one number that needs attention and be straight about it rather than burying it at the bottom. Close with one concrete recommendation for next month that follows directly from what the data shows, including the rough size of the opportunity where you can estimate it.

Keep the language plain and free of marketing jargon. The reader is a business owner, not a marketer, so avoid words like leverage, synergy, funnel, and optimize, and explain what each metric means for their business. Never pad the report. If the client had a quiet month, say so plainly and focus on what to do about it.

Email the finished report to the client with Gmail using Send a Message, with a subject line naming the client and the month covered. Then append a single row of the headline metrics to my Google Sheets tracker using Append Values, so month over month trends accumulate over time. The row should carry the month, new leads, deals won, deals lost, open pipeline value, appointments booked, appointments attended, and revenue collected, in the same column order every month so the sheet stays chartable.

Example output

March performance recap for Riverside Dental March brought in 128 new leads, up from 94 in February. You turned 21 of them into paying work worth 47,300 dollars, compared with 15 deals worth 31,800 dollars the month before. Revenue collected on paid invoices came to 44,150 dollars. Two things went particularly well. New leads grew for the third month in a row, and the average value of a won deal rose from 2,120 to 2,252 dollars, so you are not just winning more work, you are winning slightly bigger work. One number needs attention. You booked 96 appointments but 61 were attended, an attendance rate of 64 percent, down from 71 percent in February. Every missed appointment is a lead you already paid to generate. Recommendation for April: send a reminder on the morning of each appointment. Recovering attendance to February's 71 percent would have added roughly 7 more attended appointments in March, which at your current close rate is about 3,400 dollars of additional work.

What does this prompt do?

Pulls last month's numbers from the client sub-account you choose: new leads captured, deals won, lost and still open with their values, appointments booked and attended, and revenue collected.
Writes a short client-facing narrative instead of a stat dump, comparing every metric to the month before so the client sees the direction of travel.
Calls out the two biggest wins, names the one number that needs attention, and closes with a concrete recommendation for next month.
Emails the finished report to your client and adds a row of headline metrics to a Google Sheets tracker, so month-over-month trends build up on their own.

What do I need to use this?

A LeadConnector (GoHighLevel) account, and the client sub-account you want to report on
A Gmail account to send the report from
A Google Sheets spreadsheet to hold the month-by-month tracker
Your client's email address

How can I customize it?

Change when it runs, for example the third of the month instead of the first business day
Send the report to yourself first for a quick review, then forward it on, or copy an account manager
Adjust which metrics lead the report, or narrow it to the specific pipelines and calendars that matter to this client

FAQs

Do I need a higher GoHighLevel plan for this?

No. GoHighLevel's own scheduled reports are limited to its higher agency plans, but this runs on your own schedule and works with any sub-account you can access.

Will the report read like a marketing pitch?

No. It is written in plain language for a business owner, with jargon stripped out and every metric explained in terms of what it means for their business.

Can I review the report before my client sees it?

Yes. Send it to your own inbox first, read it over, and pass it on. Many agencies run it that way for the first month or two, then let it go direct.

Can I use this for more than one client?

Each run covers one sub-account, so set up a copy for each client you report on. Each copy keeps its own recipient and its own tracker.

What happens if a client had a quiet month?

The report says so plainly rather than padding it out. A slow month is called out honestly, along with what to do about it next month.

What ends up in the Google Sheet?

One row per month with the headline numbers in a consistent order, so after a few months you can chart trends or drop them straight into a review deck.

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