Worked example · the weekly owner report
Monday morning, the numbers are already on the owner's desk.
Hartwell Heating & Air is a made-up heating and air company with six technicians. Its numbers live in four places: accounting, scheduling, timesheets and a lead list. This page is what the owner would get by email every Monday, built by software from all four, with nothing copied by hand.
This is an example, not client work. The company, customers and people are made up, and the numbers are generated. It shows how this kind of automation behaves. For a real business it is built around their systems and their rules. Pick a week to see the report change.
Weekly report · Hartwell Heating & Air
Week of Sep 28 to Oct 4
Generated Monday, October 5 at 6:00 AM from 4 systems
Needs a person
2 invoices more than 30 days overdue, $4,055
Why it is flagged: Taken from the accounting export: unpaid, with a due date more than 30 days before this report.
What a person does: A person decides whether to call, send a statement or stop work for these customers.
- Northgate Storage, INV-4811, $2,840, 46 days past due
- Westfield Auto Body, INV-4836, $1,215, 38 days past due
1 job ran more than 20% over the quoted hours
Why it is flagged: Scheduling export (quoted hours) compared with timesheets (hours actually logged).
What a person does: Ask the technician what happened and decide whether to bill the extra time.
- J-1187 at Sunrise Senior Living (Dawson): quoted 4.0 h, took 11.0 h
3 leads waiting more than a day with no reply
Why it is flagged: Lead list rows with no first-response time. The median reply this week was under three hours, so these stand out.
What a person does: Someone calls them this morning.
- L-390 from Website form, received Wed Sep 30 10am, no reply
- L-391 from Google call, received Thu Oct 1 10am, no reply
- L-392 from Website form, received Fri Oct 2 10am, no reply
4 customers visited three or more times in four weeks
Why it is flagged: Repeat visits to one address usually mean a fix that did not hold, or equipment that should be replaced.
What a person does: A senior technician reviews the history before the next visit.
- Birch Office Park: 3 visits in four weeks (J-1271, J-1249, J-1360)
- Cedar Point Diner: 3 visits in four weeks (J-1190, J-1191, J-1192)
- Maple Diner: 4 visits in four weeks (J-1245, J-1286, J-1302, J-1316)
- South Oak Church: 3 visits in four weeks (J-1259, J-1304, J-1339)
5 jobs finished with no invoice yet, $2,031
Why it is flagged: Jobs marked complete in scheduling with no matching invoice in accounting.
What a person does: Send the invoices. This is money already earned.
- J-1338 at South Cedar Apartments, $166, finished Mon Sep 28
- J-1345 at Walnut Dental, $219, finished Tue Sep 29
- J-1192 at Cedar Point Diner, $165, finished Fri Oct 2
- J-1351 at North Oak Fitness, $835, finished Fri Oct 2
- J-1342 at South Oak Diner, $646, finished Fri Oct 2
By technician
| Tech | Jobs | Quoted h | Logged h | Over quote | Revenue |
|---|---|---|---|---|---|
| Alvarez | 4 | 12.0 | 11.7 | -3% | $2,475 |
| Brooks | 8 | 17.0 | 16.8 | -1% | $2,906 |
| Chen | 5 | 13.5 | 14.1 | +5% | $2,317 |
| Dawson | 6 | 17.5 | 24.3 | +39% | $2,531 |
| Okafor | 5 | 16.0 | 16.0 | -0% | $2,798 |
| Patel | 4 | 8.0 | 7.8 | -2% | $1,736 |
Leads by source
| Source | Leads | Booked | Median reply |
|---|---|---|---|
| Website form | 7 | 1 | 2.6 h |
| Repeat customer | 3 | 1 | 3.7 h |
| Google call | 3 | 0 | 3.1 h |
How this would work in your business
- Where the numbers come from. Each night the software pulls from the systems you already use, by export file or by connection. Nothing is retyped and nothing is changed in those systems.
- Rules you can read. Every flag is a plain rule: unpaid 30 days past due, more than 20% over the quoted hours, no reply to a lead in 24 hours. You set the numbers. Changing one takes minutes.
- A person decides. The report says what it found and why. It never calls a customer or sends an invoice on its own.
- What I measure first. How long the Monday spreadsheet takes today, and how often a problem like an unbilled job is caught late. Those two numbers are what the report is judged on.
Built from the same parts as the daily, weekly and monthly summaries I run for a financial planning firm.