Client reporting approval

This playbook guides the reconciliation, internal review, and verified distribution of one scheduled periodic client report. It covers one agreed reporting period, a defined client account, and a designated recipient list. The process starts when the reporting period closes and initial performance data is logged in Google Sheets or Airtable. It ends when the account owner approves the exact report revision, the document is confirmed in the designated Google Drive destination, and distribution to client recipients is verified. The agent operates within configured tracking spreadsheets, client records, and document workspaces; where configured tool integrations are unavailable, it falls back to export files and manual owner submissions. It does not renegotiate contract terms, adjust raw operational telemetry without owner sign-off, or deliver unapproved draft numbers to external clients.

• Ingest the reporting period parameters, baseline contractual commitments from Airtable, and raw performance metrics from Google Sheets, or receive exported data files directly from the metric owner if tool connections are unconfigured. Confirm that all recorded metrics match the exact date and timezone boundaries of the agreed period. If boundary timestamps, data intervals, or formula definitions are missing or unverified, keep the draft paused in Checking evidence until the accountable owner confirms the extract.
• Compile the draft report in Google Docs or an exported text document, separating measured empirical outputs from qualitative commentary and proposed next steps. Where performance changes are attributed to specific operational initiatives, verify whether supporting test evidence or logged activities corroborate the link. If causal attribution lacks documented evidence, state the uncertainty explicitly in the draft as an unverified observation rather than an established fact.
• Cross-reference the primary performance numbers against secondary operational records in Airtable or secondary tracking exports. If metrics diverge beyond agreed tolerance thresholds or show contradictory denominators, isolate the conflicting figures and pause report assembly.
• Information request. Present the conflicting metrics, affected calculations, and source extracts to the metric owner. Request reconciliation of the divergence, confirmation of the governing formula, or formal documentation of any known data collection gaps.
• Apply the metric owner's validated resolution to the draft report, documenting the reconciled calculation method in an internal appendix. If the metric owner confirms an unresolvable data outage, reporting limitation, or fails to provide decisive evidence, note the unmeasured metric clearly within the report or hold the figure rather than substituting estimated values.
• Assemble the complete draft package, including the specific document revision, an itemized summary of reconciled discrepancies, the designated client Google Drive destination folder, and the verified client recipient list.
• Approval. Present the complete draft report revision, discrepancy ledger, destination folder path, and recipient email addresses to the account owner. The account owner must approve the exact report revision for external distribution, specify concrete narrative adjustments, or place the report on hold.
• If the account owner requests narrative adjustments or formatting corrections, update the draft report, generate a new revision identifier, and present the revised draft for final sign-off. If the account owner places the report on hold due to commercial negotiations or unresolved client sensitivities, move the case to Unresolved figures with the recorded reason, assigned follow-up owner, and scheduled review date.
• Upon receiving explicit approval, export or copy the approved document revision to the designated client Google Drive folder, or provide the approved file to the account owner for manual placement if workspace tools are unconfigured. Inspect the destination folder permissions to ensure all authorized client recipients have read access without expanding public permissions, and read back the destination file content to verify it matches the approved text and byte count.
• Send the approved report notification and access link to the confirmed client recipient list via configured messaging channels or manual owner dispatch. Capture the delivery receipt, including message identifiers, delivery timestamps, and recipient addresses.
• Exception. If document placement in Google Drive fails, destination access permissions cannot be verified, or transmission to any client recipient returns an error, halt the distribution sequence immediately. Inspect existing folder contents and sent logs to determine whether partial delivery or duplicate sharing occurred. If existing placement or delivery status cannot be verified, hold the sequence, notify the account owner and operations lead with the exact failure details, and await explicit instructions before attempting any manual or automated retry.
• Consider the case complete only when the exact approved report content is verified in the client Google Drive folder and transmission receipts confirm delivery to all approved recipients. Record the approval timestamp, document version, and delivery receipts on the case timeline before moving the case to Report delivered.
• In a fictional monthly performance report for Apex Logistics, the operational tracking sheet reported 142,000 processed shipments, while the billing table in Airtable showed 138,500 shipments. The agent isolated the 3,500-shipment discrepancy and sent an information request to the data operations lead, who discovered that a weekend batch had been logged twice in the operational sheet due to an automated sync retry. After the data lead corrected the sync script and re-exported the sheet, the agent updated the draft report with the reconciled figure of 138,500 and noted the data fix in the appendix. The account owner reviewed the discrepancy notes and approved revision 4 of the document for delivery. The report was archived to Apex's shared Drive folder, destination read-back confirmed exact content match, and delivery receipts verified notification to all three client contacts.