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Weekly Client Status Report

Example prompt: "Every Thursday at 4pm, for each active client in our 'Clients' Google Sheet, pull the tasks closed this week and the tasks planned for next week from the matching Asana project, and the hours logged against that client from Toggl. Draft a short client update that lists what we shipped, what's coming, any blockers, and the weekly hour total against the retainer. Save each update as a Google Doc in the client's shared folder, and send me one Slack message listing the draft links so I can review and send on Friday morning."

The Problem

Clients on retainer expect a weekly heartbeat — what got done, what's next, and where their hours have gone. The data to write that update lives across three or four tools (the PM board, the time tracker, the shared folder), and pulling it together for every active client at the end of the week is an easy thing to let slip. When updates get skipped, clients start wondering what they are paying for, and the goodwill that retainer engagements depend on slowly erodes.

How GloriaMundo Solves It

We build a scheduled workflow that runs on Thursday afternoon. An integration step reads the list of active clients from Google Sheets. For each one, further integration steps pull the tasks closed this week and the tasks scheduled for next week from Asana, and the logged hours from Toggl. A code step tallies the hour total against the client's retainer. An LLM step drafts a tidy client-ready update — ours, not theirs — using the agency's standard format. An integration step saves each update as a Google Doc in the client's own shared folder, and a final integration step posts one Slack message with all the draft links for Friday-morning review.

Example Workflow Steps

  1. Trigger (scheduled): Every Thursday at 4pm.
  2. Step 1 (integration): Read the active client list from Google Sheets, including each client's Asana project ID, Toggl workspace ID, retainer hours, and shared folder ID.
  3. Step 2 (integration): For each client, pull tasks closed this week and tasks due next week from Asana.
  4. Step 3 (integration): For each client, pull the hours logged against their Toggl tag this week.
  5. Step 4 (code): Tally the week's hours, compare against the retainer, and flag anything over or under by more than 10%.
  6. Step 5 (llm): Draft the client update in the agency's standard format: shipped, coming next, blockers, hours against retainer.
  7. Step 6 (integration): Save each update as a Google Doc in the client's shared folder with a dated filename.
  8. Step 7 (integration): Post one Slack message in #client-ops listing all the draft links for review.

Integrations Used

  • Google Sheets — holds the active client list and retainer details
  • Asana — source of completed and upcoming tasks
  • Toggl — source of logged hours per client
  • Google Docs — stores each client update in their shared folder
  • Slack — posts the Friday review list for the account lead

Who This Is For

Agency account leads and freelance consultants on retainer engagements who want to keep weekly updates consistent without losing half a day to assembling them.

Time & Cost Saved

Writing four or five weekly client updates by hand — checking the board, checking the tracker, drafting the note — usually takes 20 to 30 minutes per client. This workflow brings that down to a 15-minute review of the drafts. For an account lead managing six retainer clients, that's two to three hours reclaimed every single week.