Automatic daily report: how to know every morning what is happening in your business without opening five programs

An automatic daily report solves a situation almost every business owner in Mallorca will recognise: arriving in the morning and opening the PMS, the email, the takings spreadsheet, the appointment software and WhatsApp to find out what has happened since yesterday. In high season that is forty minutes every morning. In this article we explain what a good daily report contains, where the data comes from, how it reaches your phone at 07:30 and how we build it with the tools you already have.

What it is and what it is not

An automatic daily report is a short message, generated without human intervention, that summarises what happened in the last 24 hours and what is coming up today, with the figures that matter to the owner or the manager. It arrives every morning at the same time through the channel you already use: WhatsApp, Telegram or email.

What it is not: a dashboard with twenty charts that nobody opens. What gets read every day is a ten- to fifteen-line message on the phone, with two or three things flagged. The rest is looked up afterwards if needed.

What it should include

The content depends on the business. Examples by sector on the island:

Hotel or holiday apartments

• Today's arrivals and departures, with rooms still to be cleaned.
• New bookings and cancellations in the last 24 hours, by channel.
• Occupancy today and for the next seven days.
• Guest messages unanswered for more than two hours.
• New reviews, with the score and a one-line summary.

Clinic or practice

• Today's appointments by practitioner and free slots.
• Confirmations received and patients who have not confirmed.
• Last-minute cancellations and the waiting list.
• Treatment quotes handed over and awaiting a reply.

Restaurant

• Today's bookings by sitting and total covers.
• Yesterday's cancellations and no-shows.
• Yesterday's takings against the average for that day of the week.
• New reviews.

Marine, estate agency, workshop, professional firm

• Quotes sent and unanswered for more than three days.
• New leads that have come in through the website, portals or WhatsApp.
• Contracts awaiting signature.
• Open jobs due for delivery this week.

The rule we apply: if a line does not change a decision, it is surplus.

Where the data comes from

The report draws on the tools your business already has; there is no need to change software. Usual sources:

• The hotel's PMS or channel manager (bookings, occupancy, arrivals).
• The clinic's appointment management software.
• The restaurant's reservation system and the till.
• The estate agency's or marine company's CRM.
• Google Sheets or Excel spreadsheets where takings or quotes are kept.
• Email and WhatsApp Business (to count unanswered messages).
• Review platforms.

When a tool has a direct connection (API), we read from there. When it does not, there are alternatives: automatic exports, emails the system itself sends and the agent reads, or a small form the team fills in at the end of the shift.

How and when it arrives

The usual time is 07:30, before the owner reaches the business and after the systems have closed the previous day. It can be adjusted: a restaurant may prefer 10:00.

Channels:

• WhatsApp. The most used by owners of family businesses. A clean message, no attachments, with the urgent items first.
• Telegram. Ideal when several people are involved: a group is created with separate topics (daily report, alerts, approvals) and everyone looks at their own. It allows buttons to ask for more detail without leaving the chat.
• Email. For those who want an archive, and for longer versions with a table or a PDF attached.

Many clients combine them: the short version by WhatsApp for the owner, the full version by email for administration.

Exceptions and alerts: what really saves you trouble

The morning report is the visible part. Alerts are the part that prevents problems: notifications that arrive in the moment when something happens that cannot wait until tomorrow.

Examples we configure frequently:

• A cancelled booking above a certain amount.
• A guest message containing words that indicate a serious complaint, unanswered for an hour.
• A one- or two-star review.
• An appointment cancelled with less than 24 hours' notice and nobody from the waiting list contacted.
• An important quote reaching five days without a reply.
• An error in the automation itself (the source system has not responded, the report could not be generated).

Each alert carries, where it makes sense, a suggested action and a button to approve it: "Reply to the guest with this text", "Call the patient on the waiting list". Nothing is sent to a customer without a person approving it, unless the business decides otherwise for specific cases.

How it is built

The process we follow, in order:

1. Assessment. Half a morning with the owner or manager to decide on the ten or fifteen lines that matter and which tools hold the data.
2. Connections. Read-only access to the sources. We change nothing in your systems to generate the report.
3. Build. An AI agent (with open-source frameworks such as Hermes Agent or OpenClaw) or a simpler automation, depending on the case, that gathers the data, organises it and writes the message. It is scheduled as a task at 07:30.
4. Testing. For one or two weeks we compare the report with what the manager sees by hand, until it matches and the format feels comfortable.
5. Alerts. Added once the base report is working, starting with two or three.
6. Maintenance. We check that the report arrives every day and that the data is consistent. When a system changes, we adjust it.

Everything is hosted on a server of yours or ours in the European Union. The report data stays in your environment; the AI model receives only what it needs to write the summary.

A simple daily report, with two or three sources, is up and running in a few weeks. It is a common first project because it changes none of the team's processes.

Frequently asked questions

What if my data is in spreadsheets and in the manager's head?

It is more common than it seems. We start with what is in spreadsheets and systems, and for what is "in someone's head" we set up a minimal capture: a message at the end of the shift or a three-field form. Within a few weeks the report stops depending on one person's memory, something that is appreciated when seasonal staff change.

Can I ask for more detail from the report?

Yes, if it is delivered by Telegram or through an AI agent. You reply "which bookings were cancelled?" or "show me tomorrow's arrivals" and you receive the detail in the same chat, without opening the program. It is also possible on WhatsApp with the business version.

How much does an automatic daily report cost?

It depends on the number of sources and on whether it is done with a full agent or a simple automation. A report with two or three sources is one of the most affordable projects we do; we go into detail in the article on how much automation costs. The initial assessment gives a fixed figure before starting.

If every morning starts with opening five programs to find out how the business is doing, the assessment will tell you which report you need, where the data would come from and what it would cost to have it running. Request an assessment