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Business Operations agent

KPI roll-up

Sales, delivery, support and finance numbers, pulled from the systems that hold them and counted the same way each month. When two systems disagree, the person who owns that number decides.

  • $12,500 fixed
  • Live in 3 to 6 weeks
  • Yours to keep
Let’s build your agent How it works
The review screen for KPI roll-up: four items, three done, and one (4 apart) waiting for the sales ops lead, who is asked: The CRM counts 38 new customers and billing counts 34. Publish 34 with a note?
How it works

One page for the whole company. The same number, whoever asks.

Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.

The workflow for KPI roll-up, in 5 steps. It starts with “The month closes” and ends with “One scorecard, checked”. Each step lists what automation, the agent and your team do there.
KPI roll-upA typical run
Starts withThe month closesAccounting closes September, and the 14 numbers on the company scorecard are due to leadership.
Automation: Pulls revenue, headcount, on-time delivery, new customers and the rest from the systems that hold them, for the month just closed.
~14h/mo

Step 1 of 5Pull the numbers

  • Automation

    Pulls revenue, headcount, on-time delivery, new customers and the rest from the systems that hold them, for the month just closed.

    Each number lives in a known system with a known report, so pulling it is the same query every month.

Reads
  • Accounting
  • CRM
Writes
  • Scorecard

~14 hours a month back

The agent: Counts each number the way your definitions say, like leaving trials and returning customers out of new customers.
~12h/mo

Step 2 of 5Count them your way

  • The agent

    Counts each number the way your definitions say, like leaving trials and returning customers out of new customers.

    Definitions are written in sentences, and each system labels a trial or a returning customer its own way.

Reads
  • CRM
  • Billing
Writes
  • Scorecard

~12 hours a month back

Where teams differ“New customer” can mean signed, first invoiced or live. The definition says which.

Automation: Checks revenue against the closed books and headcount against HR. New customers are 38 in the CRM and 34 in billing.
The agent: Traces the gap to four deals marked won in September whose billing doesn’t start until October.
~10h/mo

Step 3 of 5Check each source

  • Automation

    Checks revenue against the closed books and headcount against HR. New customers are 38 in the CRM and 34 in billing.

    How far apart two sources may be is set for each number, so which ones need a look is a comparison.

  • The agent

    Traces the gap to four deals marked won in September whose billing doesn’t start until October.

    The count shows the gap. The reason sits in the deal records and their start dates.

Reads
  • CRM
  • Billing
Writes
  • Scorecard

~10 hours a month back

Where teams differA gap of one or two is fine for some teams. Others want every number to tie exactly.

IfYour team: Publishes 34 from billing with a note on the four October starts, or keeps 38 and adds the note to the definition.
~3h/mo

Step 4 of 5Settle the gap

  • Your teamIf two sources disagree

    Publishes 34 from billing with a note on the four October starts, or keeps 38 and adds the note to the definition.

    Which number leadership sees is a call about what the business counts, and its owner should make it.

Reads
  • Scorecard
Writes
  • Scorecard

~3 hours a month back

Automation: Updates the shared view with each number, its definition and a link to its source, and emails leadership the link.
~6h/mo

Step 5 of 5Share the view

  • Automation

    Updates the shared view with each number, its definition and a link to its source, and emails leadership the link.

    Nothing goes out until every number ties or carries its owner’s note. Then it’s one update and one email.

Reads
  • Scorecard
Writes
  • Dashboard
  • Email

~6 hours a month back

Ends withOne scorecard, checkedPublished to the shared view with each number’s definition and source, and leadership told it’s ready.
Total~45h/mo

What changes

Each number is counted by its written definition and tied to its source before leadership sees it. A figure that doesn’t tie goes back to its owner.

  • 3steps automated
  • 2steps for the agent
  • 1call kept with your team

Pick any step to see what happens there and why it sits in that lane.

What it could be worth

~45 hours a month back

$32,400 a year in time

For a 250-person company where six teams spend about 50 hours a month on the scorecard, at $60 an hour. We work out yours from your own volumes before you sign.

Let’s build your agent
What we customize with you

One proven agent, plugged into how you work.

Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.

The agent

Same for every client
  • Follows the same proven steps
  • A person on every exception
  • Every decision logged
  • Tested on your past work first
  • Never changes a number in the system it came from

  1. Your systems

    Where the work comes in, and where the result goes.

    For this agentNumbers from your CRM, billing, accounting, HR and support systems, the view in your dashboard tool or a shared sheet.

  2. Your rules

    The limits and exceptions it works to.

    For this agentHow each number is counted, its target, and how far apart two sources can be.

  3. Your team

    Who signs off, and who covers when they’re away.

    For this agentEach number’s owner answers for it, and the head of operations shares the scorecard.

  4. Your channels

    Where your team hears from it.

    For this agentA link by email to leadership, Slack or Teams to each owner.

  5. Your output

    What it hands back, in the format you already use.

    For this agentOne view of every team’s numbers, each with its definition and its source.

It keeps one view current. The weekly written report is The Friday report agent, budget variances are Budget vs actual, and fixing a number at its source stays with the team that owns it.

What you get

The agent, and everything that keeps it working.

  • The agentRunning on your systems, under your rules.
  • The review screenWhere the exceptions land for your head of operations and each number’s owner.
  • Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
  • A test reportYour past monthly numbers, run through it and checked against the number.
  • The runbookHow it works, what to check, and what to do if it stops.
  • 30 days of tuningAfter it goes live, through a full month of your real monthly numbers.
The number we agree

Hours your team spends putting the monthly scorecard together. We measure it before we start, and again at day 30.

How we get there

Live in 3 to 6 weeks. About seven hours of your time.

We do the building. Your side: access, your last few scorecards and how each number is defined, and a short weekly check-in.

  1. Before kickoff

    We send the access checklist.

    You, 2 hours. Access, an owner, and your last few scorecards and how each number is defined.

  2. Weeks 1 to 2

    We connect your systems and set it up.

    You, 1 hour. Walk us through your rules.

  3. Weeks 2 to 4

    We test it on your past monthly numbers.

    You, 1 hour. Review what it flagged.

  4. Weeks 3 to 6

    It runs beside your team, then goes live.

    You, 1¼ hours. Work from the review screen.

Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.

After it’s live

It keeps running whether or not we stay.

  • It runs in your accounts

    Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.

  • Changes in the first 30 days are included

    A new rule, a changed limit, someone new signing off. That’s what tuning is for.

  • After that, your call

    Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.

KPI roll-up was part of an agency build that made utilization visible in real time.

Questions

About this agent.

What if two teams count the same thing differently?
That’s usually the first thing we settle with you. Each number gets one written definition, and the agent counts it that way every month.
Does it replace our dashboard tool?
No. It feeds the tool you already use, or a shared sheet if you don’t have one. What it takes on is gathering and checking the numbers.
Can each team see only its own numbers?
Yes, if you want that. The view follows the permissions you already set in the tool it lives in.
Our process isn’t quite like this. Will it still work?
That’s the usual case. The job looks the same in most businesses, but the details never do. We map how your team does it today, then set the rules, systems and approvals to match. That’s what most of the 3 to 6 weeks are for.
How do we agree the number?
Together, before any work starts. For this agent it’s the hours your team spends putting the monthly scorecard together. We measure it before we start, and again at day 30.
What does it cost to run once it’s live?
Hosting and AI, paid straight to the providers, not through us. It usually runs 5x to 25x cheaper than doing the same work by hand, and we work out your figure from your real volumes before you sign.

Which number do your teams argue about most?

Tell us how your team handles monthly numbers today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.

Let’s build your agentBack to Business Operations
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  • 3 to 6 weeksto live, then 30 days of tuning
  • $12,500fixed, per agent
  • Yours to keepno license fees
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