KPI reporting automation and KPI dashboards: from a form to a finished KPI in one click
A KPI form feeds your records. Each submission is processed automatically, the employee and management are emailed, and the final KPI is written back to your records, ready for a KPI dashboard if you want one. Fixed price, 3 weeks. Already built for two businesses.
A$4,900 3 weeks AUD, no GST charged
Built with Jotform, Airtable and n8n. Other tools can work. The audit checks. Credited in full to a build signed within 30 days.
- The manager submits the formOne click, Jotform
- Airtable finds and calculatesThe employee and the KPI
- n8n sends the emailsTo the employee and management
- The KPI is written backTo your records
A$4,900 · 3 weeks
The KPIs are simple. Collecting them is not.
Most teams know what they want to measure. The effort is in the collecting. Numbers arrive by form, spreadsheet or email. Someone chases the late ones, copies them across, works out the result and emails the employee and then management. Then it happens again next month.
For two businesses I built this for, the process used to take about 4 hours each month and countless emails.
That is a repeat process with clear rules. It is a good job for automation.
One submission in, one finished KPI out
Scene 6 of 6
The rule and the record. Airtable holds Alex's record and your KPI rule: 60% on the rating score, 40% on jobs against a target of 20.
Then the manager submits the form. One click from the manager. That click is the person's step.
Airtable · Team KPIsYour rules
The KPI rule
Alex (sample) is in Employees
- Customer rating scoreOut of 560%
- Jobs completedAgainst a target of 2040%
- Total weight
- 100%
Jotform · Monthly KPI reviewSubmitted
Alex (sample)
Submitted by the manager, one click
- PeriodSeptember
- Jobs completed18
- Customer ratingOut of 54.6
Claude reads both. An optional step: Claude, Anthropic's AI model, turns the record and the form into the same fields. It decides nothing.
Plain rules check them, line by line. The same checks every time. Alex is in your records, and the jobs and the rating are in range.
Read by Claude Airtable
Read by Claude Jotform
Employee
EmployeeAirtable: Alex (sample), in Employees
✓EmployeeJotform: Alex (sample)
Period
PeriodAirtable: September
✓PeriodJotform: September
Jobs completed
Jobs completedAirtable: A whole number
✓Jobs completedJotform: 18
Customer rating
Customer ratingAirtable: 0 to 5
✓Customer ratingJotform: 4.6
- Employee found in your records
- Jobs and rating are in range
- KPI worked out by the same rule every time
The KPI, worked out. Rules do the sums, the same way every time: 60% on the rating and 40% on the jobs.
Alex (sample), September
Rating points55.2
+Jobs points36.0
- Rating: 4.6 / 5 = 92%, times 60%
- 55.2
- Jobs: 18 / 20 = 90%, times 40%
- 36.0
- KPI, shown as 91%
- 91.2
Claude's note: the strongest area is customer rating. Jobs are 2 under the target of 20.
The KPI, filed and sent. The emails to Alex and management go out on their own, and the KPI is written to your records (simulated).
| Row | AEmployee | ▾Period | #Jobs | ★Rating | %KPI |
|---|---|---|---|---|---|
| 1 | Casey (sample) | September | 21 | 4.4 | 93% |
| 2 | Alex (sample) | September | 18 | 4.6 | 91% |
| 3 | Jordan (sample) | September | 15 | 4.8 | 88% |
End of the day One click from the manager. The KPI is calculated, explained, emailed and filed. No spreadsheets and no chasing emails.
n8n connects the steps. Nobody re-types a number, and nobody chases a result.
Who checks what: the emails to the employee and management are internal notices, so they can go automatically once you've agreed them. Anything that goes to a customer, posts or pays waits for a person. We agree in the audit whether a manager looks at a KPI before it is treated as final, and what happens when a field is missing or a number looks wrong. Your acceptance criteria say so in writing.
A KPI dashboard, if you want one
The finished KPIs can also feed a dashboard, so management sees the month at a glance instead of opening emails. The dashboard is part of the KPI Report, scoped in your audit. It can be built in one of three places:
- Looker Studio, Google's free dashboard tool
- A web dashboard built on your data
- The dashboard in Xero or in your job software, where it can show what you need
The figures on the dashboard are the same calculated KPIs, so the dashboard and the emails always agree.
KPI automation for Elliotts Landscape and Harrys Tyres
Paid client work Two builds, one for each business. Both businesses agreed to be named.
Before, for each business
About 4 hours each month and countless emails
After: one click per KPI submission
What I built, for each business
- A Jotform KPI form
- Airtable, to manage employee details and the KPI calculations
- n8n, to process each KPI submission, read the details, send automatic emails to the employee and to management, then write the final KPI back to Airtable
Not measured: revenue and financial return. The 4 hours is my estimate of the effort before each build, so this is time saved, not cash saved. Hours saved and dollars saved are counted apart. Beside them are the running costs: optional support from A$350 a month, and software and AI usage paid to the providers. Running costs (software and AI usage) are estimated in your audit, before you commit to a build.
Any business that collects numbers from people
I have built this for two businesses, a landscaping company and a tyre business. The pattern does not depend on the industry. If your team collects KPIs by form, spreadsheet or email, and someone calculates and sends them by hand, it applies. Trades and field service, transport, and professional services are other examples where it could.
A good fit if
- people submit KPIs, scores, checklists or results on a regular schedule
- someone calculates the outcome by a rule that can be written down
- the employee and management both need to be told
A poor fit if
- the KPIs need judgement that cannot be written as a rule (we can still automate the collecting, and the audit will say so)
- you have a handful of people and a short monthly list. A build may not pay back
Rules first. AI only where it helps.
The two builds above use no AI: just forms, calculations and automatic emails. That is often the right answer, because a KPI should be calculated the same way every time.
If AI would help, such as writing a short summary of the month's results for management, we would scope it in the audit. The calculation stays rule-based and checkable.
One price, written down
Fixed price
A$4,900
AUD, no GST charged
- Acceptance criteriaAgreed before I start
- 50% depositOf the fixed price
- 3 weeksUsual build time
- 50% on hand-overOf the fixed price
- Days of fixesAfter delivery
Not included: Software subscriptions (Jotform, Airtable, n8n or your equivalents) and AI usage costs, paid by you directly and listed in the written scope. Work outside the scope is agreed in writing first. Running costs (software and AI usage) are estimated in your audit, before you commit to a build.
The A$990 workflow audit is credited in full to a build signed within 30 days. How the audit works
When it breaks
- Who is alerted
- The alerts, who receives them and who is accountable are agreed before release. A failed step and a failed connection are in the test plan, with a manual fallback so the team can carry on the current way.
- Who fixes it, first 30 days
- I do. For 30 days after delivery I fix problems against the written acceptance criteria. It is part of every build.
- After 30 days
- The optional Care plan (A$350 a month) covers monitoring and fixes, with 30 days' notice to cancel. Improve and Partner include Care monitoring.
- Without a plan
- The workflow runs in accounts in your name, with a written hand-over another developer can follow.
Chartered Accountant (CA ANZ) · MBA · Xero certified · 16 years in finance, operations and systems · Canberra, working across AU and NZ
About RenzoThe same approach runs an agentic finance system I built: 30 agents, about 10,000 automated tests, and a person approves every money decision.
One person, from first call to hand-over
Renzo Demartini: Chartered Accountant (CA ANZ), MBA, Xero certified, 16 years across finance, operations and systems. Based in Canberra, working remotely across Australia and New Zealand. I design and build the workflow myself.
Questions before you build
What KPIs can it handle?
Any KPI you can describe as a form and a calculation. We agree the form, the calculation and the emails before I start, and write them into the acceptance criteria.
Do I need Jotform, Airtable and n8n?
That is the stack I have built it on. If you already use other form or database tools, tell me. The audit checks whether they can connect.
Can I have a KPI dashboard as well?
Yes. A dashboard is part of the KPI Report, in Looker Studio, as a web dashboard or in Xero or your job software. We agree which one, and what it shows, in the audit.
Who gets the emails?
The employee who submitted the KPI, and management. We agree the wording and who is on the list.
What if someone doesn't submit?
We agree this at the start. Chasing late or missing submissions can be part of the workflow, if you want it.
What happens to employee data?
The audit is a read-only review, and we agree access first. We identify what each step needs, who receives it and how long it is kept. Please do not send passwords or confidential records through the enquiry form. How enquiries are handled
Who owns it afterwards?
I hand it over once the acceptance criteria are met, and the software subscriptions are yours. The quote states who owns the accounts and the workflow files.
Is it only for staff KPIs?
Staff KPIs are what I have built. The same pattern suits other regular submissions that need calculating and reporting. The audit tells you if it fits.
What does it cost to run?
The build is A$4,900. Software subscriptions are paid to the providers. An optional support plan starts at A$350 a month (Care: monitoring and fixes), with 30 days' notice to cancel. Running costs (software and AI usage) are estimated in your audit, before you commit to a build.
Stop chasing KPIs by email
A free fit check by email first. The A$990 Workflow Audit is the next step, credited to your build.
Get a free fit check by email The next step after the fit check: the A$990 Workflow Audit
Get a free fit check by email
Send the form with your software, the workflow, your team size and your timing. I reply by email, usually with a question or two, and tell you whether it's a fit. No call needed. If it is, the next step is the A$990 Workflow Audit.
Thanks, it's with me.
I read every enquiry myself and reply by email to the address you gave, .
Next, I reply by email, usually with a question or two, and tell you whether it is a fit. No call needed.
If it is a fit, the step after that is the A$990 Workflow Audit.
In the meantime, see how each build runs: worksbetter.ai/#builds
Sending saves your details in HubSpot so I can reply. No mailing list. No payment is taken. How your enquiry is handled.