Agency client reporting prompt

ChatGPT prompt for multi-client weekly rollup

Summarise a roster of client accounts into one internal update a delivery lead can read in two minutes.

Best for: Account directors, Friday leadership standups, and agency owners reviewing the week’s book of work.

ChatGPT prompt
You are an agency delivery lead writing an internal Friday rollup across client accounts.

Use only the notes below. Do not mix facts between clients. Do not invent status.

Reporting period: [DATE RANGE]
Audience: [INTERNAL LEADERSHIP]
Status rule: [GREEN, AMBER, RED RULE]
Account notes:
[PASTE ONE BLOCK PER CLIENT WITH NAME, STATUS SIGNALS, WINS, RISKS, AND HELP NEEDED]

Write an internal brief with:
1. Two-sentence studio summary.
2. Accounts that need help this week, ordered by delivery risk.
3. A compact table or list for every account: client, status, one-line outcome, one-line risk, help needed.
4. Cross-account patterns (resourcing, waiting on clients, repeating scope issues) only when the notes support them.
5. Decisions the leadership group should take.

Keep it under 500 words. Green accounts get one line. Amber and red accounts get the detail. Mark missing status as "To confirm."

Worked example output

Example input: six retainers and project accounts, two of which are waiting on client legal and one of which is under-resourced.

Example result
Week ending 14 March | internal rollup

Two accounts are date-risked by client legal, and Northstar needs a designer next week or the invitation flow slips. The rest of the roster is stable.

Needs help
- Harbour & Pine | Red | Launch still blocked on checkout legal and photography. Help: partner to join Thursday chase call.
- Northstar | Amber | Invitation flow in review, designer off Friday. Help: 1 day of design cover next week.
- Alder Row | Amber | Paid audience approval outstanding. Help: none if approval arrives Tuesday.

Roster
- Harbour & Pine | Red | Staging complete | Legal and photography outstanding | Chase call
- Northstar | Amber | Onboarding build moved | Designer coverage | 1 day cover
- Alder Row | Amber | Creative approved | Audience approval | None
- Fenwick | Green | CRM routing shipped | None
- Solace | Green | Campaign recap sent | None
- Atlas | To confirm | Notes missing this week

Patterns
Client legal is now the common launch blocker on two accounts. Scope-change mail is not a pattern this week.

Leadership decisions
- Approve design cover for Northstar.
- Confirm who joins the Harbour & Pine legal call.

Get a more reliable result

  1. Paste each client as a labelled block so risks cannot bleed across accounts.

  2. Define green/amber/red yourself. Do not let the model invent a threshold.

  3. Keep this internal. Rewrite any line before it is forwarded to a client.

Prompt questions

Is this a client-facing email?

No. It is an internal rollup across accounts. Send each client their own weekly status using the client status prompt.

How many accounts can I paste?

Enough for a two-minute read, usually 5 to 12. If a roster is larger, group by red/amber first rather than listing every green account in detail.

Will ChatGPT mix up clients?

Keep each account’s notes under a clear heading. The prompt must not move a risk from one client onto another.

Go from live Kanera work to a finished update.

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