How to Automate Recurring Reports with Google Sheets

Creating and updating reports can be repetitive, especially if you handle data that changes regularly. Fortunately, Google Sheets provides tools to help automate these recurring reports, saving you time and effort. Here’s a simple guide to setting up your reports to update automatically.

Step 1: Set Up Your Google Sheet

First, make sure your data is in Google Sheets. Then, start by renaming your spreadsheet according to your project, such as a Sales Report.

Then, give your sheet a specific name. In this example, I used SalesData for the Sheet 1. Create columns in your sheet, such as:

• Date
• Sales Representative
• AM Sales
• PM Sales
• Amount

Fill out the fields with the right information for your Sales Data.

Step 2: Create a Report Sheet

Create a new spreadsheet within your product by clicking the “+” icon on the lower part of your spreadsheet. Rename it based on the information you will provide on that spreadsheet. In this example, I’ll be using the Daily Report.

Then, create columns to label the information you want to enter, such as date and total sales.

Step 3: Automate Data Calculation Using Simple Functions

In the Daily Report sheet, set up the formula to calculate the total sales per day. Assuming that your cell A1 is the Date and cell B1 is the Total Sales.

In cell A2, use the function:

=UNIQUE(SalesData!A2:A)

The UNIQUE function will list all unique dates from your sales data. As new dates are added to the “SalesData” sheet, they will automatically appear in the “Daily Report” sheet.

In cell B2, use the function:

=ARRAYFORMULA(IF(A2:A=””, “”, SUMIF(SalesData!A:A, A2:A, SalesData!E:E)))

The ARRAYFORMULA combined with SUMIF will ensure that the total sales amount for each date is calculated and updated automatically. Whenever you add new sales data to the “Sales Data” sheet, the totals in the “Daily Report” will adjust accordingly.

With these formulas in place, your “Daily Report” sheet will automatically generate a summary of total sales for each day. These formulas also handle the logic of identifying unique dates and summing corresponding sales amounts, ensuring the integrity of your report.

Step 4: Sharing and Collaborating

Once your report is automated, you might want to share it:

• Click on ‘Share’ in the upper right corner.
• Add emails or get a shareable link.
• Choose the level of access (Viewer, Commenter, or Editor).

Step 5: Monitor and Adjust as Needed

Even though your report is automated, it’s a good idea to check it periodically to ensure everything works as expected. If your data structure changes, you might need to adjust formulas.

Get a copy of the free Automate Recurring Reports template.

Final Thoughts

Following these steps, you can transform any standard Google Sheet into a dynamic report tool that saves you time and effort. Automation is a powerful feature of Google Sheets that, when used properly, can make handling data much less tedious.

Frequently Asked Questions

How can I automatically update data in Google Sheets?

To automatically update data in Google Sheets, you can utilize functions like IMPORTDATA, IMPORTXML, IMPORTHTML, and GOOGLEFINANCE to fetch data from external sources. These will refresh at regular intervals set by Google Sheets (typically every hour).

Can I automate Google Sheets reports without coding knowledge?

Yes, you can automate Google Sheets reports without coding knowledge using built-in features such as conditional formatting, data validation, and functions like QUERY or IMPORTRANGE. Additionally, Google Sheets supports automation through tools and add-ons from the Google Workspace Marketplace, such as automating data entry, generating reports, and setting up notifications, all without needing to write a single line of code.

Can ARRAYFORMULA work with functions like SUM, AVERAGE, or VLOOKUP?

ARRAYFORMULA can work with functions like SUM, AVERAGE, or VLOOKUP in Google Sheets, allowing you to perform these operations across a range of cells and output the results in an array without requiring manual entry for each cell. However, for aggregating functions like SUM or AVERAGE, it is often combined with other array-enabled functions or used in a unique way to manage array outputs effectively.