From 3 days to 3 hours: automating monthly client reporting with PowerBI Robots

The client:

A Project Manager at a technology company, accountable for the end-to-end monthly reporting workflow across dozens of active projects, ensuring accurate consumption evidence is delivered to clients on time.

The challenge:

Every month, the team must send project consumption evidence to clients, typically a 4-page report showing monthly and accumulated consumption, used as supporting documentation for invoicing.

With 50–60 projects in motion, the workflow quickly becomes a time sink: open multiple tools, export or screenshot Power BI visuals, assemble everything into PowerPoint, and then send individual emails per project. Even at ~10 minutes per report, the workload adds up, and that’s before the important step: validating whether the data is consistent and reliable.

The solution:

To eliminate repetitive manual work and standardize delivery, DevScope implemented PowerBI Robots to turn the monthly reporting cycle into a predictable, automated routine.

Using PowerBI Robots playlists, the team created a reporting "assembly line":

• Automated exports of the required Power BI pages (PDFs/images) via a scheduled playlist
• Automated email delivery, with recipients defined per project and reusable templates
• Dynamic email content, including the project name in the subject/body (using Robots tokens/variables where relevant)
• Multilingual templates (EN/PT) based on client needs, keeping the structure consistent while adjusting language
  

Importantly, automation didn’t remove the "human" part that matters most: data validation. Instead, it moved validation earlier in the process, so execution becomes a simple, repeatable run.

Results:

"I used to take 3 days to do this. Today I do it in 3 hours."

That’s roughly 2 full workdays saved every month, reclaimed for higher-value activities like improving data quality, checking billing accuracy, and analyzing results more strategically.

Where this applies in your organization

If your team is doing any of the following, this pattern is a strong fit:

• Monthly/weekly client consumption reporting
• Invoicing evidence packs and project status reports
• Operational reporting that requires consistent formatting
• High-volume reporting where people should focus on validation and insights, not copy/paste
  

And if your next step is moving from "sending reports" to "sharing data securely at scale", products like PowerBI Portal complement this approach by centralizing access to Power BI content with governance and controlled user access.

Want to get the same "3 days → 3 hours" impact?

If your team is still spending hours every month exporting reports, building decks, and sending emails one by one, PowerBI Robots can automate that entire workflow, so you can focus on what matters: validation, insight, and decision-making.

👉 Learn more about PowerBI Robots and start automating your reporting today.