Bookings, call recordings, the revenue tracker, and several payment processors each held part of the answer, and nobody held the whole. One self-updating view carries all of it: attendance, close rate, average order value, refunds, and revenue by rep.
/ The problem
No one system knew how the sales team was doing. Each one held a piece: the booking tool knew which calls were booked, the call recorder knew which ones actually happened, one database held the customer records, a sales tracker held sales and commissions, and the money itself came in through more than one payment company.
To answer a simple question, like how did last month go, who is falling behind, or how much did we actually collect, someone had to open all of them and build the answer by hand. It took most of an afternoon, so by the time it was done it was already out of date.
It was also easy to get wrong without knowing. If one payment company was missed, the sales total came out too low. If the same sale showed up in two places, it got counted twice. Nothing about the finished number looked wrong, so nobody caught it.
/ What we did
We built one page that pulls all six together and updates itself every six hours. Pick any dates, look at one person or the whole team, and it shows calls booked, calls that happened, and how often people showed up; sales closed and the average size of a sale; money in, payment plans, refunds, and chargebacks; and where each lead came from.
A second check runs once a day and adds what the raw records don't say, like where each deal stands. There is also a button that writes the numbers out in sentences: what's going well, what's slipping.
Then, before anyone used it to make a decision, we rebuilt three months of numbers from scratch and checked them against totals someone had already worked out by hand. Calls booked came out exact for all three months, and deals landed within one to three. That is the check that says the page can be trusted.
calls held, day by day
by person, ranked, nobody named
/ What changed
No one builds the report. Any date range takes seconds, and it refreshes four times a day whether anyone asks or not.
The team and the owner look at the same page at the same time.
Refunds, chargebacks, and payment plans are just there now, instead of turning up weeks later during bookkeeping.
/ Decisions worth explaining
The database looks like the better source, and it isn't: one payment method leaves no trace in it at all. A total built from the database isn't slightly low, it is missing an entire channel, and nothing about the result looks wrong. The sales tracker is the only place that sees every payment.
The daily check works with real customer names only while it is running, then saves the results with the names removed.
It gets the exact numbers being shown and nothing else, so the words and the numbers can't disagree.