Every weekday at 19:00, the sales report writes and sends itself.

01 — Scheduled trigger

Nobody starts the report

The workflow runs on its own at 19:00, Monday to Friday. No employee kicks it off, no one has to remember it on a Friday evening. At the scheduled minute n8n starts collecting the day from every connected system.

02 — Microsoft Teams call data

Raw phone logs become sales performance

The automation authenticates with Microsoft, connects to the Microsoft Graph API, and retrieves the relevant Microsoft 365 users along with the day's Microsoft Teams PSTN call records. For every salesperson it then calculates:

• Total calls
• Answered calls
• Unanswered calls
• Answer rate
• Average answered-call duration
• Total talk time

Administrative and non-sales accounts are filtered out, so the team statistics describe the actual sales team rather than everyone who happens to hold a licence.

03 — Pipedrive and Google Sheets

The rest of the sales process

Calls are one slice of the day. The workflow also pulls sales data from Pipedrive and Google Sheets, because different stages of the process are recorded in different places. It consolidates:

• One Pagers sent
• Pitches sent
• EPs sent
• Contracts sent
• Contracts signed
• Investment volume sent
• Investment volume signed

Every record is assigned to the right salesperson and limited to the reporting period.

04 — Data cleaning and employee matching

One person, four different spellings

This is the part nobody sees and the part that decides whether the whole thing is worth having. Data from separate systems is never perfectly standardised: the same salesperson can appear under slightly different names in each platform.

So the workflow carries a normalisation layer that maps those variations back to one person, and excludes test accounts, administrative users, and any record that should not influence sales reporting.

05 — Data consolidation

Three systems in, one dataset out

Custom processing logic inside n8n merges the collected information, turning raw Microsoft Teams, Pipedrive and Google Sheets records into a single structure per salesperson.

06 — KPI calculation

Numbers that mean the same thing every day

For calling activity, management receives:

• Total calls
• Answered
• Unanswered
• Answer rate

For sales activity:

• One Pagers
• Pitches
• EPs
• Signed contracts
• Volume sent
• Volume signed

The workflow also builds salesperson-level tables underneath the team figures, so individual performance can be compared without opening another system.

07 — Weighted caller ranking

The best caller is not the busiest one

The system does not crown whoever dialled the most numbers. It scores callers on a weighted model:

• Answered calls35%
• Total talk time30%
• Average answered-call duration20%
• Total calls15%

Someone making a high volume of unsuccessful calls does not outrank a colleague having fewer, longer, more productive conversations.

08 — Sales performance ranking

Ranked on outcomes, not on activity

Sales performance is ranked automatically too, and it leads with business outcomes: signed volume and signed contracts first, then sent volume, contracts, pitches and One Pager activity.

That ordering shows management who is actually moving prospects through the process, rather than who generated the most motion.

09 — Report generation

A finished report, built from that day's data

With the calculations done, the workflow generates a full HTML management report: KPI cards, team statistics, individual performance, rankings, call metrics, sales activity, and investment volume.

No spreadsheet formatting, no copying and pasting, no manual preparation. The report is created from that day's numbers, every day.

10 — Automatic email delivery

It lands in the right inboxes

The last step sends the finished report to the designated management recipients. The complete process, from schedule to inbox:

What used to span several systems and a manual write-up is now one workflow.

11 — Technology stack

What it is built on

• n8nWorkflow orchestration and business automation
• Microsoft TeamsThe sales team's calling environment
• Microsoft Graph APIMicrosoft 365 users and Teams PSTN call records
• Microsoft Entra ID / OAuth 2.0Secure API authentication
• Pipedrive APICRM data integration
• Google SheetsOperational sales and performance data
• JavaScriptTransformation, normalisation, calculations, ranking logic
• HTML / CSSThe generated management report
• GmailAutomated report distribution

12 — Business impact

The same rules, every single evening

Producing this report by hand meant opening several systems, exporting, checking dates, matching employees, calculating KPIs, working out who performed best, formatting the result, and sending it on.

Beyond the hours saved, the report is generated by the same rules every day. That consistency is what makes performance comparable over time instead of dependent on who compiled it.

And none of it required replacing software. Microsoft Teams still handles the calls, Pipedrive still runs the CRM, Google Sheets still supports the operational process. n8n sits between them as the automation layer, turning fragmented operational data into management intelligence — every working day, automatically.

Built for the same team as our live executive dashboard automation, which serves the same numbers on demand throughout the day.