This training will show you how to pull ad spend reports for clients to ensure the “total” column in your billing sheet is always up to date. This is crucial for accurate billing, especially on a client’s billing day.
Understanding Billing Cycles #
First, let’s clarify how billing cycles work:
- 10th of the month billing: Cycle ends on the 9th.
- 15th of the month billing: Cycle ends on the 14th.
- 20th of the month billing: Cycle ends on the 19th.
- 25th of the month billing: Cycle ends on the 24th.
- End of month billing: Cycle ends on the last day of the month.
Steps to Pull an Ad Spend Report #
Let’s walk through the process using a client example. We’ll use “Complete Me” as our example, as they have a billing date on the 20th and need their report updated.
- Identify Clients Needing Updates:
- Open your billing sheet and check the “total” column for clients with recent or upcoming billing dates (e.g., 10th, 15th, 20th).
- For example, you might see “Boho Chic” or “Complete Me” without updated totals.
- Access the Reporting Platform:
- Open a new tab in your browser.
- Use your bookmarks to navigate to the correct reporting platform.
- Important: For clients with body sculpting or facial services, go to the Patient Engine reporting.
- For clients with semaglutide services, go to the They Do reporting.
- Search for the Client and Set the Date Range:
- Once the reporting platform loads, you’ll see fields for clients and date range.
- In the client search bar, type the client’s name (e.g., “CompleteMe”).
- Crucial: Set the correct date range. Based on the billing cycle rules above, for “Complete Me” with a 20th billing date, the cycle would have been from February 20th to March 19th, 2025. Adjust the dates accordingly.
- Retrieve and Verify Ad Spend:
- After setting the date range, the platform will display the ad spend.
- Cross-check the spend: If a media buyer typically sends these reports, you can verify the number in ClickUp. For instance, for “Complete Me,” you might see an ad spend of $718.94. Even if the media buyer didn’t post it, you’ll still get the number from the reporting platform.
- Update the Billing Sheet:
- Copy the ad spend amount from the reporting platform.
- Go back to your billing sheet for the current month (e.g., March).
- Paste the copied amount into the “total” column for the respective client.
- Repeat for Other Clients:
- Follow the same steps for any other clients who need their ad spend updated. For example, if “Vitality by Donna” has a first month of billing, you’d repeat the process, search for her, and input her ad spend (e.g., $3,000). You can also double-check her report in ClickUp if it was sent there.
By following these steps, you’ll be able to efficiently and accurately pull ad spend reports, ensuring your billing sheet is always up-to-date!