If you manage big clients, you know the drill: every quarter (or more often), someone asks for “a custom performance report.” If you’re using Kapta, you’ve got the tools—assuming you know where to look and how to use them without losing an afternoon. This guide is for account managers, CSMs, and anyone who needs to pull together a report that’s actually useful, not just a pile of charts.
Below, you’ll find a step-by-step playbook for generating custom reports for key accounts in Kapta. I’ll flag what’s worth your time, what’s just window dressing, and how to avoid common mistakes.
Step 1: Clarify What “Custom” Actually Means
Before you even log in, ask yourself (and maybe your client or boss): what do they really want to see? “Custom” can mean anything from a logo in the header to a spreadsheet packed with metrics.
Don’t skip this conversation. It saves hours and headaches. Nail down:
- Which KPIs or metrics matter? (E.g., revenue, NPS, project milestones)
- What time frame? (Last quarter, last year, since kickoff)
- Level of detail: Do they want the 10,000-foot view, or are they hoping for deep dives?
- Format: PDF, Excel, slides, or just something they can read online?
Pro tip: Ask for a sample report, if they have one. Nine times out of ten, “custom” just means “like what you sent last time, but with one extra chart.”
Step 2: Gather Your Data in Kapta
Kapta’s reporting tools are only as good as your underlying data. If your notes, milestones, or KPIs are out of date, your report will be too.
What to Check:
- Account Plan: Is it current? Are objectives, strategies, and tasks up to date?
- Historical Performance: Have you been logging outcomes, meeting notes, or feedback?
- Relationship Health: Are stakeholder contacts, sentiment, and engagement metrics filled in?
- KPIs: Are the right metrics tracked? Are there gaps or outdated fields?
Reality check: If you’re staring at empty fields or old info, block off an hour to clean up. There’s no shortcut here—garbage in, garbage out.
Step 3: Navigate to Reporting Tools
Kapta’s reporting isn’t buried, but it’s not always obvious where to start, especially if you’re juggling multiple clients.
- Log in and head to the “Accounts” dashboard.
- Select the key account you’re reporting on.
- Look for a Reports or Analytics tab. (Sometimes it’s called “Performance” depending on your setup.)
If you don’t see what you need, check your permissions—some features are only visible to admins or users with reporting rights.
What works: The “Summary” and “Performance” reports usually hit the mark for most key accounts.
What to skip: The “All Accounts” dashboard—great for internal reviews, not so much for client-facing reports.
Step 4: Build Your Custom Report
Here’s where things get practical. Kapta lets you pull standard reports, but you can also tweak them—or start from scratch.
Option 1: Use and Modify Built-In Reports
- Pick a built-in report (like “Executive Summary” or “Performance Overview”).
- Use filters to adjust:
- Date range
- Metrics displayed
- Which projects or objectives to show
- Hide sections you don’t need (Kapta usually lets you toggle these on/off).
- Add your logo or cover page if you want to make it look more “custom.” (Honestly, most clients care more about the numbers than the branding.)
Pros: Fast, usually covers 90% of what you need.
Cons: Layout options are limited; if your client wants something wild, you’ll have to export and DIY.
Option 2: Create a Report from Scratch
If built-in reports don’t cut it:
- Use the “Custom Report” feature (if your plan supports it).
- Drag and drop widgets for KPIs, charts, milestones, etc.
- Add narrative sections—text boxes for your analysis, insights, or action plans.
Tips for sanity: - Don’t go overboard with charts. One per key metric is plenty. - Use plain language in your narratives. Ditch the fluff. - Save your template for next time.
What not to bother with: Endless formatting tweaks. If you’re spending more than 10 minutes making a chart look “just right,” move on—your client won’t notice.
Step 5: Review and Polish
Before you hit “Send,” check your work.
- Are the numbers correct? Double-check totals, especially if you manually entered anything.
- Are there blanks or “N/A” values? Fill them in or delete those sections.
- Is there sensitive internal info? Make sure you aren’t accidentally sharing private notes or client feedback that wasn’t meant for their eyes.
Pro tip: If possible, have a teammate give it a once-over. Fresh eyes catch mistakes.
Step 6: Export and Share
Kapta lets you export reports as PDFs, Excel files, or even PowerPoint slides (depending on your permissions and subscription tier).
- PDF: Best for “final” reports—easy to send, can’t be edited.
- Excel: Good if your client wants to slice and dice the data themselves.
- Slides: Handy for live meetings, but don’t just dump the data and call it a day.
Upload the file, email it, or (if your client is game) give them access to a live dashboard for real-time updates.
Caution: Don’t just blast the report out. Add a quick summary or cover note to point out what matters most. Otherwise, it’ll end up in the “I’ll read this later” pile.
Step 7: Gather Feedback and Iterate
Honestly, the first time you send a custom report, it probably won’t be perfect. That’s fine. Ask your client what was useful, what was overkill, and what they’d like to see next time.
- Take notes.
- Adjust your Kapta templates and saved filters.
- Rinse and repeat.
What actually matters: The client feels like you “get it.” The numbers are right, and they don’t have to dig for what’s important.
What’s Worth Your Time (and What Isn’t)
Worth It
- Keeping your data clean and current
- Using saved templates for repeat work
- Adding short, plain-English explanations for context
Not Worth It
- Chasing perfect formatting or custom graphics
- Overloading the report with every possible metric
- Including data you don’t fully understand (or can’t explain)
Final Thoughts
Custom reporting in Kapta isn’t magic, but it doesn’t have to be a slog, either. Focus on the numbers and context your client cares about, keep your data tidy, and don’t overcomplicate the process. Start simple, get feedback, and make it better every time. The smartest account managers I know spend less time fussing with charts and more time having real conversations with their clients. That’s what moves the needle.