Tired of chasing down last-minute commission data, or waking up to a full inbox of “where’s my report?” emails? This guide is for anyone using Performio who wants to stop manually running commission reports, and start having the system do the heavy lifting—accurately, on time, and with less drama.
Below, I’ll walk you through exactly how to set up scheduled and automated commission reports. You’ll find real-world advice, honest warnings, and a clear path to getting it done. No fluff. Just the steps, some gotchas, and a few shortcuts to save you time.
Why bother automating commission reports?
Before you dive in, let’s be clear about what automation in Performio can—and can’t—do for you.
What works: - Saves you hours: No more clicking “export” every week. - Cuts down mistakes: Fewer manual steps mean fewer “oops” moments. - Keeps everyone in the loop: People get what they need, when they need it.
What doesn’t: - Garbage in, garbage out: If your data’s messy, automation won’t fix it. - Not a magic bullet: Some things still need review, especially before payouts.
Bottom line: If your commission data is solid, automation is a no-brainer. If it’s not, fix that first.
Step 1: Decide What You Actually Need to Automate
Don’t just automate everything “because you can.” Most teams really only need a few recurring reports, like:
- Monthly commission statements for each rep
- Summary reports for managers
- Audit/export files for finance or payroll
Pro tip: Start small. Automate one or two reports that always eat up your time.
Step 2: Build (or Clean Up) Your Report in Performio
Before you can automate a report, it needs to exist—built the way you want it.
- Go to Reports: In Performio, head to the “Reports” section.
- Choose an existing report or create a new one. Make sure:
- The right data columns are included
- Filters are set (e.g., date range, team, region)
- It’s named something clear (e.g., “Monthly Rep Commission”)
- Test the report: Run it manually for the last period. Double-check the results.
- Fix issues now: If the numbers or formatting are off, fix them before automating. Automation just makes mistakes show up faster.
What to ignore: Fancy charts or extra tabs that nobody reads. Keep it simple, especially for scheduled reports.
Step 3: Set Up the Schedule
Here’s where you tell Performio when and how often to run your report.
- Find the “Schedule” option:
- Usually, you’ll see a “Schedule” or “Automate” button within the report’s menu.
- Set the frequency:
- Typical options: Daily, weekly, monthly, or custom intervals.
- Reality check: Most commission reports are monthly. Don’t overdo it—nobody wants daily commission emails.
- Pick your timing:
- Set the report to run after data is finalized. If your commission data locks on the 3rd of each month, schedule reports for the 4th.
- Avoid weekends—no one’s reading them.
- Choose recipients:
- Enter email addresses or select user groups.
- Double-check the list—especially if PII or earnings details are involved.
- Customize delivery:
- Some versions let you pick PDF, Excel, or CSV. Think about what’s easiest for your recipients.
Heads up: If your company’s spam filters are aggressive, test with a small group first. Automated emails can get caught—or ignored.
Step 4: Test Your Automation (Don’t Skip This)
Automating without testing is the fastest way to annoy your whole sales team.
- Run a manual send: Most scheduling systems let you do a “test send.” Use it.
- Check the output:
- Is the data correct and up-to-date?
- Does the attachment open and look right?
- Is the email subject clear? (No “Untitled report” emails.)
- Send to a small group first: Start with yourself and a trusted manager.
- Get feedback: Ask, “Can you find what you need in this report? Anything missing or confusing?”
Don’t ignore: - Weird formatting, especially if folks read reports on their phones. - Timing issues, like reports showing up before data is finalized.
Step 5: Go Live (But Monitor Closely)
Once you’re confident, roll it out to the full group.
- Announce the change: Let people know they’ll start getting automated reports, and when.
- Keep an eye on things: For the first cycle, watch for:
- Delivery issues (bounced emails, spam filtering)
- Complaints or confusion (“Why did I get this?”)
- Data errors (always double-check the numbers)
- Tweak as needed: Don’t be afraid to adjust frequency, recipients, or formatting based on real feedback.
Pro tip: Set a calendar reminder to review your automation settings every quarter. Things change—don’t let your automations become stale or wrong.
What to Watch Out For
A few honest warnings from someone who’s seen things go sideways:
- Data lag: If your upstream sales/CRM data isn’t up-to-date, your reports won’t be either. Build in a buffer after month-end.
- User permissions: If someone shouldn’t see certain data, check their permissions before automating. Performio is pretty good here, but mistakes happen.
- Attachment size: Huge reports can get blocked by email servers. If it’s big, use links to secure downloads instead of attachments.
- Too many emails: If people get commission reports too often, they’ll ignore them. Less is more.
Advanced Tips (Optional)
If you want to get fancy—and your Performio plan allows it—consider:
- Dynamic filters: Some systems will let you send personalized reports (e.g., each rep only sees their own numbers) with a single automation. Check if this is available and use it.
- API integrations: If you’re moving data to payroll or another system, consider connecting via API instead of relying on exported files.
- Audit trails: Make sure you keep logs of what was sent, to whom, and when. This helps if there’s ever a dispute.
But honestly: Most teams don’t need to overcomplicate things. Stick to what solves your actual pain points.
Troubleshooting: If Things Go Wrong
- Report didn’t send? Check your schedule settings and email logs. Make sure the automation is active.
- Wrong data? Look upstream—usually it’s an input problem, not the automation itself.
- People not getting reports? Have them check spam/junk folders, and confirm their email in Performio is correct.
- Formatting looks bad? Try a different file format (e.g., PDF instead of Excel) or tweak your report layout.
If you keep having problems, reach out to Performio support, but come armed with specifics (which report, what schedule, screenshots if possible).
Keep It Simple, Review Often
Automating commission reports in Performio isn’t rocket science, but it does take a little setup and a lot of common sense. Start small, test thoroughly, and focus on what people actually need—not what looks impressive in a demo. Review your automations every so often, and don’t be afraid to kill off reports nobody reads.
Simple, reliable, and just enough automation—that’s the sweet spot.