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Utilizing a Virtual Assistant to Track Sales and Create Reports



Tracking and studying the sales that your company makes is critical for understanding your place in the market and where you should be focusing your business towards. Understanding who your largest customers are and what your strongest and weakest areas are as a company is incredibly important information to have in order to grow your business. In order to succeed in the business world, you need to understand if your marketing strategy is working and you are getting the results that you want. With the assistance of Byron, we can take your sales information and condense them into an easy to read report so that you can clearly look over your numbers without the need to go through all of your data yourself. You will need to prepare a few things before sending off your long term request to have this task done for you, so we will be going over what you will need to do in order to get started.


Establishing Goals

The first thing you will need to do before getting started is to establish a purpose for having these reports created. This seems like an obvious goal to have but it is important that you have an idea about what you would like to learn from having your sales information condensed and formed into a report. Maybe you want to learn in what areas you do the most sales or you would like an idea about the average amount of money a customer will spend on your product. Whatever you would like to learn through this process, it’s a good idea to think about what type of information would be the most useful for you to know and keep it in the back of your mind as you prepare your request. Your assistant will be much more effective if they understand what your purpose is behind this request and the process will yield much better results if there is an end goal outside of just a report on your sales.


Preparing Sales Info

In order for your assigned assistant to create a sales report, they will need access to your sales information in order to accomplish this task. You will need to either gather your sales information into a format that you can send off in a request (such as an excel file) or you will need to be able to give your assistant access to where this information is being held if you use a service such as Zendesk or Hubspot to track this type of information. If it is possible, we highly encourage you to send over a spreadsheet of this information if it’s possible as you won’t have to share any credentials by doing this. We understand that this isn’t always possible so if this is more effort for you on your end, you can simply give your assistant access to whatever system you have in place for tracking such information.

If you choose to share any sort of credentials with your assistant, we highly stress that you utilize a service such as Dashlane in order to safely and securely share your sensitive information. In the digital age you can never be too careful when sharing any type of information online, so we highly encourage that you utilize any password and credential sharing service in order to allow your assistant to access your accounts.


Establishing Report Format

In your request, you will need to provide a basic template for your assistant to follow when creating your sales reports. This can be something of your own creation or an example sales report that you have sourced somewhere online, but providing a template of how you would like your reports created and presented back to you. Doing this will guarantee that you get exactly the type of report that you are looking for and will remove the possibility of any misinterpretation with your request.


Establishing Metrics

When having an assistant put together a sales report, you will want to specify what information you want to have simplified and assembled. In the world of online sales especially, you can gather an endless amount of data on the type of customers that are viewing and making purchases on your marketplace. Depending on what your goals are as a business, some data will be much more valuable than other pieces of information. You may not want to know how long people are visiting your site before making a purchase, but you may want to know the amount of people who are visiting your site and also making a purchase. It’s very important to specify what information in particular you want summarized and compiled in your report, so stating this up front will yield the best results for what you are looking for in your reports.


Setting Timetable

If you are sending off a long term request for having an assistant routinely assemble sales reports on your sales, you will need to establish a timetable on when you want these reports created and sent to you. Depending on the type of business you have, you may want reports created every week, month or sales quarter. Every company has their own particular priorities when it comes to tracking sales, so make sure that you establish a general time frame for when you want these reports created and sent back to you.


Getting Started With Byron

Sales Reports are an extremely useful way for you and your team to quickly understand how you are doing as a business and plan accordingly for the future. It is very important to always be aware of how much you are selling and to what markets are buying your products the most. With the assistance of Byron, we can automate the process of creating these reports for you so that you and your coworkers do not need to spend the time yourself combing over all this information to get a better understanding of what is going on. This can save you countless hours of time each month and make the process of tracking sales as easy as just sending an email. We understand that all business operate and function in their own way, so do not hesitate to reach out to us about what your particular needs are and how we can help.

How to get started...


Create a Byron account


Create a long-term placement project


Your dedicated long-term assistant is placed to you in hours


Get on a kickoff call and your assistant gets to work

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