Automation Case Study: AI Custom Report Auto-Generation and Delivery
What if you have to write personalized customer reports every week?
If you run a diet consulting or healthcare service, you've probably faced this challenge at least once.
Carefully checking each member's diet, exercise volume, and condition, then writing personalized reports every week for each individual.
What starts with one or two clients quickly grows to dozens, and you realize that repeating this task every week isn't as simple as it seems.
Diet and health management is a field that requires highly personalized services that simply cannot be addressed with generic feedback.
When you spend time analyzing each member's data individually and crafting thoughtful feedback, entire days can slip away before you know it.
If mistakes occur during this process, customer trust drops and service quality suffers.
Continuing to handle this work manually is not only a waste of time but also extremely inefficient.
So how can this challenging problem be solved?
M Diet Consultant, facing exactly these challenges, recently reached out to us.
"Analyzing customer data manually and writing reports every time is so exhausting. Having to send each report individually via email is draining."
As the number of members grew, the time spent on report writing and delivery increased proportionally.
Integrating Notion + GPT + Email All Through Make
We built the system using Notion as the base for collecting and managing customer data, connected through MAKE to generate data with GPT and send it via email.
Simply record each customer's diet logs, exercise volume, and condition evaluations in Notion each week, and MAKE automatically sends the data to GPT every 15 minutes.
1. Searching Data from Notion
- Using Notion's Search Objects module, it searches for records from 7 days before 'today' up to the present.
- It filters and retrieves only the past week's records from the Notion Database.
2. Bundling and Iterating Records
- Using the Aggregator module, multiple records are grouped per person. One week's worth of diet data for each member is consolidated into one bundle.
- Using the Iterator module, each member's bundled data is processed in a loop.
3. Composing Log Text
- Using the Text Aggregator tool module, necessary information is extracted from each record and organized into a single line.
GPT generates personalized reports for each customer based on the received data, using a caring tone and professional content.
4. Report Generation via GPT
- Using the GPT-4o model in the OpenAI-GPT Create Completion module, a personalized diet report is generated for each member.
The generated reports are automatically converted to PDF files and sent to each customer's personal email.
5. Email Delivery
- Using the Gmail Action Send Email module, the report is sent to each member's email.
Since email delivery is also automated, the consultant doesn't need to intervene at all.
All of this is automation achieved through the MAKE platform and GPT.
From report writing to email delivery, you don't have to lift a finger.
The M Diet Consultant team was completely freed from the weekly data analysis and report writing tasks that had been recurring.
Tasks that previously took at least 20-30 minutes per customer now finish with just a few clicks after data entry.
Previously, managing 50 customers meant spending at least 25 hours per week on reports alone, totaling over 100 hours per month.
Even calculated at minimum wage (10,030 KRW based on 2025), that's approximately 1,003,000 KRW per month, or 12,036,000 KRW annually spent on repetitive report writing tasks.
But after automation with MAKE and GPT, the time spent on these repetitive tasks was reduced to just 1-2 minutes.
The cost of building and operating the automation system wasn't as high as expected either.
MAKE platform's basic plan costs about $9 per month (approximately 12,000 KRW), and even including GPT API costs, a monthly average of less than 30,000 KRW is sufficient.
Calculated annually, this represents over 95% savings in both time and cost compared to the previous manual approach.
The greatest achievement from automating these repetitive tasks isn't just cost and time savings.
What's more important is being able to focus on communication with customers and personalized consultations tailored to each individual's goals.
A brand's core competency lies in deep communication with customers and professional consulting.
If time is consumed by repetitive tasks and you can't focus on these core activities, it's a significant loss.
Automation using MAKE and GPT helps you break free from repetitive, energy-draining tasks so you can fully focus on your core work.
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