How to Build Progress Reports in Google Sheets & Excel

1. Manual ways to build a construction progress report template

Manual methods are where most construction teams start. They’re simple, cheap, and familiar—but they don’t scale well.

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1.1 Build a basic template in Excel or Google Sheets

1. Define your sections based on standard progress reports:
   • Project info (project name, client, site, reporting period)
   • Work completed this period
   • Work planned next period
   • % complete by activity or trade
   • Schedule status (on track / delayed, key milestones)
   • Budget status (planned vs actual)
   • Risks, issues, and actions
   • Safety and quality notes
2. In Excel, create column headers for Date, Area, Activity, Responsible Trade, Planned %, Actual %, Variance, Notes.
3. Use cell formatting (bold headers, freeze top row, filters) to keep it readable.
4. Save the file as your master template and duplicate it for each project.

For Sheets basics, see Google’s docs: https://support.google.com/docs/answer/6000292

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1.2 Add formulas for % complete and variance

1. Add columns like Planned_Complete and Actual_Complete.
2. In the Variance column, use a formula such as:
   • Excel / Sheets: =IFERROR(Actual_Complete - Planned_Complete, 0)
3. Use conditional formatting to highlight delays:
   • Red if variance < -0.1 (more than 10% behind)
   • Amber if between -0.1 and -0.03
   • Green if >= -0.03
4. Create a small summary table at the top (overall % complete, number of delayed tasks) referencing your task table with AVERAGEIF or COUNTIF.

Docs on conditional formatting in Sheets: https://support.google.com/docs/answer/78413

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1.3 Manual weekly update routine

1. Every reporting period, the PM or engineer:
   • Walks the site, takes notes and photos.
   • Collects updates from foremen (email, WhatsApp, calls).
   • Asks accounting for the latest cost snapshot.
2. Back at the laptop, they manually type updates into the sheet:
   • Update Actual_Complete and status.
   • Paste or attach image links.
   • Adjust narrative sections for “Work completed” and “Work next period”.
3. Export to PDF and email to stakeholders.

Pros (manual):

• Full control and transparency.
• No extra tools or approvals needed.

Cons (manual):

• Time-consuming and error-prone.
• Hard to keep consistent across multiple projects.

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2. No‑code methods with automation tools

Once the basics work, you can remove tedious steps using no‑code automation.

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2.1 Use Google Forms or AppSheet to capture field data

1. Create a Google Form tied to your progress sheet:
   • Fields: Project, Date, Area, Activity, % Complete, Issues, Photos (file upload).
2. Link form responses to a tab in your report workbook.
3. Use lookup formulas (VLOOKUP, INDEX/MATCH, or FILTER) to pull the latest entry for each activity into your main report.
4. Train foremen to submit a quick form from their phones at the end of each shift.

Docs: https://support.google.com/docs/answer/6281888

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2.2 Automate report snapshots and emails with Apps Script or Make/Zapier

1. In Google Sheets, use Apps Script to:
   • Duplicate the main template tab each week.
   • Stamp it with the week ending date.
   • Export that tab as a PDF.
   • Email it to a pre-defined list.
2. Alternatively, use Zapier or Make:
   • Trigger: every Friday at 4pm.
   • Actions: copy the template file, fill metadata (project name, date), request Sheets API to recalc, then send email with link or attachment.

Apps Script overview: https://developers.google.com/apps-script/guides/sheets

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2.3 Connect schedule and cost systems into Sheets

1. Export a weekly look-ahead schedule from MS Project, Primavera, or your scheduling tool as CSV.
2. Use IMPORTDATA or IMPORTRANGE in Google Sheets to pull that CSV or another sheet into your report workbook.
3. Map scheduled tasks to your report activities so you can flag items that are behind.
4. Do the same with a CSV export from your accounting system to show cost vs budget.

Docs on importing data: https://support.google.com/docs/answer/3093340

Pros (no‑code):

• Cuts repetitive admin (copying, emailing, renaming files).
• Enforces a consistent process across projects.

Cons (no‑code):

• Still fragmented: you’re wiring point tools together.
• Scripts and zaps can break when structures change.

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3. Scaling with AI agents (Simular) at desktop level

No‑code helps, but you’re still the conductor. An AI computer agent like Simular Pro can actually do the work on your computer the way a coordinator would—opening apps, logging into portals, and updating your Excel or Google Sheets template end‑to‑end.

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3.1 AI agent that performs the entire reporting ritual

Imagine your Friday:

1. Simular Pro agent opens your browser, logs into project management tools, and downloads the latest schedule and cost exports.
2. It opens your master Excel or Google Sheets progress report, duplicates the current-week tab, and renames it.
3. The agent reads daily logs (emails, PDFs, or cloud folders), summarizes work completed, and writes structured bullet points into the report sections.
4. It updates % complete per activity by reading your imported data and cross-checking against previous periods.
5. Finally, it exports a PDF, stores it in your project folder, and emails stakeholders—exactly as a human assistant would.

Because Simular Pro is a general computer use agent, you don’t need APIs; it operates over your desktop, browser, and cloud apps like a power user.

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3.2 Multi‑project, multi‑client scaling

1. Configure one Simular workflow per client template style.
2. Store project metadata (project name, IDs, data source folders) in a simple sheet.
3. The agent loops over each active project:
   • Reads the config row.
   • Opens the right template variant.
   • Pulls data from the mapped sources.
   • Generates and distributes tailored reports.

You go from producing 3 reports manually to 30 reports hands‑off.

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3.3 Pros and cons of AI‑driven reporting

Pros:

• Automates thousands of micro‑steps across tools.
• Transparent execution—every click and edit is inspectable.
• Easy to adjust when your template or workflow changes.

Cons:

• Requires an initial setup and testing loop.
• Best suited for teams ready to standardize their report structure.

For how Simular Pro works as a computer-use agent, see: https://www.simular.ai/simular-pro

Bottom line: start with a clear Excel/Google Sheets template, layer in no‑code automations for quick wins, then let an AI agent like Simular Pro take over the full reporting ritual so you and your team can stay focused on actually delivering the project.