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All 20 AI systems

Open-source playbook · 15 of 20 · For leaders

Board & Investor Update

Every board pack means days of chasing numbers and commentary from every team.

The systemDrafts the update from your numbers, wins and asks, in your format and voice, for you to edit.

Download the PDF Email it to your team

// The problem

Six teams, twelve reminders, one letter.

The update itself is two pages. Getting the numbers and the story behind them is the week. Every team owes you something, every reply comes in a different shape, and the numbers rarely agree with each other.

  1. MonAsk six teams for numbers and notes
  2. TueOne reply
  3. WedChase four teams
  4. ThuFinance and sales numbers don’t match
  5. FriChase again
  6. SatTwo teams still missing
  7. SunWrite the letter yourself, late at night

Sample week before a board meeting, fictional company.

// How it works

The same six sources, poured into one draft.

Numbers come straight from the systems they live in. The story comes from the people who own it, in three short answers. The system checks one against the other and writes the first draft.

  • Sales

    Pipeline from the CRM + 2 lines from Dana

  • Finance

    The month-end close + 2 lines from Omar

  • Product

    The release tracker + 2 lines from Lena

  • Customer success

    Renewals and churn + 2 lines from Raj

  • People

    Headcount from the HR system + 2 lines from Sam

  • Marketing

    Lead and spend reports + 2 lines from Ines

The system

  1. 1

    Pulls the numbers

    From each source system on the day you set. Nothing typed in by hand.

  2. 2

    Asks for the story

    Three short questions to each team lead in Slack or Teams, with one automatic reminder.

  3. 3

    Checks the numbers

    Compares the CRM with the books and last quarter, and flags any gap instead of guessing.

  4. 4

    Drafts the letter

    In your format and voice, learned from your past updates.

Q3 update · draft 1For you to edit

  1. 1Highlights

    The three wins worth the board’s time

    SalesProductMarketing

  2. 2Key numbers

    Revenue, burn, runway and hiring against plan, each with its source

    FinanceSalesPeople

  3. 3Lowlights

    What missed plan, and what you’re doing about it

    SalesCustomer successProduct

  4. 4Asks

    Where the board can help: intros, hires, advice

    SalesPeopleMarketing

A private draft. Never sent on its own.

// What lands on Monday

A draft worth editing, with your edits on it.

Sample update for a fictional software company. The system wrote the draft; the CEO is editing in suggesting mode, and the CFO has signed off the numbers.

DeletedAdded by the CEO1Comment

Larkfield · Q3 investor update

SuggestingNumbers approved

To the Larkfield board and investors · From Maya Okafor, CEO

Q3 was our best quarter for new revenue and a messy one for enterprise deals. Overall we are very pleased with progress. Here’s the short version, then where we need you.

Highlights

  • New ARR of $612k, 9% above plan, led by mid-size logistics customers.
  • Route planning shipped to every customer in September.
  • Hired a VP Customer Success, starting 3 November.

Key numbers 1

MetricQ3PlanSource
ARR 2$4.82M$4.70MXero · Sep close
New ARR this quarter$612k$560kHubSpot + Xero
Gross margin78%75%Xero
Net burn per month$310k$340kXero
Runway22 months20 monthsCash ÷ burn
Headcount4649HR system

Lowlights

  • Two enterprise deals ($180k ARR) slipped to Q4 due to long procurement cycles. because we started their security reviews too late. We now start them at the first demo. 3
  • Logo churn rose to 2.1% from 1.4%. Three of the four lost customers had fewer than 20 seats.

Asks

  • Intros to heads of operations at mid-size retailers. We have a list of 12 names to share. 4
  • Advice on pricing: we plan to move to per-route pricing in Q1.

// Who signs off

Nothing reaches the board until you send it.

The system does the chasing, the checking and the first draft. Two people own what the board reads.

  1. The system

    1. Draft ready on Monday

    A private doc with the numbers, every team’s notes and a first draft. Gaps are marked, never filled in.

  2. CFO

    2. Checks every number

    Against the close and the source systems, before anything else moves.

  3. CEO

    3. Edits the words

    Tone, lowlights and asks: the part only you can write.

  4. CEO

    4. Sends it

    From your own email or board portal, when you’re ready. The system never sends.

What it never does

  • Send anything to the board or investors
  • Invent, estimate or round a number to make it look better
  • Drop a lowlight because it reads badly
  • Share board material beyond the people who can see it today

// For your tech lead

Can we build it? Here’s what it takes.

Most of the build is connecting the tools your numbers already live in and teaching it your format from two or three past updates. Start with one quarter and the numbers your board asks about first.

Tools you’ll use

JobUseOr
Where the numbers liveQuickBooks or Xero, plus HubSpot or SalesforceGoogle Sheets, your HR system
Pulling numbers on a schedulen8n (it has nodes for all four)Make, Zapier
Notes from team leadsA three-question form sent in SlackTeams, Google Forms, Microsoft Forms
Writing the draftClaude (API or Projects)ChatGPT, Gemini
Where you edit itGoogle Docs, in suggesting modeWord with Track Changes
Your format and voicePast updates in the Company BrainNotion, a shared Drive folder

Access it needs

  • Read-only access to the accounting tool, the CRM and the metrics sheet
  • Permission to create docs in one private folder
  • A Slack or Teams app to message team leads, and no email sending

Three ways to build it

  1. Start simple1–2 days

    Export the numbers to a sheet, add last quarter’s letter and the team notes to a Claude or ChatGPT project, and ask for a draft in the same format.

  2. Production1–2 weeks

    n8n pulls the numbers on a set day, collects three answers from each team lead, checks the numbers against each other and writes a draft Google Doc.

  3. Custom3–4 weeks

    Adds the board pack: charts from the same numbers, a version for each audience and a log of where every number came from.

Guardrails

  • It never sends; the CEO sends the update
  • Every number shows its source, and a missing one stays a visible gap
  • The CFO approves the numbers, the CEO approves the words
  • Lowlights stay in; only a person decides how to word them

What to measure

  • Hours from starting the update to sending it
  • Reminders sent to team leads per update
  • Numbers the CFO corrects at review
  • Days from quarter close to the update going out

Who builds and runs it

A CFO or chief of staff who knows where every number lives, and someone comfortable with n8n for the first one to two weeks. After that the CFO owns the number checks and the CEO owns the words. Upkeep is a short check when a metric or the format changes.

Needs

01Company Brain

Next to build

14Weekly Business Review13Automated Morning Brief

// Want help building it?

We’ll build your Board & Investor Update with your team.

In 30 minutes with our founder, we’ll look at your tools and your week, and work out what your first AI systems should be and how long they’ll take.

Book a Strategy Call
Pallav KaushishFree 30-minute call with our founder · No commitmentPallav Kaushish Co-Founder, AIxGrowth