The problem

An NGO running literacy programs in rural areas spends two weeks per quarter writing reports for each donor — EU, foundations, agencies — each with its own format. That is time not spent on the field.

The solution, step by step

  1. Field teams log activities as short notes in Notion after each session: attendance, progress, difficulties, photos.
  2. Indicators (beneficiaries, sessions, completion) live in Google Sheets, updated monthly.
  3. At reporting time, ChatGPT receives the quarter's notes, the indicators and the donor's template, and drafts each section in the required format and language.
  4. The program manager reviews, corrects figures and adds context — editing, not writing from scratch.
  5. The final report is stored in Notion with its sources, ready for the next audit.

    6. Result and estimated gains

    • Reporting time drops from 2 weeks to 1-2 days per donor.
    • Consistent figures across all reports, since everything comes from one sheet.
    • Field staff spend more time on beneficiaries, less on paperwork.