Your Best Maintenance Work Is Invisible. Here’s How to Make Clients See It.
When a care plan is working, nothing happens. The site stays up, the forms keep sending, renewals get paid on time. From the client’s side, a quiet month looks the same as a month where nobody did anything.
That’s a problem at renewal time. When a client reviews their outgoings, the line that never seems to do anything is the first one they question. The work you did is real, but if they never see it, they can’t count it.
ToggleWP’s Client Report Card fixes that by sending each client a short, branded summary of their site every month, automatically.
A monthly reminder that someone is looking after the site
The report lands in the client’s inbox on a day of the month you choose. It opens with a single status line, so the client knows at a glance whether anything needs their attention:
- ✓ All quiet this month – your site is healthy. (You can write your own wording for this line.)
- ⚠ Action needed: followed by the specific reasons, such as a security vulnerability that still needs fixing, a renewal due this week or unusual login activity.
Either way, the message to the client is the same: someone checked. A green “all quiet” every month builds trust over time, and when something does come up, the client already knows where to look.
What the client sees
Each section pulls live data from the client’s own site. You choose which sections to include.
Security: vulnerabilities fixed this month
This is the section that shows your work most clearly. ToggleWP’s Vulnerability Monitor checks the site’s plugins, themes and WordPress version against Wordfence Intelligence every six hours. Each time a known vulnerability is fixed, whether by an update or by removing the plugin, it’s counted.
The report shows two numbers side by side:
- Vulnerabilities fixed this month: the security problems that were dealt with over the past 30 days, usually before the client knew they existed.
- Open now: anything still waiting for a fix, listed by severity (Critical, High, Medium or Low).
“3 vulnerabilities fixed this month, 0 open” tells a client more about the value of a care plan than any sales page. Many of these fixes are routine plugin updates that would otherwise go unnoticed. The report gives them credit.
If something is still open, the status line at the top changes to “Action needed”, so it’s never buried. If there’s nothing to report, the client sees a clear “No known vulnerabilities in your plugins, themes or WordPress.”
Upcoming renewals
Plugin licences, domains, hosting and anything else you track in the Reminders module, with the due date and days remaining. Anything due within a week is highlighted.
Clients often forget what they pay for. This section shows them that someone else is keeping track, and it means a renewal never comes as a surprise.
Login activity
Total logins over the past 30 days, the number of unique IP addresses, and the number of countries they came from. If unusual login activity was detected, the report says so. If not, it confirms that nothing unusual happened.
For most clients, “no unusual activity detected” is the most reassuring line in the email.
Email health
A score out of 100 for the site’s outgoing email (Good, Fair, Poor or Critical) and the most important issue if there is one. Contact forms and order emails are easy to take for granted until they stop arriving, and this section shows they’re being watched.
AI content usage
If the client uses ToggleWP’s AI writing features, the report shows how many tokens they’ve used against their monthly allowance, with a progress bar. It’s a simple way to show the client what they’re getting from an add-on they pay for.
Your words, your brand
The report goes out under your agency’s name and logo, not ToggleWP’s. You can add:
- An intro message at the top, such as a personal note or a heads-up about planned work
- Notes under sections, for example to explain a renewal or what a login spike meant
- A sign-off and footer in your own voice
The data comes in automatically, and the notes give it your voice. A two-line intro saying “We updated your booking plugin this month after a security release” is worth more to a client than a page of numbers.
Why it works for renewals
The report isn’t really about the numbers. It’s about showing up in the client’s inbox twelve times a year with evidence that their site is being looked after. When the care plan invoice arrives, the client has already seen a year of reports, including every security fix, showing the work.
It also helps you. If a client asks what they’re paying for, you can point to the reports instead of trying to remember what happened in March.
Setting it up
- Turn on SiteSync and connect the client’s site.
- Turn on the Client Report Card and choose the day of the month it sends.
- Choose which sections to include and add your intro, notes and sign-off.
- For the Security section, turn on the Vulnerability Monitor for the site.
- Add your logo and agency details in White Label settings.
From then on, the report sends each month without you doing anything. A built-in guard makes sure each client receives only one report per month.
The work that keeps a site healthy is mostly invisible. A monthly report makes sure clients see it.