Operational / Financial KPI Setup & Tracking

What this service is

A practical KPI system—defined, measured, and reviewed on a cadence—so leaders can see what’s working, spot risks early, and make timely decisions. We design your KPI set, connect the data, and run the monthly/weekly rhythm that keeps everyone aligned.

Who it’s for

Owners and finance leaders who want consistent visibility across operations and finance without building a full analytics team.

What we do

• KPI framework design: select the vital few metrics across revenue, margin, cash, efficiency, and quality (e.g., pipeline, win rate, gross margin %, AR days, AP days, cash runway, unit economics).

• Definitions & targets: write plain-English formulas, data sources, and target thresholds (green/yellow/red) so there’s no ambiguity.

• Data connections: map GL actuals (QBO/Xero) and operational sources (e.g., Ramp spend categories, payroll/HRIS like Gusto/ADP, CRM/project tools) to each KPI.

• Dashboards & reports: build a clean KPI dashboard (sheet or BI) plus a monthly PDF snapshot for leadership.

• Variance review cadence: monthly (or weekly) checkpoint with drivers, owner notes, and action items; keep a running log of changes and commitments.

• Governance: assign metric owners, refresh rules, and a simple change-control for definitions.

Package notes: A starter KPI set and monthly snapshot are available in lower tiers; expanded dashboards, automated feeds, scenarios, and weekly cadences are included in higher-tier service packages.

Example KPI categories (tailored to your model)

• Growth: leads, win rate, bookings, revenue per customer, churn/retention

• Margins: gross margin %, contribution margin, COGS per unit, price/volume/mix

• Cash & working capital: AR days, AP days, inventory turns, cash runway

• Ops efficiency: capacity/utilization, cycle time, on-time delivery, rework rate

• Spend control: non-payroll run-rate, vendor concentration, budget adherence

• People: headcount vs. plan, fully-loaded cost, new-hire ramp, attrition

Data & tools

• GL: QBO/Xero mapped to KPI lines.

• Ops: Ramp, payroll (Gusto/ADP), CRM/project tool, and your spreadsheets.

• Platform: Excel/Google Sheets by default; optional BI (Looker/Power BI) for read-only dashboards.

Deliverables

• KPI definitions catalog (formulas, sources, refresh cadence)

• KPI dashboard (live file) and monthly PDF snapshot

• Variance notes with owner actions and due dates

• Target thresholds (G/Y/R) and a scorecard summary

• Change log for metric updates

What we need from you

• Access to agreed data sources (read-only) and a primary contact per system

• Any existing targets/budgets and how leadership wants to view results (by class/location/department)

• A recurring time slot for the monthly (or weekly) KPI review

Onboarding timeline

2–4 weeks: 1) Discovery & metric selection → 2) Data mapping → 3) Dashboard build → 4) Pilot review → 5) Go-live cadence.

Pricing drivers

Metric count, number of data sources/integrations, dimensionality (class/location/dept), refresh frequency (monthly vs. weekly), automation level, and reporting audience (leadership vs. board/lenders).

Quality & security

Version-controlled definitions, documented formulas, least-privilege data access, MFA on connected apps, and WISP-aligned retention. Every KPI ties to a named source and is reproducible.

Popular add-ons

• Budget / Forecast integration (Budget vs. Actuals roll-up)

• 13-week cash forecast linkage

• Board/lender KPI briefing deck

• Department scorecards & manager coaching

• Sensitivity/driver analysis (price, conversion, staffing)