CFO Dashboard & Cash Forecast

CFO Dashboard

Navigate to Company Insights > CFO Dashboard for a CFO-level view of your company's financial health, aggregating data from all estimates, projects, and labor tracking.

Dashboard Tiers: The CFO Dashboard has four levels, None (disabled), Starter, Intermediate, and Full CFO. Each tier unlocks additional metrics. Set the tier in Settings.

"Jobs active in" period selector: The selector at the top picks which jobs are in view, not a calendar slice of dollars. A job shows if it's currently active/pending or was completed in the chosen window (MTD, QTD, YTD, Last 12 months, or All time), and each job reports its full start-to-finish revenue and costs (job-lifetime P&L) so margins reconcile. The period scopes only realized job profit/loss and the Completed Projects table, the Estimate Pipeline and Backlog are your "current book" and stay period-independent.

Company Targets (Editable Inputs):

• Income Target %: Your net income goal as a percentage of earned revenue. This is the profit margin you want to achieve after covering all costs and overhead.
• Monthly Overhead $: Your total fixed monthly costs: rent, insurance, office staff, truck payments, utilities, and other expenses that stay the same regardless of how much work you do.
• Cash on Hand $: The total liquid cash across all your bank accounts right now. Used to calculate your survival runway. Auto-filled and read-only when QuickBooks is connected.
• Untracked Payroll $/mo: Salaried staff, owner pay, or any labor the timekeeper doesn't capture. Added to clocked hours so the Cash Flow Forecast never shows $0 labor.
• Annual Revenue $: The basis for your overhead rate (last year's total revenue, or this year's realistic target). The overhead rate = annual overhead ÷ this figure, and it stays fixed no matter which period you're viewing.

Calculated Target Metrics (display only):

• Overhead %: Your annual overhead (Monthly Overhead × 12) as a percentage of your Annual Revenue basis. A fixed rate that does not change with the period selector.
• Margin Target: Overhead % + Income Target %. The minimum gross margin you need on every job.
• Markup Required: The cost markup needed to achieve your margin target.

Executive KPI Cards, Jobs Active in [period] (move with the period selector):

• Earned Revenue: Revenue earned based on completion percentage (Budget × Completion %).
• Unearned Deposits: Customer money collected for work not yet done; set it aside for materials & labor. Turns red when held deposits exceed Cash on Hand.
• Total Costs: Actual materials plus labor incurred across all projects.
• Gross Profit (Active Jobs): Earned revenue minus costs incurred on in-progress jobs, before overhead.

Executive KPI Cards, Current Book (a live snapshot, period-independent):

• Pipeline Value: Net-of-tax value of all pending estimates.
• Contracted Revenue: Net-of-tax value of accepted and in-progress estimates.
• Cash Collected: Total payments received across all projects.
• Days Cash on Hand: Cash on Hand ÷ daily burn (overhead + recent crew payroll). How many days you can keep the doors open with zero collections.

Health Gauges (6 visual indicators):

• Overall Margin: Current profit margin across all projects.
• WIP Income vs Progress: Cash collected vs. what's earned by % complete on active jobs. On-track (in step with the work) is best; both under- and over-collection degrade.
• WIP Costs vs Progress: Actual spending vs. expected based on completion.
• Budget Consumption: How much of estimated costs you've spent.
• Collection Rate: Cash collected as a percentage of earned revenue. ~100% is the target; over- and under-collection both degrade to amber then red.
• Backlog Months: How many months of overhead the gross profit in your signed-but-undelivered work can cover.

Estimate Pipeline, Current Book:

• Five summary cards showing current counts and total values for each estimate stage: Pending, Accepted, In Progress, Completed, and Declined. This is a live snapshot of your book and does not change with the period selector.

Active Projects Table:

• Row-by-row breakdown of every active project showing budget, estimated cost, actual cost, collected, earned revenue, budget %, margin, completion progress bar, and health indicator dot.
• Green dot = above margin target. Yellow = close. Red = below target.
• Totals row plus a "Required Revenue" row showing revenue needed to hit your target.

Payroll & Labor:

• Shows weekly and year-to-date labor costs with hours, base pay, and burden cost breakdowns.

Completed Projects Table:

• Historical summary of finished projects with final budget, cost, collected, margin, and margin percentage.

Business Unit Filter:

• If Business Units are turned on for the company, a filter dropdown appears at the top of the dashboard. Pick a unit to narrow every KPI, gauge, and project table to that segment, or pick Untagged only to surface records that haven't been assigned a unit yet.
• Use the Segment Performance page to compare units side-by-side instead of switching one at a time.

Export to Excel:

• Click Export to Excel to download a multi-sheet workbook of the dashboard at the active period and segment filter, Active Projects, Completed Projects, Pipeline, Estimate Pipeline, Payroll Summary, and Receipts. Currency, percent, and integer columns are pre-formatted with bold totals rows; the first row is frozen for scrolling.
• File naming convention: <token>_cfo_dashboard_YYYY-MM-DD.xlsx.

Cash Flow Forecast

Navigate to Company Insights > Cash Forecast to see whether you'll have enough cash in the bank to cover what's coming. The forecast projects money in (invoice collections, recurring billing, pipeline conversions, work-in-progress) against money out (payroll, overhead, job costs, marketing, bills) over your chosen horizon.

Time horizons: Toggle between 2-Week, 30-Day, 13-Week (Qtr), and 6-Month views. The chart and table redraw for the selected window.

Key elements:

• Runway banner (cash alarm): A color-coded banner at the top tells you, measured over a fixed forward horizon, how many weeks until you run out of cash, green (healthy), yellow (plan ahead), red (action needed within ~6 weeks), or critical (already negative). The runway is view-independent, so switching the chart range doesn't change the warning.
• Top stat cards: Cash on Hand, Weekly Payroll, Monthly Overhead, Monthly Marketing, and a "Next 30 Days" In / Out / Net trio.
• Pipeline Conversion slider: Set how much of your pending estimate pipeline to count toward inflows (0–100%). The Net Change updates live as you drag.
• What-If Scenarios: Check or uncheck individual pending estimates to include/exclude them, and model overdue invoices as "what if never paid" to stress-test your position.
• Forecast table: Period-by-period rows for Invoices In, Recurring, Pipeline, WIP, Total In, Payroll, Overhead, Job Costs, Marketing, A/P Bills, Total Out, Net, and Ending Cash.
• QuickBooks enhancement: When QBO is connected, live bank balances drive cash-on-hand and QBO A/R aging drives expected invoice inflows for a more accurate forecast. A badge shows when data is enhanced by QuickBooks.
• Export to Excel: Download the full forecast for the active view, including A/R aging (and A/P aging when QBO is connected).