Home/What we build/Reporting and visibility
See what needs attention. Check the enquiries, quotes, booked jobs and unpaid invoices before you head to site. We connect the numbers your job and accounting tools can reliably supply, then build a short Monday summary that shows what needs your attention.
A clear view of demand, bookings and the work still waiting.
Answer a few questions and try the response on your own phone.
See what happens when an enquiry gets a reply while you're busy with the job. Add your details and watch the response arrive on your phone.
It's the same system we use in our own business, built around the way you work.
Most owners know how the business is going in two ways. One is fast and vague. The other is accurate and arrives after the moment to act has passed.
Monday morning
Ask most owners how many enquiries came in last week and you'll get a pause, then a guess. The phone was busy and the diary looks full, so it was probably fine.
Probably fine is a decent answer right up until the week it isn't, and a feeling can't tell you which week that is.
Six weeks later
The accountant's figures land, or someone finally has time to pull a report, and the quiet patch was a month and a half ago. By then it's in the revenue, and the only thing left to do is explain it.
Nothing was hidden. It took six weeks for anyone to add it up.
A weekly report for a plumbing team. The demonstration figures show what to look for.
Fictional plumbing business, week ending 20 September. These figures demonstrate how to read a report.
Scroll the table sideways on a small screen to see the source for each number.
| Measure | This week | Last week | Source |
|---|---|---|---|
| New enquiries | 23 | 31 | Enquiry records, by received date |
| Average first reply | 12 min | 8 min | First enquiry and reply timestamps |
| Quotes sent | 14 | 16 | Quote records, by sent date |
| Open quotes overdue for follow-up | 5 | 2 | Open quotes with a past-due next action |
Read it this way: Demand fell by eight enquiries and reply time increased. Check which channels slowed down and whether enquiries went unassigned. Five quotes need an owner today.
Decision: The office assigns the five quotes and checks the delayed replies. Compare those measures again next Monday.
An overdue quote is still open. It is not automatically lost revenue. Missing source data should be flagged as incomplete, never displayed as zero.
Last week's figures are pulled from the phone system, the job software, the accounts and your Google profile. Nobody has been asked for anything.
The summary lands on your phone. You had 23 enquiries, down from 31 the week before. The average first reply took 12 minutes, with the slowest taking 3 hours 40.
You sent 14 quotes. Five have had no follow-up in over a week. Conversion over the last month is steady.
Jobs booked, revenue booked against invoiced, two new reviews. A flag shows the calendar three weeks out is half as full as usual.
Two minutes with a coffee. Enquiries are down and the far calendar is thin, which matches the feeling you had on Friday. Now it's a number, three weeks before it would have been revenue.
You ask the office to follow up the five quotes today and find out why one reply took 3 hours 40. Thursday afternoon, everyone was out on jobs.
The same summary, a week on. You can see whether the chasing worked without asking anyone.
The numbers are only as good as how the details are captured, which is why the summary usually sits on top of a sales and enquiry system. How enquiries get captured
At Fit For Life, the gym my partner and I own, we used to have no idea how many enquiries we'd lost. Once every enquiry landed in one place, we could count them. The figures below cover the peak six months.
enquiries turned into new members
a week in revenue we weren't seeing before
The part I didn't expect is the head space. Nobody carries the "did we ever reply to that lady from Tuesday" feeling around anymore. It just runs.Laura Healy, Fit For Life Health & Fitness, Melbourne
Owner-led businesses run on a feeling about how the week went. The feeling is often close. The trouble is you can't tell when it isn't.
The numbers that would confirm it or correct it already exist. Enquiries sit in the phone system and the inbox. Quotes live in the job software. Bookings are in the calendar, revenue is in the accounts, reviews are on Google, and a fair bit of it is only in a team member's head. Every figure is there. None of it is in one place, so a straight answer means asking someone to go and add it up.
So you ask. It's a reasonable ask and it still costs you. The person you ask is busy, so it waits. What comes back is a rough version from memory, and memory doesn't scale. By the time a proper report exists, the problem it would have shown you has been running for weeks.
I've seen the cost of this in our own gym. Enquiries used to sit while every coach was on the floor, and nobody could say how many we'd lost. The loss was real. It just wasn't a number anyone could look at. The fix is making those numbers turn up on their own, without anyone being asked.
Most owners have tried a spreadsheet for this. It worked for about a month.
Then a big job came in, or someone was off sick, and the Friday update didn't happen. The next week it was two weeks behind, and after that nobody trusted it. Busy beats intention, and a report that relies on someone remembering will lose to busy every time.
We draw each figure from the tools that already hold it, including your phone system, job software, accounts and review profiles. If a tool can't report what you need, we tell you before building around it.
The list stays short on purpose. A dashboard with forty charts gets looked at once. Seven numbers on a Monday get read. Yours may differ a little. A maintenance crew might watch repeat bookings. An installation business might watch accepted quotes and the forward job schedule. We settle the list together in the systems map.
Only the handful of numbers that tell you whether the week is healthy and where to look if it isn't. For most trade businesses that's enquiries in, reply time, quotes out, conversion, jobs booked, revenue booked and reviews. Some owners add cash and outstanding invoices. More than that and it stops being read.
From the systems you already use, including your phone system, job management tools, accounting software and review profiles. They're connected so the figures update on their own. If a tool can't report what you need, you'll hear that before anything is built around it.
Usually not. Most of the work is connecting what you have and making sure details are captured once, in the right place. Any reporting tool is recommended after the systems map, based on what you already run, and you own the accounts.
Whoever you decide. Often the team sees the numbers they influence, like reply time and jobs booked, while revenue stays with the owner and whoever runs the books. It's easy to change later.
That's common, and it's why reporting usually comes after the sales and onboarding systems. The systems map shows how much tidying is needed first.
For each measure, we record which system supplies it, what is included, how often it refreshes and who acts when it changes. An enquiry count should not quietly include spam. A booking should not count twice because it was rescheduled.
The dashboard shows its latest refresh and makes missing data visible. We build reporting around the sources your business can reliably maintain. The report above uses demonstration data, not a connected client account. Read how we report results for the distinction between an activity measure and an outcome.
Try the enquiry follow-up system on your own phone. Add your details, answer a few questions and see the response arrive.
