Dashboards · Running the Firm
Ten numbers, one screen, live data. Here is what to track, why, and how to build a dashboard your team will actually use.
Most small firms know their bank balance and little else in real time. Revenue is reviewed monthly, utilisation is a feeling, and overdue invoices are discovered when someone remembers to check. The data exists. It is simply scattered across spreadsheets, billing software and inboxes.
A single owner dashboard changes that. It does not need to be elaborate. Ten well-chosen numbers, updated from live data, are enough to run a law firm, accounting practice, consultancy or agency with far more control. Here are the ten, what they mean and how to build them.
The ten numbers
| Number | What it tells you | Simple definition |
|---|---|---|
| 1. Revenue this month vs target | Are you on track? | Billed revenue compared with your goal |
| 2. Utilisation | Is billable capacity being used? | Billable hours divided by available hours |
| 3. Realisation | Are you getting paid for the work you do? | Amount billed divided by the standard value of time worked |
| 4. Work in progress (WIP) | How much work is done but not yet billed? | Value of unbilled time and work |
| 5. Outstanding receivables | How much is owed to you? | Total of unpaid invoices |
| 6. Overdue invoices and age | Where is cash stuck? | Invoices past due, grouped by how late |
| 7. Pipeline | What is coming in? | Open enquiries and proposals by stage |
| 8. New clients or matters | Is the firm growing? | Count of new engagements in the period |
| 9. Turnaround time | How fast do you deliver? | Average days from request to completion |
| 10. Overdue and upcoming deadlines | What is at risk this week? | Tasks past due and due soon, by owner |
Why these ten
- Money: numbers 1, 3, 4, 5 and 6 show the cash picture, including the quiet leaks of unbilled work and slow payers.
- Capacity: numbers 2 and 9 show whether the team is busy and whether it is fast.
- Growth: numbers 7 and 8 show where future work is coming from.
- Risk: number 10 shows what could go wrong this week.
Common mistakes
- Too many metrics. If everything is on the dashboard, nothing stands out. Start with ten or fewer.
- Stale data. A dashboard fed by monthly exports is a report, not a dashboard. Connect it to live records.
- One view for everyone. Owners, managers and staff need different views. Define roles carefully.
- No owner for each number. If nobody is responsible for moving a figure, nobody will.
How a dashboard gets built
- Decide the questions. What decisions should these numbers support each week?
- Find the source of each number. Time tracking, billing, your CRM, your task list.
- Bring the data together. Either record it in one system or connect the tools you already use.
- Design role-based views. Owners see everything, managers see their team, staff see their own work.
- Set alerts. Notify the right person when an invoice goes overdue or a deadline slips.
- Review and trim. After a month, remove anything nobody uses.
What it costs
A focused dashboard with live data and role-based access can be built as part of a Bubble.io project. Builds start at $3,500, with the final quote based on the number of data sources and the complexity of the views. Integrations add scope, so list the essential ones first. See our cost guide and how to prioritise.
The best first step is a Discovery Sprint: a $345 plan covering scope, data sources, architecture and cost within 24 hours, credited toward the build.
Frequently asked questions
Can a dashboard pull from the tools we already use?
Often yes, through integrations, though each source adds work. Some metrics are easier when the data lives in one system.
Do we need all ten numbers?
No. Start with the three or four that drive your decisions, and add more once you are using them.
Who should see the financial figures?
Only those who need them. Role-based privacy rules make sure staff see only what they should.
How often should we review it?
Many firms check it briefly each week and look at trends monthly.
Want to see your firm’s numbers in one place?
Email us the tools you use today and the three numbers you wish you saw daily. We will outline what a dashboard would take.
Athar Ahmad, Certified Bubble.io Developer and Tech Architect, Simple Automation Solutions
