Virtual CFO
KPI design
KPI design picks the small set of numbers that actually drive decisions in an Australian business, defines each one precisely so it is calculated the same way every time, and builds a simple dashboard around them instead of another report nobody opens.
13-week cash forecast
Illustrative client · August 2026
AUD
- Cash today
- $244,220
- Lowest week ahead
- 239,800
- Largest outflow
- Payroll, 46,300
Illustrative. An example of the document, not a client's figures.
The problem with most dashboards
Most dashboards fail for the same reason: too many metrics, no clear definition, no connection to an actual decision. KPI design starts from the opposite direction: what decision gets made regularly, and what number would change it.
Choosing metrics for the stage and model
A hospitality group tracks different numbers than a SaaS company or a trades business. We start from the business model, the stage, and the decisions leadership actually makes, landing on a working set, typically 6 to 10 metrics, covering revenue, margin, cash and the operational driver that matters most.
Definitions that hold up
A metric calculated differently by two people is worse than no metric at all. Every KPI gets a written definition: exactly what is included, what is excluded, and which system it pulls from.
A dashboard that keeps working
Where Xero, MYOB or QuickBooks Online support it, the dashboard pulls automatically. Where they do not, we build a simple manual step into the monthly routine, and we revisit the metric set periodically to retire anything that has stopped being useful. This pairs directly with FP&A and fractional CFO reviews, which both lean on the same defined metrics.
Built with your Australian file in mind
The set of metrics is chosen around your business model, then built and maintained by our team, with every dashboard update under senior review before it reaches you. Where a KPI touches GST turnover, superannuation cost or a BAS driven cash line, the definition matches the figure already sitting in your Xero, MYOB or QuickBooks Online file, so the dashboard and your lodged reporting never quietly diverge.
Questions
Frequently asked questions: KPI design
How many KPIs should a small business actually track?
We aim for 6 to 10 core metrics. Beyond that, a dashboard tends to get skimmed rather than used to make decisions.
Will the dashboard connect directly to our Xero or MYOB file?
Where the system supports a live connection, yes. Where a metric depends on data outside your accounting system, we build in a simple manual update.
Do KPIs differ significantly by industry?
Yes, considerably. A trades business tracks job margin and callback rate; a SaaS company tracks net revenue retention and churn. We start from your specific business.
What happens if a KPI stops being useful?
We review the metric set periodically and retire anything that no longer drives a decision, so the dashboard stays focused.
Who decides which KPIs actually make the dashboard?
You do, guided by our recommendations on what is measurable from your current systems and what tends to matter most at your stage and industry.
How many KPIs should we actually track?
Fewer than most businesses start with. We typically land on 6 to 10 metrics that map directly to a decision you make regularly.
Will the dashboard connect automatically to our software?
Where your accounting and operating systems support it, yes. Where they do not, we build a simple manual update into the monthly routine.
Do KPIs differ by industry?
Yes. A restaurant group tracks different numbers than a SaaS company. We start from what drives your specific business, not a generic template.
How is kPI design priced?
Pricing for kPI design depends on your transaction volume, the software you use, and how much cleanup is needed before ongoing work starts. Current ranges are published on the pricing page, and your exact fee is confirmed in writing before anything begins.
Related services
- Virtual CFOPricing and unit economicsA clear read on what each customer, order or unit actually costs and earns, so pricing decisions are based on margin rather than a guess.
- Virtual CFOFP&AOngoing financial planning and analysis: budget-to-actual tracking, margin and cost analysis, and the monthly pack that explains why the numbers moved.
- Virtual CFOFractional CFOA senior finance lead who works your numbers on a part-time basis: monthly reviews, board and investor prep, and a second opinion before a big decision.
Industries
- SaaSBookkeeping and reporting for subscription software businesses tracking recurring revenue, deferred revenue and burn.
- Ecommerce (Amazon and Shopify)Bookkeeping for online sellers on Amazon, Shopify, Etsy and their own storefronts, built around clean payout and sales tax data.
- Professional servicesBookkeeping for professional service firms such as engineering, architecture and IT consulting billing clients by project or retainer.
Next step
Talk to the team that would run your books
A short call covers your setup, your software and what a first month would look like. You get a written scope and price after it.