Executive dashboards
Your whole business, one question at a time
Revenue and margin sit in the ERP, pipeline in the CRM and headcount in the HRIS. RapidDashboard joins them in a private data store and gives CEOs, COOs and owners the cross-functional view in one plain-English question.
Live examples
One question, one full dashboard
Pick a question. RapidDashboard answers with KPIs, charts, the records behind them and an AI summary of what to do next. Hover any chart for values or open its table view.
Give me a company-wide scorecard: revenue vs plan, gross margin, operating expenses vs budget and EBITDA for September.
Company scorecard
Revenue
$2.40M
+8% vs $2.22M plan
Gross margin
41%
-2 pts vs August
OpEx vs budget
97%
$1.13M of $1.16M budget
EBITDA
-$141K
+$64K vs -$205K plan
- Actual
- Plan
| Actual | Plan | |
|---|---|---|
| Oct | $1.78M | $1.80M |
| Nov | $1.85M | $1.85M |
| Dec | $1.92M | $1.90M |
| Jan | $1.88M | $1.95M |
| Feb | $1.96M | $2.00M |
| Mar | $2.05M | $2.05M |
| Apr | $2.11M | $2.08M |
| May | $2.20M | $2.12M |
| Jun | $2.26M | $2.16M |
| Jul | $2.29M | $2.19M |
| Aug | $2.35M | $2.21M |
| Sep | $2.40M | $2.22M |
-$141K
EBITDA, $64K better than plan
- Revenue
- $2.40M
- Gross profit
- $984K
- Operating expenses
- $1.13M
- EBITDA margin
- -5.9%
| Function | Metric | Actual | Plan | Status |
|---|---|---|---|---|
| Finance | Revenue vs plan | $2.40M | $2.22M | +8% |
| Finance | Gross margin | 41% | 43% | -2 pts |
| Finance | Cash runway | 5.9 months | 9.0 months | Below policy |
| Sales | Pipeline coverage, Q4 | 2.7× | 3.0× | Short $0.9M |
| People | Headcount | 84 | 78 | +6 FTEs |
| Customers | Net revenue retention | 108% | 105% | +3 pts |
What changed and what to do
- Warning: Gross margin slipped 2 points to 41%. Cost of goods ran above forecast in two product lines while prices held.
- Critical: Cash runway is 5.9 months against a 9-month policy. The runway view shows the levers that close the gap.
- Good: Revenue beat plan for the sixth straight month and closed September at $2.40M, 8% ahead.
AI summary
September revenue reached $2.40M, 8% ahead of plan, and operating expenses held at 97% of budget. Margin compression of 2 points absorbed part of the top-line gain, leaving EBITDA at -$141K, still $64K better than plan. Runway and headcount are the two scorecard items below plan. Recommend a COGS review on the two product lines with rising costs before the October close, and a cash plan review at the next leadership meeting.
Ask next
- Which product lines drove the margin drop?
- Show EBITDA by month vs plan
- Draft the board summary
What is our cash runway at the current burn rate, and which levers would extend it the most?
Cash runway
Cash on hand
$1.10M
-$187K vs end of August
Monthly net burn
$187K
+12% vs Q1 average $167K
Runway
5.9 mo
-1.1 mo since June
AR due in 30 days
$340K
+1.8 mo runway if collected
- Current burn
- AR collected + vendor savings
- Minimum cash $400K
| Current burn | AR collected + vendor savings | |
|---|---|---|
| Oct | $1,100K | $1,100K |
| Nov | $913K | $1,275K |
| Dec | $726K | $1,110K |
| Jan | $539K | $945K |
| Feb | $352K | $780K |
| Mar | $165K | $615K |
| Lever | Owner | Cash impact | Timing | Runway gain | Status |
|---|---|---|---|---|---|
| Collect AR due within 30 days | Controller | +$340K | October | +1.8 mo | In progress |
| Draw on line of credit | CFO | +$500K | As needed | +2.7 mo | Board approval |
| Pause two backfill reqs | CEO | +$21K / mo | November | +0.8 mo | Proposed |
| Renegotiate freight contract | COO | +$14K / mo | November | +0.5 mo | Proposed |
| Reduce cloud hosting commit | CTO | +$8K / mo | December | +0.3 mo | Agreed |
What changed and what to do
- Critical: At $187K of monthly burn, cash covers 5.9 months and falls below the $400K minimum in January.
- Warning: Net burn is up 12% on the Q1 average. Payroll and vendor costs account for most of the increase.
- Good: Collecting the $340K of AR due within 30 days and saving $22K a month on freight and hosting extends runway to 8.7 months.
AI summary
Cash stands at $1.10M with net burn of $187K a month, a runway of 5.9 months against a 9-month policy. Burn has risen every month since April, mainly from payroll and vendor costs. The fastest lever is the $340K of receivables due within 30 days, worth 1.8 months on its own. Recommend prioritizing those collections, approving the freight and hosting changes, and bringing the line-of-credit option to the board as a backstop.
Ask next
- Which vendor contracts grew the most?
- Runway if we pause all open reqs
- Show burn by department
Show me pipeline coverage for Q4. How many times does it cover our bookings target, and which big deals have gone quiet?
Q4 pipeline coverage
Open pipeline
$8.7M
+$0.6M vs start of Q3
Coverage
2.7×
Target 3.0× of $3.2M bookings target
Win rate
34%
+2 pts trailing 12 months
Past close date
$3.6M
41% of open pipeline
- On schedule
- Past close date
| On schedule | Past close date | |
|---|---|---|
| Discovery | $2.4M | $0.4M |
| Solution fit | $1.6M | $0.7M |
| Proposal | $0.7M | $1.2M |
| Negotiation | $0.4M | $1.3M |
2.7×
of the $3.2M bookings target · target 3.0×
| Account | Stage | Value | Days since activity | Owner | Status |
|---|---|---|---|---|---|
| Halcyon Medical | Proposal | $480K | 41 | J. Alvarez | Stalled |
| Redstone Utilities | Negotiation | $360K | 34 | J. Alvarez | Stalled |
| Orion Labs | Negotiation | $310K | 3 | S. Patel | Legal redlines |
| Vantage Freight | Proposal | $260K | 38 | M. Chen | Stalled |
| Pinecrest Schools | Solution fit | $190K | 6 | M. Chen | Demo booked |
What changed and what to do
- Warning: Coverage is 2.7× against a 3.0× target. At the trailing 34% win rate, open pipeline yields about $2.96M, $0.24M short of the $3.2M target.
- Critical: Three deals worth $1.1M have had no activity for more than 30 days: Halcyon Medical, Redstone Utilities and Vantage Freight.
- Info: 41% of pipeline value is past its expected close date, concentrated in Proposal and Negotiation.
AI summary
Q4 pipeline stands at $8.7M, 2.7 times the $3.2M bookings target, with a trailing win rate of 34%. The coverage is lighter than it looks: $3.6M is past its expected close date, and three late-stage deals worth $1.1M have gone quiet. Recommend executive outreach to Halcyon Medical and Redstone Utilities this week and a pipeline requalification before the Q4 forecast call.
Ask next
- What does the forecast look like without stale deals?
- Coverage by segment
- Show win rate by deal size
How does current headcount compare with the approved plan by department, and what does it do to payroll cost?
Headcount & payroll vs plan
Total FTEs
84
+6 vs approved plan of 78
Open reqs
9
+2 vs last month
Annualized payroll
$7.1M
+$420K vs $6.68M budget
Sales seats filled
14 / 16
-2 2 AE roles open 60+ days
- Employees
- Converted contractors
- Approved plan
| Employees | Converted contractors | Approved plan | |
|---|---|---|---|
| Engineering | 27 | 3 | 26 |
| Operations | 23 | 0 | 21 |
| Sales | 14 | 0 | 16 |
| Finance & admin | 9 | 0 | 8 |
| Marketing | 8 | 0 | 7 |
- Engineering$2.94M / $2.58M
- Operations$1.48M / $1.38M
- Sales$1.40M / $1.52M
- Finance & admin$0.66M / $0.64M
- Marketing$0.62M / $0.56M
| Role | Department | Days open | In plan | Status |
|---|---|---|---|---|
| Account executive, East | Sales | 68 | Yes | Open 60+ days |
| Account executive, Central | Sales | 61 | Yes | Open 60+ days |
| Senior data engineer | Engineering | 34 | No | Hold for review |
| Field service technician | Operations | 22 | Yes | Interviewing |
| Staff accountant | Finance & admin | 15 | Yes | Sourcing |
What changed and what to do
- Warning: Engineering is 4 FTEs over its approved plan of 26. Three of those are contractor conversions not yet reflected in the budget.
- Critical: Sales is 2 FTEs under plan with both open account executive roles past 60 days, which limits Q4 selling capacity.
- Info: Headcount of 84 against a plan of 78 adds $420K of unbudgeted annualized payroll, $360K of it in Engineering.
AI summary
Headcount is 84 against an approved plan of 78, adding $420K to annualized payroll. Engineering accounts for most of the gap after three contractor conversions, while Sales runs two seats short with both AE reqs open more than 60 days. Recommend a headcount reconciliation with Finance and HR before approving new reqs, a budget amendment for the Engineering conversions, and priority recruiting support for the two AE roles.
Ask next
- What would hitting plan save by Q2?
- Show payroll cost by department by month
- Time to fill for sales roles
How is net revenue retention trending by segment, and how concentrated is our revenue in the top customers?
Retention & concentration
Net revenue retention
108%
+1 pt vs Q2
Gross revenue retention
93%
0 pts vs Q2
Top 10 customer share
38%
+2 pts of TTM revenue
Customers lost
11
-4 TTM vs prior year
- Net revenue retention
- Gross revenue retention
- 100% retention
| Net revenue retention | Gross revenue retention | |
|---|---|---|
| Q4 24 | 101% | 90% |
| Q1 25 | 102% | 91% |
| Q2 25 | 103% | 91% |
| Q3 25 | 104% | 92% |
| Q4 25 | 105% | 92% |
| Q1 26 | 106% | 93% |
| Q2 26 | 107% | 93% |
| Q3 26 | 108% | 93% |
- Top 10 customers$9.5M38%
- Next 40$8.5M34%
- All others$7.1M28%
| Segment | Value | Share |
|---|---|---|
| Top 10 customers | $9.5M | 38% |
| Next 40 | $8.5M | 34% |
| All others | $7.1M | 28% |
What changed and what to do
- Good: Enterprise net retention reached 114%, up 8 points in six quarters, as existing accounts add sites and modules.
- Warning: SMB retention sits at 97%, the only segment below 100%. Downgrades at renewal account for most of the gap.
- Warning: The top 10 customers hold 38% of trailing revenue, up 2 points, so a single renewal carries more weight each quarter.
AI summary
Net revenue retention rose to 108% and gross retention held at 93%, so expansion more than offsets churn. Enterprise drives the gain at 114%, while SMB remains below 100%. Concentration is rising, with the top 10 customers at 38% of trailing revenue. Recommend executive sponsors for each top-10 account ahead of renewal and a packaging review for SMB downgrades.
Ask next
- Which top-10 accounts renew in the next 6 months?
- Show churn reasons for SMB
- NRR by product line
Sample data for a fictional company. Your dashboards run on your own connected systems.
Sound familiar?
Where the numbers live today
The board deck takes a week
Numbers come from five spreadsheets, and the last reconciling pass happens the morning of the meeting.
Revenue now, margin later
Revenue is visible daily, while margin waits for job costing and accounting to close on their own schedules.
Pipeline and cash live apart
Coverage looks healthy in the CRM, and translating it into cash means joining it to the GL by hand.
Three headcount numbers
HR, payroll and finance each count heads a little differently, so approvals start with a reconciliation.
Metrics glossary
The metrics behind these dashboards
How each number is defined, so everyone reads it the same way.
- Revenue vs plan
-
How far actual revenue for a period sits above or below the approved operating plan, in dollars and percent.
Formula(Actual revenue − Plan revenue) ÷ Plan revenue
- EBITDA
-
Earnings before interest, taxes, depreciation and amortization, a common view of operating profitability.
FormulaNet income + Interest + Taxes + Depreciation + Amortization
- Burn rate
-
The net amount of cash a company uses each month after all inflows and outflows.
FormulaOpening cash − Closing cash, per month
- Cash runway
-
How many months current cash lasts at the present net burn rate.
FormulaCash on hand ÷ Monthly net burn
- Pipeline coverage
-
Open pipeline value as a multiple of the remaining bookings target. 3× is a widely cited rule of thumb for B2B sales.
FormulaOpen pipeline ÷ Remaining target
- Net revenue retention (NRR)
-
Recurring revenue kept from existing customers over a period, including expansion and net of churn and downgrades.
Formula(Starting revenue + Expansion − Churn − Downgrades) ÷ Starting revenue
Connections
How your systems connect
Supported APIs and exports sync into a private RapidDashboard store you approve. Dashboards read from that store, so source systems keep their normal load.
NetSuite / QuickBooks
PullsP&L, cash position, budget vs actuals, COGS, AR aging
Official REST APIs on a scheduled, audited sync into your private data store.
Salesforce / HubSpot
PullsPipeline, deal stage, close dates, win rate, renewals
Vendor-supported APIs mapped to your revenue KPI model.
BambooHR / Gusto
PullsHeadcount, department roster, compensation, open reqs
HRIS and payroll APIs synced to your approved data store with field-level access.
What you can build
Dashboards and reports teams build next
Company scorecard
- Revenue, margin and EBITDA vs plan
- Budget vs actual by department
- Cross-functional KPI status
Cash & runway
- Runway at current burn
- Burn trend by driver
- Scenario levers and gains
Growth & customers
- Pipeline coverage by quarter
- Net revenue retention by segment
- Customer concentration
Board-ready reports
- Monthly narrative summary
- Quarterly board pack
- Risk and exception flags
Your most sensitive numbers stay in your boundary
Executive dashboards touch compensation, margin and cash. RapidDashboard keeps everything in a private data store you control, with role-based access so each leader sees their own function and the executive team sees the whole picture. AI features are optional and run on enterprise endpoints whose terms prohibit training on your data.
FAQ
Executive & Owner dashboards: common questions
What should a CEO dashboard include?
Most CEOs and owners track revenue vs plan, gross margin, EBITDA, cash runway, pipeline coverage, headcount vs plan and customer retention. A one-page scorecard with a status per function makes the weekly leadership meeting faster. RapidDashboard builds each view from a plain-English question against your ERP, CRM and HRIS.
How do you calculate cash runway?
Cash runway equals cash on hand divided by monthly net burn. For example, $1.1M of cash at a net burn of $187K a month gives a runway of about 5.9 months. Recalculating it monthly shows whether runway is shrinking faster than plan.
What is a good pipeline coverage ratio?
A coverage ratio of 3× the remaining target is a widely cited rule of thumb for B2B sales teams. The right number depends on your own win rate: a team that wins 34% of pipeline needs roughly 3× coverage to hit target. Checking how much pipeline is past its close date gives a truer picture than the ratio alone.
Can RapidDashboard combine NetSuite, Salesforce and BambooHR data?
Yes. Each system connects through its official API and syncs on a schedule into one private data store, where finance, sales and people data share the same definitions. That is what lets a single question return revenue, pipeline and headcount together.
Who can see compensation and margin data?
Access is role-based and set by you. Department leaders can see their own teams, while compensation and company-wide margin stay with the executives you approve. Every sync and view is logged.
Keep exploring
Related example dashboards
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