Finance dashboards
Close faster and see variances while they are small
AR sits in the GL, payments in Bill.com, payroll in Gusto and card data in Stripe. RapidDashboard joins them in a private data store your auditors can review, and answers plain-English questions with a full finance dashboard.
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.
Show me AR aging by customer, our DSO trend, and which invoices over 60 days need a call this week.
Receivables & collections
Total AR
$1.55M
+$64K vs end of August
DSO
47 days
+3 days vs Q2 average
Over 60 days
$138K
-$12K 8.9% of AR
Over 90 days
$54K
+$9K 3 customers
- Current
- 1 to 30 days
- 31 to 60 days
- Over 60 days
| Current | 1 to 30 days | 31 to 60 days | Over 60 days | |
|---|---|---|---|---|
| Meridian Health Partners | $96K | $80K | $14K | $0K |
| Trailhead Outfitters | $88K | $30K | $16K | $14K |
| Halvorsen Logistics | $40K | $24K | $12K | $38K |
| Kestrel Aerospace | $70K | $26K | $8K | $0K |
| Brightwater Foods | $52K | $22K | $10K | $8K |
- Current$820K53%
- 1 to 30 days$412K27%
- 31 to 60 days$180K12%
- Over 60 days$138K9%
| Segment | Value | Share |
|---|---|---|
| Current | $820K | 53% |
| 1 to 30 days | $412K | 27% |
| 31 to 60 days | $180K | 12% |
| Over 60 days | $138K | 9% |
| Customer | Invoice | Amount | Days past due | Last contact | Status |
|---|---|---|---|---|---|
| Halvorsen Logistics | INV-20714 | $38.0K | 91 | 47 days ago | Escalate to AE |
| Brightwater Foods | INV-20652 | $8.0K | 96 | 12 days ago | Payment plan |
| Trailhead Outfitters | INV-20588 | $14.0K | 74 | 9 days ago | Freight dispute |
| Meridian Health Partners | INV-20931 | $80.0K | 24 | 5 days ago | Promised Nov 23 |
| Kestrel Aerospace | INV-21007 | $26.0K | 18 | 2 days ago | In AP approval |
What changed and what to do
- Critical: Halvorsen Logistics owes $38K at 91 days, and the last contact was 47 days ago. It is the largest single balance over 90 days.
- Warning: DSO rose to 47 days from a Q2 average of 44. Most of the increase comes from the 1 to 30 day bucket at Meridian Health Partners.
- Good: Balances over 60 days fell $12K this month to 8.9% of AR, after two disputes closed in September.
AI summary
Open AR is $1.55M with $820K current and $138K over 60 days. DSO moved up 3 days to 47, driven by slower payment on recent Meridian Health Partners invoices. Halvorsen Logistics carries the most collection risk at $38K over 90 days. Recommend an account-executive call to Halvorsen this week and a request to Meridian to pay its $80K invoice ahead of the Nov 23 promise date.
Ask next
- Which customers pay slower than terms?
- DSO by customer segment
- Show disputes by reason
Project our cash position for the next 13 weeks using scheduled AP, payroll and expected AR collections.
13-week cash forecast
Cash today
$890K
-$46K operating + reserve
13-week low
$412K
Week 7 below $500K floor
Approved AP
$786K
+$58K due next 30 days
Expected AR in
$1.56M
+$40K weeks 1 to 7
- Current forecast
- With both actions
- Cash floor $500K
| Current forecast | With both actions | |
|---|---|---|
| W1 | $890K | $890K |
| W2 | $820K | $820K |
| W3 | $760K | $760K |
| W4 | $690K | $690K |
| W5 | $640K | $640K |
| W6 | $530K | $610K |
| W7 | $412K | $552K |
| W8 | $520K | $520K |
| W9 | $580K | $580K |
| W10 | $650K | $650K |
| W11 | $720K | $720K |
| W12 | $790K | $790K |
| W13 | $850K | $850K |
| Step | Change |
|---|---|
| Today | $890K |
| AR in | +$1,560K |
| Payroll | -$472K |
| Vendors | -$1,330K |
| Rent, debt, tax | -$236K |
| Week 7 | $412K |
| Item | Week | Amount | Status |
|---|---|---|---|
| Northgate Components PO | W6 | -$214K | Approved |
| Gusto payroll run | W6 | -$118K | Fixed |
| Q4 estimated tax | W7 | -$74K | Fixed |
| Summit Freight invoice | W7 | -$60K | Move to W8 |
| Meridian Health Partners | W8 | +$80K | Ask for W6 |
What changed and what to do
- Critical: Cash reaches $412K in week 7, $88K under the $500K floor, as a large inventory PO, payroll and estimated tax land within two weeks.
- Warning: Collecting Meridian's $80K in week 6 instead of week 8 lifts the low to $492K. Moving the $60K Summit Freight payment to week 8 as well lifts it to $552K.
- Good: Cash recovers above the floor from week 8 and ends the 13 weeks at $850K on current collections.
AI summary
Starting cash of $890K plus $1.56M of expected collections covers $2.04M of outflows through week 7, leaving a low of $412K against a $500K floor. The dip is a timing issue: the Northgate PO, a payroll run and Q4 estimated tax fall in weeks 6 and 7. Recommend asking Meridian Health Partners for early payment and moving the Summit Freight invoice by 7 days, which together keep cash above the floor in every week.
Ask next
- What if collections slip by a week?
- Show the forecast vs last month's version
- Which vendors offer early-pay discounts?
Which expense categories ran over budget this quarter, by how much, and what did that do to operating income?
Budget vs actual, Q3
Operating expenses
$1.04M
+6% vs $981K budget
Operating income
$196K
-$77K vs $273K budget
Software spend
$148K
+$28K 14 unapproved tools
Travel & expenses
$47K
+34% vs Q1, $35K
| Step | Change |
|---|---|
| Budget | $981K |
| Software | +$28K |
| Contractors | +$14K |
| T&E | +$12K |
| Marketing | +$9K |
| Facilities | -$4K |
| Actual | $1,040K |
| Tool | Department | Monthly | Annualized | Seats | Status |
|---|---|---|---|---|---|
| Sales intelligence platform | Sales | $1,850 | $22.2K | 12 | Duplicate of CRM add-on |
| Design collaboration | Marketing | $1,200 | $14.4K | 15 | Needs approval |
| AI writing assistant | Marketing | $960 | $11.5K | 24 | Needs approval |
| Survey platform | Customer success | $780 | $9.4K | 6 | Review usage |
| Screen recording | Support | $640 | $7.7K | 20 | Review usage |
What changed and what to do
- Critical: Software ran $28K over budget. Fourteen tools were added this quarter outside the purchase approval process, five of them over $600 a month.
- Warning: Travel and expenses rose 34% over Q1. Three sales reps account for 61% of the quarter's T&E.
- Info: Payroll landed exactly on budget, so the full $59K expense overrun comes from non-payroll categories.
AI summary
Operating expenses closed Q3 at $1.04M, 6% over the $981K budget, and operating income finished at $196K against a $273K plan. Software, contractors and travel explain $54K of the gap, with a further $18K from lower gross profit. Recommend a software audit with a purchase approval rule for tools above $500 a month, and a T&E policy reminder for the three highest spenders.
Ask next
- Which tools overlap with what we own?
- Show T&E by employee
- Budget vs actual by department
What is gross margin by product line this quarter vs last quarter, and which hardware SKUs pull it down?
Gross margin by product line
Blended gross margin
41.2%
-3.2 pts vs Q2
Revenue
$3.00M
+3.1% vs Q2 $2.91M
Gross profit
$1.24M
-$55K vs Q2 $1.29M
Hardware margin
18%
-6 pts vs Q2 24%
| Item | Q3 revenue | Gross margin |
|---|---|---|
| Edge gateway G2 | $410K | 12% |
| Sensor kit S5 | $280K | 15% |
| Rugged tablet T8 | $240K | 22% |
| Display unit D4 | $190K | 14% |
| Edge gateway G1 | $190K | 19% |
| Mounting hardware | $120K | 34% |
| Cable & power kits | $90K | 31% |
| SKU family | Q3 revenue | Unit cost vs last year | List price change | Gross margin | Status |
|---|---|---|---|---|---|
| Edge gateway G2 | $410K | +14% | 0% | 12% | Reprice |
| Sensor kit S5 | $280K | +9% | 0% | 15% | Reprice |
| Display unit D4 | $190K | +11% | 0% | 14% | Reprice |
| Edge gateway G1 | $190K | +6% | +2% | 19% | Review at renewal |
| Rugged tablet T8 | $240K | +4% | +3% | 22% | Priced in |
What changed and what to do
- Critical: Hardware margin fell from 24% to 18%. Component costs rose since last year while list prices on three SKU families stayed flat.
- Warning: Edge gateway G2 is the largest hardware family at $410K and earns a 12% margin, the lowest in the line.
- Good: SaaS held a 74% margin on $820K of revenue and anchors the blended rate.
AI summary
Revenue grew 3.1% to $3.00M, while blended gross margin fell 3.2 points to 41.2% and gross profit dropped $55K. Nearly all of the decline comes from Hardware, where unit costs on Edge gateway G2, Sensor kit S5 and Display unit D4 rose 9% to 14% with no price change. Recommend a pricing review on those three families before the next renewal cycle and a cost pass-through clause in new hardware quotes.
Ask next
- What margin would a 6% price increase give?
- Margin by customer for Hardware
- Show COGS by component supplier
Where are we in the September close, which reconciliations are still open, and are we on track for day 5?
September close
Days to close
6 days
-3 days August, vs January
Reconciliations done
34 / 43
79% balance sheet accounts
Journal entries to approve
7
-5 since yesterday
Flux items over threshold
5
+2 over 10% and $10K
79%
of 43 accounts by BD3 · target 90%
- Cash & equivalents12 / 12
- Accounts receivable6 / 6
- Fixed assets4 / 4
- Accrued liabilities5 / 9
- Inventory4 / 7
- Prepaids3 / 5
What changed and what to do
- Warning: Inventory and COGS true-up is 45% complete and runs to BD4. Three of seven inventory reconciliations wait on the cycle count file.
- Info: Five flux items exceed the 10% and $10K threshold, led by software expense and contractor costs from the Q3 variance.
- Good: Cash, AR and fixed asset reconciliations are complete, and close time has fallen from 9 days in January to 6.
AI summary
The September close is on business day 3 with 34 of 43 balance sheet reconciliations complete. Inventory is the critical path: four of seven reconciliations are done and the COGS true-up depends on the cycle count. Recommend getting the cycle count file to R. Haddad by noon today and starting flux review in parallel, which keeps statements and the board pack on track for BD5.
Ask next
- Which accounts took longest last month?
- Show unreconciled balances by owner
- Draft the close summary for the CFO
Sample data for a fictional company. Your dashboards run on your own connected systems.
Sound familiar?
Where the numbers live today
Close runs on exports
Month-end means pulling exports, rebuilding pivot tables and checking that the master file formulas still hold.
AR context lives in the CRM
Aging shows in QuickBooks, while the reason an invoice is late sits with sales in HubSpot or with the customer.
Blended margin hides the mix
Gross margin reads fine at the top line, and isolating the product line that moves it takes most of a week.
Cash forecast in one template
The board asks for 13 weeks of cash, and the answer starts from an older template and today's bank export.
Metrics glossary
The metrics behind these dashboards
How each number is defined, so everyone reads it the same way.
- DSO (Days Sales Outstanding)
-
The average number of days it takes to collect payment after a sale is invoiced.
FormulaAccounts receivable ÷ Revenue for the period × Days in the period
- AR aging
-
Open invoices grouped by how long they are past due, usually current, 1 to 30, 31 to 60, 61 to 90 and over 90 days.
FormulaSum of open invoice balances in each days-past-due bucket
- 13-week cash forecast
-
A week-by-week projection of cash receipts and disbursements for one quarter, used to manage liquidity and spot shortfalls early.
FormulaOpening cash + Expected receipts − Scheduled disbursements, for each week
- Gross margin
-
The share of revenue left after the direct cost of the goods or services sold.
Formula(Revenue − Cost of goods sold) ÷ Revenue
- Budget variance
-
The difference between actual results and the budget for a line, in dollars and as a percentage of budget.
FormulaActual − Budget, and (Actual − Budget) ÷ Budget
- Days to close
-
The number of business days from period end until the books are closed and statements are final.
FormulaClose completion date − Period end date, in business days
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.
QuickBooks Online / NetSuite
PullsGL, P&L, balance sheet, AR and AP aging, budgets, COGS by item
Official REST APIs on a scheduled, audited sync into your private data store.
Bill.com
PullsScheduled payments, vendor ledger, approval status, invoice aging
Vendor-supported API, so the cash forecast uses approved payment dates.
Gusto / ADP
PullsPayroll runs, employer taxes, department allocations
API integration mapped to your chart of accounts for accruals and budget comparison.
Stripe / Expensify
PullsCard receipts, payouts, fees, employee expenses
API sync that ties payouts and expense reports back to GL accounts.
What you can build
Dashboards and reports teams build next
AR & collections
- Aging by customer and segment
- DSO trend and drivers
- Collections worklist with last contact
Cash & liquidity
- 13-week cash forecast
- AP timing scenarios
- Payroll coverage checks
Margin & spend
- Gross margin by product line
- Budget vs actual by category
- Unapproved software spend
Close & board prep
- Close calendar and reconciliations
- Flux analysis narrative
- Quarterly board pack
Audit-ready from day one
Financial data needs a clear chain of custody. RapidDashboard keeps your GL, payroll and payment data in a private data store with full audit logging and role-based access, so payroll detail stays with the people approved to see it. AI features are optional and run on enterprise endpoints, such as Azure OpenAI, whose terms prohibit training on your figures.
FAQ
Finance & Accounting dashboards: common questions
What should a CFO dashboard show?
Most CFOs start with cash and the 13-week forecast, AR aging and DSO, budget vs actual by category, and gross margin by product line. A close tracker is a useful fifth view for controllers. RapidDashboard builds each of these from a plain-English question against your connected GL, AP and payroll data.
How is DSO calculated?
DSO equals accounts receivable divided by revenue for the period, multiplied by the number of days in the period. For example, $1.55M of AR against $3.0M of quarterly revenue over 92 days gives a DSO of about 47 days. Tracking it monthly shows whether customers are paying faster or slower than terms.
How do you build a 13-week cash flow forecast?
Start with opening cash, add expected customer receipts by week from AR aging and payment history, and subtract scheduled payroll, vendor payments, rent, debt service and taxes. RapidDashboard pulls those dates from your GL, Bill.com and payroll system, so the forecast updates as invoices are approved and paid.
Can RapidDashboard connect to QuickBooks, NetSuite and Bill.com?
Yes. QuickBooks Online, NetSuite and Bill.com connect through their official APIs, and payroll systems such as Gusto and ADP connect through API integrations. Data syncs on a schedule into a private store, so dashboards stay fast and your accounting system keeps its normal load.
Is our financial data used to train AI models?
No. Your data stays in a private store you approve, with audit logging on every sync. AI features are optional and run on enterprise endpoints whose terms prohibit training on customer data.
Keep exploring
Related example dashboards
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