Owner weekly numbers review

1. 1

   Step 1 of 5

   Write a cash flow summary for the owner

   Where cash stands this week and what is coming due.

   Done

   Bookkeeper / Accounting30 min per week

   Never paste: Bank or card numbers, account logins, employee pay rates and SSNs, customer addresses or phone numbers, tax IDs, or financing applications.
   Prompt · fill the [brackets]

   Write a short cash flow summary.
   Cash on hand: [$]
   Expected in (next 30 days): [AR by age, financing funding due, deposits]
   Expected out: [payroll dates, equipment bills, rent, truck payments, taxes]
   Concerns: [slow season, big equipment order]
   
   Plain English: where we are, the tight weeks, and 2-3 things the owner can do.

2. 2

   Step 2 of 5

   Summarize job costing

   Which jobs made money and which did not.

   Done

   Bookkeeper / Accounting45 min per batch

   Never paste: Bank or card numbers, account logins, employee pay rates and SSNs, customer addresses or phone numbers, tax IDs, or financing applications.
   Prompt · fill the [brackets]

   Summarize job costing for these jobs.
   Jobs: [job #, type (AC replacement, repipe, panel upgrade), sold price, equipment/material cost, labor hours x loaded rate, permit, subs, financing fee]
   Target gross margin: [%]
   
   Table with gross profit and margin per job, flag jobs under target, and give the likely reasons (labor overrun, material, discounting, financing fees). Plain English summary at the end.

3. 3

   Step 3 of 5

   Review your monthly numbers

   Once a month, step back and look at the trends.

   Done

   Owner / GM30 min per month

   Never paste: Employee pay rates or personal info, customer names with addresses or phone numbers, bank or card numbers, financing applications, or anything from a pending legal dispute.
   Prompt · fill the [brackets]

   Help me review last month's numbers for my [HVAC / plumbing / electrical] service business.
   Revenue: [total, by service vs. install vs. maintenance]
   Jobs: [count], average ticket: [$], close rate: [%]
   Callbacks/recalls: [count]
   Membership count: [start / end]
   Gross margin: [%], labor as % of revenue: [%]
   Same month last year: [key numbers]
   
   Tell me what improved, what slipped, the 3 things worth my attention, and one question to ask my service manager. Plain English, no lecture.

4. 4

   Step 4 of 5

   Write the weekly KPI recap for the team

   The numbers the team should see, framed around wins.

   Done

   Service Manager15 min per week

   Never paste: Employee pay, disciplinary records with full names, customer addresses and phone numbers, or medical/personal info about techs.
   Prompt · fill the [brackets]

   Write a weekly team recap.
   KPIs: [average ticket, close rate on options, memberships sold, recalls, reviews]
   Wins: [specific techs and jobs]
   Focus for this week: [one thing]
   
   Short, upbeat, specific. Share only numbers the team should see.

5. 5

   Step 5 of 5

   Plan a team meeting

   Turn one problem from the numbers into a 30-minute meeting.

   Done

   Owner / GM20 min per meeting

   Never paste: Employee pay rates or personal info, customer names with addresses or phone numbers, bank or card numbers, financing applications, or anything from a pending legal dispute.
   Prompt · fill the [brackets]

   Build a 30-minute team meeting agenda.
   Wins to call out: [jobs, reviews, people]
   Numbers to share: [what's appropriate for the team]
   Topics: [new process, safety, price book, season prep]
   Problem to solve together: [e.g. callbacks, missed membership offers]
   
   Timed agenda, who leads each part, and end with clear action items. Keep it moving.

Finished the kit? Browse the other Shop Kits or send us a workflow your shop uses.