Metrics and Graphs
The Metrics tab on the Dashboard is the business reporting view of Rochele. It is a single scrolling page of graphs covering the whole pipeline: appointments booked, quotes sent, quotes accepted and declined, jobs won, leads, sales invoiced, advances paid to trades, project manager site visits, quality and safety, customer and tradesperson feedback, repayment plan cashflow and marketing attribution. Management see everything they have permission for; estimators and project managers see a reduced set that is locked to their own work.
This page describes every graph in the order it appears on screen, what each bar, line and dot means, and exactly how the figure behind it is calculated.
Opening the Metrics tab and using the graphs
Section titled “Opening the Metrics tab and using the graphs”- Click Dashboard in the sidebar.
- Click the Metrics tab (management see Job Map first; project managers land on Metrics directly).
- The graphs load inside the page. A loading spinner shows over each graph until its data arrives.
The same Metrics page is embedded in the iPad app for estimators and project managers, so what is described here applies there too. See iPad App (Estimators and Project Managers).
Controls that appear on most graphs
Section titled “Controls that appear on most graphs”- Month range picker (shown as
MM-yyyy - MM-yyyy): sets the first and last month shown. Ranges always run in whole months. Most graphs default to the last four to six months; a few default to the calendar year. - Year selectors: graphs that compare two years (Sales, All Jobs Consolidated) have two year drop-downs, one for the main year and one for the comparison year. Years available run from 2018 to the current year.
- Estimator and Project Manager drop-downs (labelled Supervisor on some graphs): filter the graph to one person. Only management see these drop-downs. Estimators and project managers have the filter fixed to themselves.
- Aggregated view switch: shown to project managers on their operational graphs. Off (default) shows only their own jobs; on widens the graph to all project managers. On Site Inspections and Variations everyone sees the switch, because it also changes the layout of the graph (see those sections).
- # / $ switch: toggles between counting records and summing dollar values.
- Info icon (i): hover to read the on-screen legend explanation for that graph.
- Conversion dots: grey dots plotted against the right-hand percentage axis. They show a conversion rate for that month or column and are always read as a percentage, never as a dollar amount.
- Click through: clicking a bar (or a dot) opens the list of records that make up that figure in a new tab, already filtered to the same month, person, type or category. On the iPad, tap twice on the bar. These lists are the quickest way to check a number that looks wrong.
The nightly statistics table
Section titled “The nightly statistics table”Most of the quote and job graphs (Quotes Sent, All Quotes size and estimator views, All Jobs, Quote Conversion by Category, Jobs by Type, Jobs by Commercial Type, Marketing types, Digital Marketing) read from a statistics table rather than live from the quotes and jobs lists. The Refresh dashboard statistics scheduled task rebuilds that table every night at 11:00 pm for any quote, job or variation changed that day. For each one it stores:
- a quote record: the quote’s creation date, its conversion price, estimator, quote type, marketing source and region;
- a job record when the quote has become a job: the job’s creation date, the job price, the job’s project manager and job type;
- a variation record for each customer-facing variation with a price.
Region is worked out from the postcode of the address: 45xx is Sunshine Coast, 42xx is Gold Coast, everything else is Brisbane. Quotes and jobs that are deleted, and jobs that are cancelled, are removed from the table the same night, so cancelled work drops out of these graphs (this was a specific business request so that sales figures never include cancelled jobs). Because the table is refreshed overnight, a quote created or a job accepted this afternoon appears in these graphs tomorrow. See Refresh dashboard statistics.
Graphs that are not on the statistics table (Booked Appointments, Quotes declined, All Quotes Consolidated and Type views, Sales, Advances, Site Inspections, Variations, reviews, ratings, improvement requests, repayment plans) read live data.
Who sees what
Section titled “Who sees what”Every graph is switched on by a permission in Role Management. The page also has two layouts:
- Management layout (anyone without the Project Manager role): all graphs the role has permission for, in the order below. The Repayment Plans graph is the one exception and is shown only to the management role.
- Project manager layout (Project Manager role): the Your Job Locations map, then All Leads and Site Inspections, Safety Improvement Requests, Workmanship Improvement Requests, Variations, Customer Reviews, Tradesperson Reviews, PM Tradesperson Ratings and Advances. Sales, quotes, jobs and marketing graphs are never shown to project managers, even if the permission is ticked.
Estimators get the management layout but with the estimator filter fixed to themselves, so All Quotes, All Jobs, Jobs by Type and the review graphs show their own quotes only. By default the estimator role is granted All Quotes, the All Jobs views, Jobs by Type, Jobs by Profession, Customer Reviews and Tradesperson Reviews. The Project Manager role is granted Sales, Advances, Site Inspections, Safety and Workmanship Improvement Requests, Variations, Customer Reviews and Tradesperson Reviews. Management can change any of this in Role Management. See Roles and Permissions.
Booked Appointments
Section titled “Booked Appointments”Permission: view booked appointments graph. Not shown to project managers.
Shows, month by month for one calendar year, how many quote appointments were booked and how many of those turned into accepted jobs. It answers “are estimators getting enough appointments, and how many of them convert”.
Filters: Year (defaults to the current year) and Estimator (management only).
Chart: bars, a line and conversion dots, January to December.
| Series | Colour | How it is calculated |
|---|---|---|
| Total Appointments {year} | Green bars | Number of quote appointments whose appointment date and time falls in the month. Personal appointments (estimator calendar blocks) are excluded, and so are appointments whose quote is now Cancelled or Declined. |
| Total Jobs {year} | Orange line | Number of quotes accepted in the month (by the acceptance date) that have a job. Personal-appointment quotes are excluded. |
| Conversion {year} | Grey dots, right axis | Total Jobs divided by Total Appointments, times 100, rounded to a whole number and capped at 100%. Shows 0% if either figure is zero. |
How to read it: the gap between the green bar and the orange line is the appointments that did not become jobs. Because jobs are counted by acceptance date, an appointment in March that is accepted in April boosts April’s line, not March’s.
Click through: an appointment bar opens the Quotes list for that month (and estimator); the jobs line opens the Jobs list for that month.
Quotes Sent
Section titled “Quotes Sent”Permission: view quotes sent graph. Not shown to project managers.
A count of quotes sent to customers each month for one year, against the number that were accepted. This is the volume version of the All Quotes graph: it counts quotes, not dollars, and counts each quote once no matter how many versions were sent.
Filters: Year and Estimator (management only).
| Series | Colour | How it is calculated |
|---|---|---|
| Quotes Sent {year} | Green bars | Number of quotes whose most recent sent version was sent in the month. Each quote counts once, in the month of its latest send. Only quotes with an estimator are counted; personal-appointment quotes are excluded. |
| Total Jobs {year} | Orange line | Number of quotes accepted in the month that have a job, with an estimator, excluding personal-appointment quotes. |
| Conversion {year} | Grey dots | Total Jobs divided by Quotes Sent, times 100, rounded, capped at 100%. |
How to read it: a quote re-sent in a later month moves from the earlier month to the later one, so historical months can drop slightly as quotes are revised.
Click through: opens the quote and job statistics list for that month, series and estimator.
All Quotes
Section titled “All Quotes”Permission: view all quotes graph. Not shown to project managers. Estimators see only their own quotes.
This section holds two graphs: the All Quotes dollar graph and, beneath it on the left, Quotes declined.
All Quotes graph
Section titled “All Quotes graph”Shows the dollar value (or count) of quote versions sent each month, with five different ways of splitting the data. It reads live quote versions, not the statistics table.
What is counted: quote versions that are not Cancelled or Declined and still belong to an existing quote, placed in the month their version was sent. Value is the version price. With the # switch on, the graph counts versions instead of summing prices.
Filters:
- View buttons: Consolidated (default), Quote Size, Estimator, Type, Type And Size.
- # / $ switch: count of quote versions or dollar total.
- Remove Multiple Quote Versions switch (default on): when on, only the latest sent version of each quote is counted, so a quote sent three times counts once. Turn it off to see every version sent.
- Month range (default: last six months).
- Estimator drop-down (management only; hidden on the Estimator view because that view already splits by estimator).
| View | Series | How it is calculated |
|---|---|---|
| Consolidated | Quotes Sent (green) | Versions sent in the month, as above. |
| Consolidated | Accepted Work (red, stacked) | Versions accepted in the month, by acceptance date. With Remove Multiple Quote Versions on, only the latest accepted version per quote counts. The red portion is what has been won; the intent is that a month’s bar turns progressively red as its quotes are accepted, so you can click the green part to see who still needs chasing. |
| Quote Size | <= $10.000 (yellow), $10.001 - $50.000 (orange), > $50.000 (green) | Three separate bars per month. Each version is placed in a bracket by its price. Small is $10,000 or less, medium is $10,001 to $50,000, large is over $50,000. |
| Estimator | One bar per estimator, in the estimator’s colour | Versions sent in the month, grouped by the quote’s estimator. The list of estimators is the users flagged as API estimators. |
| Type | Residential (yellow), Commercial (orange), Body Corporate (green), stacked | Versions grouped by the quote type of their quote. Residential is the Residential interior, exterior and interior & exterior types plus the three additional residential types; Body Corporate is the three Body Corporate types; Commercial is every other type (Commercial, Rochele Business, Real Estate, Aged Care, Education, Multi-site and Health care). |
| Type And Size | Residential, Commercial, Body Corporate as three separate bars per month | Same grouping as Type but drawn side by side instead of stacked, so each type can be compared directly. Despite the name, this view does not split by price bracket. |
How to read it: the popover on the Quote Size view explains the brackets. There are no conversion dots on this graph; use All Jobs or Quotes Sent for conversion. Values are the version price, so a quote with a later discounted version shows at the discounted price once Remove Multiple Quote Versions is on.
Click through: opens the quote statistics list for that month, series, size bracket, type or estimator, carrying the Remove Multiple Quote Versions setting with it.
Quotes declined
Section titled “Quotes declined”Shows the dollar value of quotes declined each month and why. It reads live quotes.
What is counted: quotes with a declined date in the selected range, placed in the month they were declined. Value is the quote’s conversion price.
Filters: Consolidated / Declined reason buttons, Month range (default last six months), Estimator (management only).
| View | Series | How it is calculated |
|---|---|---|
| Consolidated | Declined by estimator (orange) | Declined quotes where a staff member recorded the decline (the quote has a declining user). |
| Consolidated | Declined by customer (green) | Declined quotes with no declining user, meaning the customer declined through the online proposal. The two series stack to the month’s total declined value. |
| Declined reason | One bar per decline reason, in the reason’s colour | Declined value grouped by the decline reason on the quote’s latest version. Reasons and colours are maintained in Settings > Entities. |
Click through: opens the Quotes Declined list for that month, filtered by reason or by who declined.
Related: the Quote Decline Win-backs graph further down shows how many declines were recovered with the 5% discount offer.
All Jobs
Section titled “All Jobs”Permission: any of: vew all consolidated jobs graph, vew all jobs size graph, vew all jobs by estimator graph, view all jobs by location. Each permission unlocks the matching view button; the Type and Type And Size buttons are always shown once the section is visible. Not shown to project managers. Estimators see their own jobs only.
The main jobs-won graph. Every view shows the dollar value of jobs created each month, from the nightly statistics table, together with grey conversion dots.
What is counted: job records in the statistics table (job creation date, job price) that have an estimator. Cancelled jobs are removed from the table nightly, so they are not counted. Conversion always compares job dollars to quote dollars created in the same month.
Filters:
- View buttons: Consolidated, Job Size, Estimator, Geography, Type, Type And Size.
- Consolidated only: two year drop-downs, the comparison year (defaults to last year) and the main year (defaults to this year).
- All other views: Month range (default last six months).
- Estimator drop-down (management only; hidden on the Estimator view).
| View | Series | How it is calculated |
|---|---|---|
| Consolidated | Total Jobs {year} (green bars) | Sum of job prices for jobs created in each month of the main year, January to December. |
| Consolidated | Total Jobs {comparison year} (orange line) | The same for the comparison year, drawn as a line for side by side comparison. |
| Consolidated | Conversion {year} (grey dots) | Job dollars created in the month divided by quote dollars created in the same month, times 100. A dollar-weighted conversion rate. |
| Job Size | <= $10.000, $10.001 - $50.000, > $50.000 | Three bars per month: job dollars in each price bracket. One conversion dot per bracket: job dollars in the bracket divided by quote dollars in the same bracket for that month. |
| Estimator | One bar per estimator | Job dollars grouped by the quote’s estimator. Conversion dot per estimator: their job dollars divided by their quote dollars that month. |
| Geography | Brisbane (yellow), Gold Coast (orange), Sunshine Coast (green) | Three bars per month by region of the job address (postcode 45xx Sunshine Coast, 42xx Gold Coast, otherwise Brisbane). Conversion dot per region. |
| Type | Residential, Commercial, Body Corporate, stacked | Job dollars grouped by job type using the same type groupings as All Quotes. No conversion dots on this view. |
| Type And Size | Residential, Commercial, Body Corporate as separate bars | Same grouping, side by side, with a conversion dot per type (type job dollars divided by type quote dollars). Does not split by price bracket. |
How to read it: the Consolidated view is the “how are we tracking against last year” graph. The dollar-weighted conversion dots can exceed 100% in a month where a large quote created earlier is accepted, because the job’s dollars land in the month the job was created while the quote’s dollars were counted in an earlier month. This is expected; the dots are a trend indicator, not an exact win rate. For a count-based win rate use Quote Conversion by Category.
Click through: opens the quote and job statistics list for that month, view, bracket, region, type or estimator.
Quote Conversion by Category
Section titled “Quote Conversion by Category”Permission: view quote conversion graph. Estimators see their own conversions.
Four half-doughnut gauges (often called the “tacos” by the business) showing the win rate for larger quotes in four value bands: $50K - $100K, $100K - $200K, $200K - $400K and $400K+. These bands mirror the dynamic pricing matrix, so the graph shows whether pricing at each level is converting.
Filters: Month range (default: 1 January this year to today), Category (Residential, Commercial, Body Corporate; blank means all), Estimator (management only).
Each gauge shows:
- Percentage (large number in the middle): number of jobs in the band divided by number of quotes in the band, times 100, rounded. This is a count of quotes, not dollars, at the owner’s request.
- {n} quoted: number of quote records in the statistics table created in the range with a price in the band (with an estimator, and in the chosen category if one is selected).
- ${total} converted: sum of the job prices of the job records in the band created in the range, excluding cancelled jobs.
The coloured part of the arc is the percentage won; grey is the remainder.
Click through: click a gauge to open the Quote Conversions list for that price band, date range, category and estimator.
All Leads
Section titled “All Leads”Permission: any of: view all consolidated leads graph, view all leads by category graph, view all leads by estimator graph, view all leads by location graph. Project managers see it when they have view site inspections graph. Users without the management filter see their own leads only.
Tracks outreach leads through to quotes and jobs for one calendar year. This graph exists to support the Leads KPI (lead commission), so the person filter lists only users who have a Leads KPI configured. It counts Outreach leads only; enquiries of other lead types (Info Pack, Quick Quote, Price Guide, Budgeting Tool, Abandoned Cart) are not included.
Filters: # / $ buttons, User drop-down (management only; lists users with a Leads KPI), Year.
| Switch | Series | How it is calculated |
|---|---|---|
| # | # Leads (grey) | Outreach leads created in the month (owned by the selected user, if one is selected). |
| # | # Leads Converted to Quotes (red) | Quotes created in the month that are linked to an Outreach lead (linked to a lead owned by the selected user, if filtered). |
| # | # Leads Converted to Jobs (orange) | Jobs created in the month whose quote is linked to an Outreach lead. |
| $ | # Leads Converted to Quotes (red) | Sum of the final price of those quotes, in dollars. |
| $ | # Leads Converted to Jobs (orange) | Sum of the job price of those jobs. |
The $ view does not show a leads bar because leads carry only an estimated value.
Click through: the leads bar opens the Leads list for that month; the quotes and jobs bars open the leads quote and job list for that month and user.
Related: KPI and KPI Settings for the Leads KPI that this graph supports.
Jobs by Type
Section titled “Jobs by Type”Permission: view all jobs by type. Not shown to project managers. Estimators see their own jobs.
Job dollars per month split into Residential (yellow), Commercial (orange) and Body Corporate (green), drawn as three separate bars per month with a conversion dot on each.
Filters: Month range (default last six months), Estimator (management only).
Calculation: from the statistics table, sum of job prices for jobs created in the month whose job type falls in the group (same type groupings as All Quotes: Residential is the three Residential types plus the three additional residential types, Body Corporate is the three Body Corporate types, Commercial is everything else). Conversion dot = job dollars of that type divided by quote dollars of that type created in the same month, times 100.
Click through: opens the quote and job statistics list filtered to the month and type group.
Jobs by Commercial Type
Section titled “Jobs by Commercial Type”Permission: view all jobs by type. Not shown to project managers.
The same graph as Jobs by Type but breaking the Commercial group into its sub-types, with interior, exterior and interior & exterior variants combined (a business request so the graph is readable):
| Series | Colour | Quote types included |
|---|---|---|
| Real Estate | Green | Real Estate exterior, interior, interior & exterior |
| Rochele Business | Orange | Rochele Business |
| Aged Care | Blue | Aged care interior, exterior, interior & exterior |
| Commercial | Yellow | Commercial interior, exterior, interior & exterior |
| Education | Olive | Education interior, exterior, interior & exterior |
| Multi-Site | Red | Multi-site interior, exterior, interior & exterior |
| Healthcare | Bright green | Health care interior, exterior, interior & exterior |
Filters: Month range, Estimator (management only).
Calculation: as for Jobs by Type, per sub-type, with a conversion dot per sub-type (job dollars divided by quote dollars of that sub-type in the month).
Click through: quote and job statistics list for the month and sub-type.
Jobs by Profession
Section titled “Jobs by Profession”Permission: view subjobs profession graph. Not shown to project managers. Estimators see their own jobs.
Shows how much non-painting trade work is being sold, by profession, month by month.
Filters: Month range (default last four months), Estimator (management only).
Calculation: for sub jobs created in the month on jobs that are not cancelled, the sum of the sub job’s customer-facing price (the tradesperson’s price plus 10% GST when the tradesperson is GST registered), grouped by the sub job’s profession. Six professions are plotted, in the colours set in Settings > Entities > Professions: Renderer, Flooring (which also includes Sander sub jobs), Colour Consultant, Water-Proofer, Sander and one further profession configured in the database. Painting is deliberately excluded because it is the core trade and would swamp the graph.
Click through: opens the sub job profession list for that month and profession.
Related: Professions.
Permission: view sales graph. Shown in the management layout only; project managers do not see it even though their role holds the permission by default.
Invoiced sales for a year compared with another year. This is the only graph on the page driven by invoices.
Filters: Year (default this year), Compare year (default last year), Supervisor drop-down (management only), and an info icon explaining the two series.
| Series | Colour | How it is calculated |
|---|---|---|
| Sales {year} | Green bars | Sum of invoice amounts for invoices with status Sent or Paid, on jobs that are not cancelled, grouped by the month the invoice was approved. Invoices that have been hidden from the graph are excluded. |
| Sales {compare year} | Orange line | The same for the comparison year. |
Selecting a project manager limits both series to invoices on jobs assigned to that project manager.
How to read it: the bar is this year’s invoiced revenue by month; the line is the same month last year. Suggested and Pending invoices are not sales yet and are not counted.
Click through: opens the Sales statistics list for that month and project manager. That list has a hide from graph toggle on each invoice; hidden invoices are removed from this graph, which is how one-off or internal invoices are kept out of the sales figures.
Related: Invoices, Pending Invoices.
Safety Improvement Requests
Section titled “Safety Improvement Requests”Permission: view safety improvement requests graph. Project managers see their own jobs unless Aggregated view is on.
Counts safety improvement requests raised against tradesperson sub jobs. A safety improvement request is created when a project manager marks a safety criterion as failed on a site report in the iPad app; each failed item is one request.
Filters: Aggregated view switch (project managers only), Month range (default: the current calendar year; a maximum of 24 months can be shown), Project Manager drop-down (management only).
| Series | Colour | How it is calculated |
|---|---|---|
| Safety Improvement Requests {range} | Cyan bars | Number of safety improvement requests created in each month, on sub jobs whose job is assigned to the selected project manager (or all project managers). |
| Safety Improvement Requests {previous range} | Orange line | The same months one year earlier, for comparison. |
| 12-month avg + 15% ({value}) | Red line | The average monthly count over the last 12 complete months (ending last month), multiplied by 1.15. This target is always relative to today and does not change when you move the month range. |
How to read it: the red line is a target. Months well below it may mean too few safety reviews are being done; months well above it may mean a genuine spike in safety issues. The line is worked out for the selected project manager, so each PM has their own target.
Click through: click a bar or a point on the previous-year line to open the safety improvement request list for that month (job reference, location, tradesperson, project manager, comment, created). The job reference links to the report. The red target line is not clickable.
Related: Improvement Requests. The monthly Improvement request report task emails a summary of workmanship improvement requests.
Workmanship Improvement Requests
Section titled “Workmanship Improvement Requests”Permission: view workmanship improvement requests graph. Project managers see their own jobs unless Aggregated view is on.
The same graph for workmanship. A workmanship improvement request is created when a project manager marks a workmanship criterion as failed on a site report.
Filters: Aggregated view, Month range (default current year, maximum 24 months), Project Manager (management only).
| Series | Colour | How it is calculated |
|---|---|---|
| Workmanship Improvement Requests {range} | Cyan bars | Number of workmanship improvement requests created in each month on sub jobs whose job belongs to the selected project manager. |
| Workmanship Improvement Requests {previous range} | Orange line | The same months one year earlier. |
There is no target line on this graph.
Click through: opens the workmanship improvement request list for that month.
Advances
Section titled “Advances”Permission: view advances graph. Project managers see their own jobs unless Aggregated view is on.
Dollar value of advances paid to tradespersons each month, one bar per project manager, so management can compare how much each PM’s jobs are paying out.
Filters: Aggregated view (project managers only), Year (default this year), Profession drop-down (restricts to advances on sub jobs of that profession).
Calculation: advances with status Approved on jobs that are not cancelled, placed in the month of the advance’s paid date within the selected year. The bar is the sum of the advance totals for that project manager. One bar is drawn per active project manager, in the PM’s colour, ordered by rank; two former staff accounts are excluded.
Click through: opens the Advance statistics list for that month, project manager and profession.
Related: Advances, Advances Sent.
Site Inspections
Section titled “Site Inspections”Permission: view site inspections graph. Project managers see their own visits unless Aggregated view is on.
The project manager visit KPI graph. It counts what project managers did on site in a month, using the reports they submit from the iPad. There are two layouts, switched with Aggregated view.
Standard view (Aggregated view off)
Section titled “Standard view (Aggregated view off)”Filters: a single Month picker (default: this month). Management can pick a Project Manager; project managers see themselves. Two icons sit beside the filter: an info icon describing each metric, and a speedometer icon that lists the KPI targets configured for each PM.
Chart: one group of six bars per project manager (in the PM’s colour), one bar for each metric:
| Bar | How it is calculated |
|---|---|
| Onsite visits | Reports submitted from site in the month that are linked to a scheduled project manager visit with a sub job. In business terms, a visit where a report was made on the same day. |
| Visit on first day | Of those, the reports flagged as a first-day visit: the visit and report fell on the earliest start date of a painter sub job on the job. |
| Final visit Client present | Of those, the reports flagged as the final visit where the client was met. |
| Confirmed | Scheduled project manager visits with a report where the customer confirmed the visit in that month (by the date the customer accepted the visit). Added so under-booking can be spotted. |
| Prestart inspections | Scheduled visits with a report, scheduled in the month, that were either scheduled on or before the sub job’s start date or recorded as the Prestart visit type. Uses the scheduled date so it matches the KPI calculation. |
| Offsite Reports | Reports created in the month that were not submitted from site. |
When a single project manager is selected, the monthly KPI target for each metric is appended to the bar label in brackets, for example Visit on first day (20). The target is the PM’s quarterly minimum threshold from KPI Settings divided by three; targets that are blank or zero are not shown.
Aggregated view
Section titled “Aggregated view”Filters: Month range (default last four months).
Chart: one bar per metric per month (Onsite visits, Visit on first day, Final visit Client present, Confirmed, Prestart inspections, Offsite Reports), totalled across all project managers. This is the view for spotting trends over time rather than comparing PMs. In this view the onsite-visit rule is applied strictly: the report must have been created within two hours either side of the scheduled visit time.
Test and former accounts (any user with “2025” in their name, and two former project manager accounts) are excluded from both views.
Click through: opens the Report statistics list for that metric, month and project manager, showing the visit date and whether the report was sent.
Related: Project Manager Visits, Report Gallery, KPI.
Variations
Section titled “Variations”Permission: view variations graph.
Dollar value of variations raised each month. A variation is extra work added to a job after acceptance; external variations are sent to the customer for approval, internal variations are Rochele’s own adjustments.
Filters: External / Internal / Both buttons (hidden in aggregated view), Aggregated view switch (shown to everyone), Month range (default last four months).
Standard view
Section titled “Standard view”One bar per project manager (the user who raised the variation), in the PM’s colour.
Calculation: the sum of the variation prices for variations whose sub jobs were created in the month. Each variation is counted once even if it spans several sub jobs, and a variation that already had sub jobs in the previous month is not counted again. External and Internal restrict to that kind of variation; Both shows all. Values are in dollars.
Aggregated view
Section titled “Aggregated view”Two bars per month, External (orange) and Internal (blue), totalled across all project managers using the same rules.
Click through: opens the project manager variations list for that month, project manager and kind.
Customer Reviews
Section titled “Customer Reviews”Permission: view customer review graph. Project managers and estimators see their own jobs unless Aggregated view is on.
How customers rated the project manager when a job was completed, plus how many public reviews were captured.
Data source: the customer feedback form sent after job completion. The customer rates the project manager, the estimator and bookings and accounts out of five. This graph uses the project manager rating. Public reviews are job notes flagged as a public review (a Google or Facebook review the customer left).
Filters: Aggregated view (project managers only), Month range (default last four months), Supervisor and Estimator drop-downs (management, or anyone in aggregated view).
| Series | Colour | How it is calculated |
|---|---|---|
| Happy | Green | Feedback forms submitted in the month with a project manager rating of 5. |
| Neutral | Yellow | Rating of 3 or 4. |
| Poor | Orange | Rating of 1 or 2. |
| Public review | Grey | Job notes flagged as a public review, created in the month. |
| Happy - {last year}, Neutral - {last year}, Poor - {last year}, Public Reviews - {last year} | Outlined bars | The same counts for the same months one year earlier. |
Filtering by project manager or estimator uses the job’s assigned project manager and the quote’s estimator.
Click through: opens the customer review list for that rating band and month.
Tradesperson Reviews and PM Tradesperson Ratings
Section titled “Tradesperson Reviews and PM Tradesperson Ratings”Permission: view contactor review graph (note the spelling in Role Management). Both graphs are shown together.
Tradesperson Reviews
Section titled “Tradesperson Reviews”How customers rated the tradespersons who worked on their job.
Data source: tradesperson feedback submitted by the customer through the job feedback link, recorded as a note on the job with a rating out of five.
Filters: Aggregated view (project managers only), Month range (default last four months), Supervisor and Estimator drop-downs (management, or anyone in aggregated view).
| Series | Colour | How it is calculated |
|---|---|---|
| Happy | Green | Tradesperson feedback notes created in the month with a rating of 5. |
| Neutral | Yellow | Rating of 3 or 4. |
| Poor | Orange | Rating of 1 or 2. |
| Happy - {last year}, Neutral - {last year}, Poor - {last year} | Outlined bars | The same months one year earlier. |
Click through: opens the tradesperson review list for that rating band and month.
PM Tradesperson Ratings
Section titled “PM Tradesperson Ratings”Star ratings that project managers give tradespersons when submitting a site report. This is the PM’s view of trade quality, as opposed to the customer’s view above.
Filters: Aggregated view (project managers only; on by default for this graph), Month range (default last four months).
Calculation: the number of ratings created in each month, one bar per star level: 1 Star (red), 2 Stars (orange), 3 Stars (yellow), 4 Stars (light green), 5 Stars (green). With Aggregated view off, a project manager sees only the ratings they gave.
Click through: opens the trade rating list for that star level and month.
Related: Tradespersons, Skills.
Quote Decline Win-backs and Marketing types
Section titled “Quote Decline Win-backs and Marketing types”Permission: view marketing types graph. Not shown to project managers. Three graphs share this permission.
Quote Decline Win-backs
Section titled “Quote Decline Win-backs”When a customer starts to decline a quote online, the proposal offers a 5% discount to win them back. This graph shows how often customers try to decline and how many of those are recovered by the offer.
Filters: Month range (default current calendar year). No person filter.
| Series | Colour | How it is calculated |
|---|---|---|
| Decline attempts ($) | Red bars, left axis | Value of decline attempts in the month. A decline attempt is either a quote actually declined (by its declined date) or a decline intent, which is the first time a customer selected decline reasons on a quote version. Each quote version is counted once, on the earlier of those two dates. Value is the quote’s conversion price. |
| Decline attempts (count) | Dark red line, right axis | Number of those decline attempts. |
| Won back with 5% ($) | Green bars | Value of quotes accepted in the month where the accepted version had the 5% discount applied and that version, or an earlier one, had recorded a decline intent. |
| Won back with 5% (count) | Dark green line | Number of those won-back quotes. |
How to read it: the green bar is revenue that would otherwise have been lost. Decline attempts are counted in the month of the attempt and win-backs in the month of acceptance, so a decline in March recovered in April appears in both months.
This graph has no click through.
Jobs Marketing types / Quotes Marketing types
Section titled “Jobs Marketing types / Quotes Marketing types”Which marketing sources are producing quotes and jobs, and how well each converts. Sources (for example Google, Referral, Signage) are maintained under Sources, and every quote records the source the customer came from.
Filters: Jobs Marketing types / Quotes Marketing types buttons, Month range (default last six months).
| View | Series | How it is calculated |
|---|---|---|
| Jobs Marketing types | One bar per source that has jobs in the range, in the source’s colour | Sum of job prices for jobs created in the month whose quote came from that source. Conversion dot per source: job dollars divided by quote dollars from that source in the same month. |
| Quotes Marketing types | One bar per active source | Sum of quote conversion prices for quotes created in the month from that source. Conversion dot per source: job dollars from that source divided by quote dollars from that source in the same month. |
Sources without a colour set are given a random colour each time the graph loads, so set a colour in Sources if the graph is hard to read.
Click through: opens the quote and job statistics list for that month and source.
Repayment Plan Jobs Cashflow
Section titled “Repayment Plan Jobs Cashflow”Permission: repayment plan cashflow graph. Management only in practice.
Repayment plan jobs are paid off by the customer in scheduled instalments while trades are paid as the work is done, so cash can run negative early in a job. This graph shows the net monthly cash position across all repayment plan jobs.
Filters: Month range (default: the last seven months to today).
Calculation for each month: the sum of invoice amounts paid in the month on repayment plan jobs, minus the sum of advances paid in the month on those jobs. A repayment plan job is one whose accepted quote version has the repayment plan selected by the customer; cancelled jobs are excluded.
| Series | Colour | Meaning |
|---|---|---|
| Positive | Green | Shown when invoices paid exceeded advances paid in the month. |
| Negative | Orange | Shown (below zero) when advances paid exceeded invoices paid. |
Only one of the two bars appears in any month.
Click through: opens the repayment plan cashflow list for that month.
Related: Scheduled Invoices, where the instalment invoices behind this graph are listed. The monthly Repayment plan report task emails a summary of these jobs.
Forecast Repayment Plan Cashflow
Section titled “Forecast Repayment Plan Cashflow”Permission: view forecast repayment plan cashflow graph.
The forward-looking version of the graph above.
Filters: Month range (default: this month to six months ahead).
Calculation for each month: the sum of scheduled invoice amounts with an invoice date in the month on repayment plan jobs, minus the total sub job value (what will be paid to trades) of repayment plan quote versions that were accepted three months earlier. The three-month offset is the assumption that trade payments fall roughly three months after acceptance. Cancelled jobs and cancelled or declined quote versions are excluded.
Positive (green) and Negative (orange) bars work exactly as in Repayment Plan Jobs Cashflow.
Click through: opens the forecast repayment plan cashflow list for that month.
Repayment Plans
Section titled “Repayment Plans”Visibility: management role only. This graph has no permission of its own.
The repayment plan pipeline: how many repayment plan quotes are out with customers and still live, and how many repayment plan jobs have been won.
Filters: Number / Value buttons, Month range (default current calendar year), and an info icon with the definitions.
| Series | Colour | How it is calculated |
|---|---|---|
| Unexpired repayment plan quotes | Cyan | Quotes counted in the month their latest version was sent, where that latest version offered a repayment plan, the quote has not become a job, is not Cancelled or Declined, has not been marked expired by staff and its expiry date is still in the future as at today. Unsent drafts are excluded. |
| Accepted repayment plan jobs | Green | Jobs that are not cancelled whose quote version had the repayment plan selected by the customer, counted in the month the version was accepted. |
Value is the repayment schedule total where one exists (including interest), otherwise the quote’s final price including QBCC and GST where applicable.
How to read it: the cyan bars shrink over time as quotes expire, are accepted or are declined; they represent live pipeline as at today, not history. Because expiry is evaluated as at today, the same month can show a lower figure tomorrow.
Click through: opens the repayment plan statistics list for that series and month.
Digital Marketing
Section titled “Digital Marketing”Permission: view digital marketing graph.
Attribution of quotes and jobs to paid and organic digital channels. Website enquiries carry tracking parameters (source, medium, content, term) from the marketing agency’s links; the booking form stores the source on the lead, and this graph rolls quotes and jobs up by that source.
Filters: Quotes / Jobs buttons, # / $ switch (default #), Month range (default last 12 months).
Channels plotted (a bar for each, every month, even if zero): Paid Facebook, Paid Google, Paid Instagram, Paid LinkedIn, Organic Facebook, Organic Instagram, Organic LinkedIn, Mailchimp, Blog.
Calculation: each quote or job is attributed to the first lead of its customer that carries a tracking source (first-touch attribution). For the month the quote or job was created (from the statistics table), # counts the distinct quotes or jobs per channel and $ sums their prices. Jobs exclude cancelled jobs. A customer who first enquired through a Google ad and later came back directly is still attributed to Paid Google.
Click through: opens the Leads list for that month and channel.
Related: Website Booking Form, Leads.
Project manager view
Section titled “Project manager view”When a project manager opens the Dashboard they land on Metrics and see a different page.
Your Job Locations
Section titled “Your Job Locations”A map of the project manager’s own jobs that are less than 100% complete and were created in the last year, with the job status, customer and address in the pin. It is the PM’s personal version of the Job Map. The iPad app shows the same map as My Map rather than inside its embedded Metrics view.
Graphs shown to project managers
Section titled “Graphs shown to project managers”In order: All Leads and Site Inspections (both switched on by view site inspections graph), Safety Improvement Requests, Workmanship Improvement Requests, Variations, Customer Reviews, Tradesperson Reviews with PM Tradesperson Ratings, and Advances. Each graph is fixed to the PM’s own jobs until Aggregated view is switched on, which widens it to every project manager but never lets a PM pick a single other PM. The lists opened by click through follow the same rule, so the list always matches the bar that was clicked.
Tips and gotchas
Section titled “Tips and gotchas”- A figure changed overnight. Anything on the statistics table (jobs, quote sizes, types, marketing, digital marketing) refreshes at 11:00 pm. Cancelled or deleted jobs drop out the same night, which can lower a historical month.
- A number looks wrong. Click the bar. The list that opens is filtered exactly as the graph is, so you can see the records and open the quote or job. Several past corrections to these graphs (variations totals, safety request counts) were found this way.
- Conversion dots above 100%. On dollar-based graphs (All Jobs, Jobs by Type, Marketing types) the dot compares job dollars created in a month with quote dollars created in the same month. A big job accepted from an earlier quote pushes the dot over 100%. Count-based graphs (Booked Appointments, Quotes Sent, Quote Conversion by Category) cap or avoid this.
- Different dates for different graphs. Quotes are counted by creation date on the statistics graphs, by sent date on All Quotes and Quotes Sent, by declined date on Quotes declined and by accepted date wherever jobs or accepted work are shown. Sales uses the invoice approval date; Advances uses the paid date.
- Remove Multiple Quote Versions is on by default on All Quotes. Turn it off only when you want to see how many times quotes are being revised.
- Filters are locked for estimators and PMs. If a person filter is missing, the graph is already limited to the logged-in user. Management can add graphs to a role in Role Management, but the project manager layout will still only ever show the operational graphs listed above.
- Personal appointments are not quotes. Quotes ticked as Personal appointment are excluded from Booked Appointments and Quotes Sent.
- Hidden invoices. If a sale should not count, open the Sales statistics list from the Sales graph and hide the invoice from the graph rather than deleting it.
Summary of graphs
Section titled “Summary of graphs”| Graph | Who can see it | Source data |
|---|---|---|
| Booked Appointments | view booked appointments graph; management layout only | Quote appointments (appointment date) and accepted quotes with jobs (accepted date), live |
| Quotes Sent | view quotes sent graph; management layout only | Latest sent quote version per quote (sent date) and accepted quotes with jobs, live |
| All Quotes | view all quotes graph; estimators see own | Quote versions not cancelled or declined, by sent date (Accepted Work by accepted date), live |
| Quotes declined | view all quotes graph; estimators see own | Declined quotes by declined date, conversion price, live |
| All Jobs | any of the four all jobs permissions; estimators see own | Statistics table job and quote records by creation date |
| Quote Conversion by Category | view quote conversion graph; estimators see own | Statistics table quote and job records, counts by price band |
| All Leads | any of the four leads permissions (PMs: view site inspections graph) | Outreach leads, linked quotes and jobs by creation date, live |
| Jobs by Type | view all jobs by type; estimators see own | Statistics table job records by job type group |
| Jobs by Commercial Type | view all jobs by type; estimators see own | Statistics table job records by commercial sub-type |
| Jobs by Profession | view subjobs profession graph; estimators see own | Sub jobs by creation date and profession, customer-facing price, live |
| Sales | view sales graph; management layout only | Sent and Paid invoices by approval date, not hidden, job not cancelled, live |
| Safety Improvement Requests | view safety improvement requests graph; PMs see own or aggregated | Failed safety criteria on site reports, by creation date, live |
| Workmanship Improvement Requests | view workmanship improvement requests graph; PMs see own or aggregated | Failed workmanship criteria on site reports, by creation date, live |
| Advances | view advances graph; PMs see own or aggregated | Approved advances by paid date, job not cancelled, live |
| Site Inspections | view site inspections graph; PMs see own or aggregated | Site reports and scheduled PM visits, KPI targets from KPI Settings, live |
| Variations | view variations graph; PMs see own or aggregated | Variation sub jobs by creation date, variation price, live |
| Customer Reviews | view customer review graph; PMs and estimators see own or aggregated | Customer completion feedback (PM rating) and public review notes, live |
| Tradesperson Reviews | view contactor review graph; PMs and estimators see own or aggregated | Customer tradesperson feedback notes by rating, live |
| PM Tradesperson Ratings | view contactor review graph; aggregated by default | Star ratings given by PMs on site reports, live |
| Quote Decline Win-backs | view marketing types graph; management layout only | Declined quotes, decline intents and discounted acceptances, live |
| Jobs / Quotes Marketing types | view marketing types graph; management layout only | Statistics table records by marketing source |
| Repayment Plan Jobs Cashflow | repayment plan cashflow graph; management layout only | Paid invoices minus paid advances on repayment plan jobs, live |
| Forecast Repayment Plan Cashflow | view forecast repayment plan cashflow graph; management layout only | Scheduled invoices minus sub job value of plans accepted three months earlier, live |
| Repayment Plans | management role only | Live repayment plan quote versions (sent date) and accepted repayment plan jobs (accepted date) |
| Digital Marketing | view digital marketing graph; management layout only | Statistics table records attributed to the customer’s first tracked lead |
| Your Job Locations | project managers only | The PM’s incomplete jobs from the last year |