The Home Service Business KPI Dashboard: Daily, Weekly, and Monthly Numbers

A business that tracks 30 KPIs has no KPI discipline at all.

Tracking everything is the same as tracking nothing: the numbers are all available, none of them are acted on, and the owner spends more time pulling reports than running the business. The opposite problem is equally common: the owner who checks only revenue, without the context of margin, job count, and lead source, cannot tell whether a good revenue week was actually profitable or whether it was built on high-ticket jobs that cost as much to deliver as they brought in.

The framework below is the minimal viable dashboard for a home service business with 2 to 10 technicians. Three numbers checked daily in under 5 minutes. Six numbers reviewed Monday morning in 15 minutes. Four numbers reviewed on the last Monday of each month. That is all. For the broader framework, see home service dashboard metrics and the complete KPI metrics playbook.

The 3 daily numbers

These three numbers answer the same questions every morning: is today's schedule set up to generate revenue, are there estimates that will go cold if not acted on today, and is the business's cash position healthy relative to what is owed?

Daily number 1: Jobs scheduled today vs. tech capacity

Count the jobs on today's schedule and compare it against the number of available technician hours. A 3-tech shop with 8-hour days has 24 tech hours of capacity. If 18 of those hours are committed to scheduled jobs, the schedule is 75% utilized. If only 12 are committed, the morning call is to fill the remaining 12 before the trucks roll and those hours become unsellable.

In Jobber: open Schedule, select Day view, count jobs and estimated durations per tech. In Housecall Pro: open Dispatch Board, select Today, view job count and duration per tech. In ServiceTitan: open Dispatch Board, today's date, sort by technician, read booked hours vs. available hours. In Workiz: open Schedule, Day view, review job count and time blocks per tech.

This number takes 2 minutes to check. If there is a capacity gap, you have the morning to fill it. By 10 AM, the opportunity to fill same-day capacity drops significantly.

Text Clint: "what is our schedule fill rate today and how many tech hours are still open?"

Daily number 2: Open estimates older than 5 days with no follow-up

This is the same report from the Monday morning review, but checked daily. Estimates do not follow a weekly rhythm. A quote sent on a Wednesday goes cold by the following Monday if no one follows up. The daily check takes 60 seconds and produces a list of names to contact before end of day.

In Jobber: Work, Quotes, filter Awaiting Response, sort by Created Date ascending. Any quote older than 5 days with no logged activity is on today's list. In Housecall Pro: Estimates, Open status, sort by Created Date. In ServiceTitan: Sales, Estimates, Unsold status, sort by Estimated Date ascending. In Workiz: Estimates or Leads, Open status, sort by creation date.

An estimate that goes uncontacted past day 10 has a significantly lower close probability than one contacted at day 3 or day 5. The daily check keeps the list from accumulating into a problem that requires a dedicated hour to clear.

Text Clint: "list all open estimates older than 5 days with no activity, sorted by value"

Daily number 3: Cash balance vs. invoices over 30 days old

Two numbers, checked together. Today's cash balance tells you the current position. Invoices over 30 days old tell you what is coming if collections happen on schedule, and what is at risk if they do not.

For cash balance: most business bank accounts can be checked in under a minute via the bank's mobile app. If your CRM has bank integration, the number may be visible there.

For invoices over 30 days: in Jobber, go to Reports, Invoices, filter by Unpaid status and Created Date older than 30 days. In HCP, Financial reports, filter invoices by age. In ServiceTitan, AR Aging report, filter the 30-day-plus bucket. In Workiz, Payments or Invoices, filter by age.

The combination of these two numbers takes 3 minutes total. A business with a healthy cash balance and growing 30-day AR has a collections problem developing. A business with low cash and low 30-day AR has a revenue problem. The combination tells you which one it is.

Text Clint: "what is our total open AR over 30 days old and what are the top 5 largest overdue invoices?"

The 6 weekly numbers

These six numbers are reviewed Monday morning before the week starts. They are the context for the week ahead and the scorecard for the week behind.

Weekly number 1: New jobs booked vs. last week

Job volume trend is the leading indicator for revenue. If bookings are down week-over-week for two consecutive weeks, the problem is visible before it shows up in revenue. In any CRM: filter Jobs or Work Orders by Created Date for the last 7 days, compare to the prior 7 days.

Text Clint: "how many new jobs were booked last week vs. the week before, and what is our 4-week average?"

Weekly number 2: Revenue collected vs. revenue invoiced

As covered in the daily numbers, the collection lag is the AR health indicator. At the weekly level, you are looking for trends rather than day-to-day fluctuations. A collection lag that has grown from 4 days to 8 days over four weeks is a signal that either the customer base has shifted or the follow-up process has loosened.

Text Clint: "what was the difference between revenue invoiced and revenue collected last week?"

Weekly number 3: Estimates sent vs. estimates accepted

This is the close rate calculation at the weekly level. Estimates sent minus estimates accepted divided by estimates sent equals the rejection rate. A rejection rate above 55% (close rate below 45%) is below the industry median and warrants a pricing or presentation review. Run this weekly to catch a close rate slide before it compounds. See what is a good close rate for home services for cross-trade benchmarks.

Text Clint: "what was our estimate close rate last week and how does it compare to our 90-day average?"

Weekly number 4: Jobs completed on time vs. late

Jobs that ran over schedule or were rescheduled same-day are the operations quality indicator. A shop where 15% or more of jobs run significantly late has either a dispatching problem (jobs scheduled too tightly), a parts problem (techs arriving without the right materials), or a diagnostic problem (scope underestimated at booking). In any CRM: filter Completed Jobs by last 7 days and check for jobs that ran materially past their scheduled time window.

Text Clint: "how many jobs last week were completed outside their scheduled time window?"

Weekly number 5: Reviews received

Total new Google reviews received in the last 7 days. A business running 20 jobs per week that has a functioning review request process should be generating 2 to 5 new reviews per week. Below 1 per week indicates the review request process is not working. The weekly check keeps this visible before a bad month of review volume suddenly makes the monthly numbers look worse.

Text Clint: "how many review requests did we send last week and how many resulted in a review?"

Weekly number 6: Cancellations and service pauses

The churn check. For route-based businesses, this is the most important number in the weekly set. Every recurring customer who cancels or pauses is a direct reduction in forward revenue. The weekly count tracked over time shows whether churn is seasonal (expected) or structural (a problem with service delivery or price positioning). In any CRM: filter recurring job or service plan changes for the last 7 days, look for cancellations and pauses.

Text Clint: "how many recurring customers cancelled or paused their service in the last 7 days?"

The 4 monthly numbers

These four numbers require more data than a daily or weekly check provides. They are reviewed on the last Monday of each month and inform longer-range decisions about pricing, lead sources, and service mix.

Monthly number 1: Gross margin by job type

Revenue minus direct costs (labor, materials, subcontractors) divided by revenue, calculated separately for each job type. HVAC service calls, HVAC installs, plumbing service, plumbing remodel, and so on each have their own margin profile. The monthly gross margin review identifies which job types are carrying the business and which ones are eroding it. See job profitability for home services for the framework.

In ServiceTitan: the Job Costing report breaks margin by job type natively on the full service plan. In Jobber (Grow plan): the Job Costing report requires manual time tracking from techs to populate accurately. In HCP and Workiz: gross margin by job type is not available natively without a third-party reporting integration or manual export and calculation.

Text Clint: "what is our gross margin by job type this month?"

Monthly number 2: Lead source cost per booked job

Total spend on each marketing channel divided by the number of jobs that originated from that channel. Google Ads spend divided by Google Ads booked jobs gives cost per acquisition for paid search. Angi spend divided by Angi booked jobs gives the same for that channel.

This calculation requires connecting ad spend data to CRM booking data. Most CRMs support lead source tagging on jobs, but only if the tagging is done consistently. A month-end review of cost per booked job catches channels that are generating clicks or calls but not booked jobs, which is where most ad spend waste lives in home service businesses. See how to track lead source in a service CRM for the tagging discipline.

Text Clint: "what is our cost per booked job by lead source this month?"

Monthly number 3: Recurring or plan base count trend

Total active recurring customers or service plan members at the end of each month, tracked as a running trend. This number tells you whether the plan base is growing, flat, or eroding. For businesses with maintenance plans or recurring service routes, this is the asset value indicator: the plan base is worth a multiple of its annual revenue in business valuation terms.

In any CRM: run the recurring customer or service plan active count report for the last day of the month. Compare to the same count from prior months to get the trend.

Text Clint: "what is our active recurring customer count this month vs. last month vs. 3 months ago?"

Monthly number 4: AR aging bucket

The accounts receivable aging report at month end shows invoices bucketed by age: 0 to 30 days, 31 to 60 days, 61 to 90 days, and 90 days plus. The 90-day-plus bucket is the collection loss indicator. Invoices that age past 90 days have less than a 50% chance of full collection in most industries, dropping to below 25% at 120 days.

In ServiceTitan: the AR Aging report is native and accessible under Finance. In Jobber: the Invoices report with date filters approximates the aging view but does not bucket automatically. In HCP: the financial reports include an aging view. In Workiz: the Payments report can be filtered by date range to approximate aging.

Text Clint: "show me our AR aging buckets for this month, and which invoices are over 90 days old?"

Where to pull each number in the major CRMs

The table below summarizes the fastest path to each number by platform.

How to build the dashboard without a BI tool

None of these numbers require Tableau, Looker, Power BI, or any business intelligence platform. All 13 numbers are available in your CRM through standard reports or basic filtered views.

The simplest implementation: create a shared note in your phone, a sticky note on the office monitor, or a Slack channel with the 3 daily numbers listed as headings. Each morning, fill in the current values before the first truck rolls. The act of writing the number is itself a form of review. If the number looks wrong, you investigate. If it looks right, you move on.

For the weekly and monthly numbers, a simple spreadsheet with one row per week or month and 6 or 4 columns is sufficient. Enter the values from your CRM each review period and the trend is visible in the table without any charting. The discipline matters more than the tool.

Text Clint: "what are my daily numbers?" returns all 3 in one reply without opening the CRM.

How Clint Delivers the Dashboard

Clint connects to your CRM data and delivers the daily, weekly, and monthly numbers in a single text reply. You text "what are my daily numbers?" and receive today's schedule fill rate, the open estimate count, and the 30-day AR total together. You text "give me my Monday numbers" and get all six weekly metrics. No CRM login, no filter setup, no export. The dashboard exists in the conversation.

For owners who want to push rather than pull, Clint can send a daily morning summary with all three numbers automatically, so the review happens before you even ask. The numbers arrive before the first truck leaves the lot.

Sources

• ServiceTitan Home Services Benchmark Report, 2026
• Jobber State of Home Service Report, 2026
• Housecall Pro Industry Benchmarks, 2026
• BrightLocal Local Consumer Review Survey, 2026
• PHCC Industry Financial Benchmarks, 2025