DTC Scorecard Dashboard (Finance & Sales KPIs) — Weekly Update, Reports & Definitions

The DTC Scorecard is the Finance and Sales KPI dashboard that replaced the manual Finance Scorecard and Sales Scorecard. It shows monthly revenue, sales, won prospects, lost clients and agreement changes against goal. It's built in Claude (Cowork) from five reports, four from HaloPSA and the P&L from QuickBooks Desktop, and updated every Friday.

Dashboard link: DTC Scorecard, open to everyone at DTC (view only). Sign in to Claude with your DTC account to open it.

Who Should Use This:

Everyone viewing the dashboard: read What the Dashboard Shows and Definitions to understand the numbers.
Admin or finance team members who update it: follow the Weekly Update Process every Friday.

When to Use:

Every Friday, to load the week's numbers.
After month end, once the month's P&L is final, so the closed month reflects final numbers.
Any time someone asks what a number on the dashboard means or where it comes from.

What the Dashboard Is Used For

The dashboard gives the whole team one place to see how DTC is tracking against its monthly goals, written for people who aren't in sales or finance day to day. It answers three questions:

How did last month go? The snapshot table shows each goal vs. actual, with a green or red dot.
How is this month trending? The month-to-date table shows progress so far and whether each metric is on track.
How are we trending over time? The scorecard tables run left to right, oldest to newest month, to show progression through the year.

Sales vs. Finance: Sales is what we sold on quotes in Halo. Finance is what we billed. A sale shows up on the Finance tab later, once it's invoiced.

What the Dashboard Shows

Finance Tab

Key: definitions of each revenue number and the QuickBooks accounts in it. It starts open and folds away with a click.
Last month snapshot and month-to-date tables.
This month's cards: One-Time Revenue, Recurring Revenue and Total Revenue, each with a progress bar to goal.
Revenue by month chart: recurring plus one-time revenue, with the $650,000 goal line.
Finance scorecard: each metric by month vs. goal, with the P&L account lines below.

Sales Tab

Key: definitions of each sales number.
Last month snapshot and month-to-date tables.
This month's cards: One-Time Sales, Recurring Revenue Sales and Won Prospects.
One-time sales by month chart: hardware plus labor, with the $200,000 goal line.
Sales scorecard: each metric by month vs. goal, with the hardware and labor breakdown.
Won prospects list: new clients with signed quotes.
Retention: lost recurring revenue, lost clients (with the list) and agreement changes (searchable line items).

Reading the Colors and Labels

Green means the goal was met; red means it was missed. Scorecards only turn a cell red once the month has closed.
The current month is shaded gray in the scorecards and marked "to date."
On track means the metric has reached at least the share of its goal equal to the share of the month that's passed. For example, 9 days into a 31-day month is 29%, so a metric at 29% of goal or more is On track.
Lost clients and lost recurring revenue have a goal of zero, so any loss shows as Missed.
Recurring revenue bills at the start of the month, so Recurring and Total Revenue read "Goal met" or "On track" early every month. On the Finance tab, One-Time Revenue is the number to watch during the month.
All dollar amounts are rounded to whole dollars.

Goals (Per Month)

Metric	Monthly Goal	Source
One-Time Revenue	$233,000	QuickBooks P&L
Recurring Revenue	$417,000	QuickBooks P&L
Total Revenue	$650,000	One-Time + Recurring
One-Time Sales	$200,000	Halo
Recurring Revenue Sales	$2,403	Halo
Won Prospects	3	Halo
Lost Clients	0	Halo
Lost Recurring Revenue	$0	Halo

Goals are the same every month. Hardware, labor, account lines and agreement changes show actuals only.

Definitions

Finance (QuickBooks Desktop P&L, Accrual Basis)

One-Time Revenue: revenue billed once, for products sold and labor or project work delivered.
- 41000 · Product Resale (HW/SW): 41100 Hardware, 41200 Software
- 42000 · Installations & On Demand: 42100 On Demand, 42200 Install Labor
- 43000 · Projects: 43100 MSP Projects, 43400 Project Cabling
Recurring Revenue: revenue billed every month on client agreements, plus recurring commissions.
- 44000 · Managed Services – Recurring Rev: 44200 Recurring Service Subscriptions, 44400 3rd Party Cloud Services, 44500 Credit – Managed Services, 44600 Consulting
- 49000 · Commission Earned Revenue: 49200 Telephony Agency Commission, 49400 VOIP Recurring, 49900 Misc. Commission
Total Revenue: One-Time Revenue + Recurring Revenue.
Not included: 49910 Returned Check Charges and Other Income (70010 Sales Tax Discount, 70040 Merchant Fee Income). Because of these, Total Revenue can be slightly below the P&L's Total Income.

Sales (HaloPSA)

One-Time Sales: hardware plus labor (service, install and project labor) sold on quotes in the month. Software isn't included because the Halo report doesn't break it out.
Recurring Revenue Sales: new monthly recurring services sold for client agreements. This is the added monthly amount.
Won Prospects: new clients who signed a quote, counted in the month the quote was approved, not the month the opportunity was created.
Lost Clients / Lost Recurring Revenue: clients whose agreement was cancelled, counted in the month the agreement ends (Schedule End Date), with the monthly recurring amount lost.
Agreement Changes: increases and decreases to existing clients' agreements, such as workstations or licenses added or removed, counted in the month the change happened. Clients on the Lost Clients report are left out automatically, so a cancellation is only counted once.

Reports Used

All reports are saved to the shared Claude Dashboard Data folder in SharePoint (All DTC Library > NEW Admin Library > Finance & Billing > Claude Dashboard Data).

Report	System	Where to Find It	Feeds
DTC Dash - Revenue & Sales by Month Year to Date	HaloPSA	Reporting > Sales Reports	One-Time Sales, Hardware/Labor Sales, Recurring Revenue Sales
Prospect Report	HaloPSA	Reporting > Sales Reports	Won Prospects
Lost Clients (Updated Oct 2026)	HaloPSA	Reporting > Sales Reports	Lost Clients, Lost Recurring Revenue
Agreement Changes	HaloPSA	Reporting > Sales Reports	Agreement Changes
Profit & Loss (Accrual Basis)	QuickBooks Desktop	Reports > Company & Financial > Profit & Loss Standard	One-Time, Recurring and Total Revenue

Step-by-Step Instructions: Weekly Update Process (Every Friday)

Exporting the Halo Reports

Open each Halo report from the links in Reports Used.
Refresh the report so it pulls current data.
Export each one as a CSV file. Don't edit the columns: the dashboard expects them as exported.
Name each file with the report and the date, for example Sales October 16th 2026.csv, Won Prospect October 16th 2026.csv, Lost Clients October 16th 2026.csv and Agreement_Changes October 16th 2026.csv.

Exporting the QuickBooks P&L

In QuickBooks Desktop, run Profit & Loss Standard, Accrual Basis, for the current month (1st of the month through today).
Save it as a PDF named with the month, for example P&L October 2026.pdf.
At month end, re-run the P&L for the full month once it's final and replace that month's PDF.

Saving to the Data Folder

Save all files to the shared Claude Dashboard Data folder in SharePoint (All DTC Library > NEW Admin Library > Finance & Billing).
Replace last week's Halo files so only the current version of each report is in the folder.
If you save through a synced folder on your computer, give it about a minute to sync before moving on.

Updating the Dashboard in Claude

Open Claude (Cowork) and ask it to update the dashboard, including the dashboard link. For example: "Update the DTC Scorecard dashboard (link) from the new reports in the Claude Dashboard Data folder."
Claude reads the reports, checks the totals against them and updates the dashboard. Everyone who opens the dashboard sees the new numbers.
Open the dashboard and check that the "data through" date in the header matches today.

Things to Tell Claude Each Update

Multi-site clients: the Halo reports list some clients (for example, Guardian Dentistry Partners) under one name for several sites. The dashboard's Site column is filled in by hand, so tell Claude which site each loss or change belongs to.
Anything unusual: if a client dropped all services but isn't lost, or a report looks off, tell Claude so it's handled correctly.

Known Limitations

Not automatic yet: there's no connector for HaloPSA or QuickBooks Desktop, so reports are exported and saved by hand each Friday.
Software sales aren't broken out in the Halo sales report, so One-Time Sales is hardware + labor only.
Sites aren't a column in the Halo reports yet. Adding a Site column to the Lost Clients and Agreement Changes reports would remove the manual step.
Dashboard access: the dashboard is shared with everyone at DTC as view only, and viewers need to be signed in to Claude with their DTC account. Edit access stays with the dashboard owner. Send change requests to Jennifer German.