Monthly Forecast SOP
Monthly Forecast Spreadsheet
Standard Operating Procedure
Version 1.0 | Owner: Project Manager | Updated: April 2026
1. Purpose
This SOP defines how to create, maintain, and close out the Monthly Forecast Spreadsheet used by the Project Management and Client Success Administration (CSA) teams. The goal is to ensure revenue predictions are accurate, status is current, and any team member can pick up the spreadsheet mid-month without needing to ask the PM for context.
2. Who Uses This Document
• Project Manager (PM) - primary owner; responsible for all entries and keeping data current
• Billing Department - creates initial forecast, supplies predicted revenue values based on quote totals. Supplies actual revenue values once job has been invoiced. Oversees quote additions throughout the month and install dates for invoicing guidelines.
• Client Success Administration (CSA) - updates won quotes, quote total, and date signed throughout the month. Danni Mosley – for visibility in how the month if coming along and where we are with monthly sales and what has/will be invoiced.
3. Spreadsheet Structure Overview
The spreadsheet has three distinct sections. Each section serves a different purpose and is updated at different points in the month.
Section | Purpose | Who Updates It |
Project Predictions | All projects forecasted for the month at kickoff | PM & Biling - at start of month |
Added Work | Mid-month additions not in original forecast | PM & Billing - as work is added |
Other Work Pending Office Readiness | Projects sold and waiting to be scheduled (blocked on hardware, site, etc.) | PM & CSA Team — adjust as work is scheduled |
The spreadsheet also includes two summary rows tracked by the PM and referenced by Billing:
• Total Prediction — sum of all Predicted Revenue in the Project Predictions section
• Total Revenue — sum of all Actual Revenue once invoices are issued
• Estimated Monthly Revenue - is sum of all jobs in prediction and actual work sections. Used as a guide for PM to see where he is projected to hit for revenue each month (helps determine how much more work is needed to be scheduled to meet quota)
• Total Waiting — sum of all Quote Totals in the Pending Office Readiness section
4. Column Definitions
Every row in all three sections uses the same column structure. Below is a reference for each column.
Column | Field Name | What to Enter |
A | Client Name | Full client name — last name, first name or business name, matching HaloPSA |
B | Ticket # / Project Name | HaloPSA project name or ticket number for easy cross-reference |
C | Predicted Revenue | Dollar amount expected to be invoiced this month based on the quote. Pull from signed quote total. |
D | Actual Revenue | Dollar amount actually invoiced once work is completed and billed. Updated at time of invoice. |
E | Installation Date | Scheduled date(s) the work is planned to be performed. Use format M/DD/YYYY or date range (e.g. 4/1-4/3). |
F | Invoice Date | Date the invoice was sent to the client. Leave blank until invoiced. |
G | Quote Total | Total value of the signed quote. This does not change after entry. |
H | Date Signed | Date client signed the quote/SOW. Pull from HaloPSA or signed document. |
I | Days Old | Number of days since quote was signed. This is a calculated field — formula: =TODAY()-[Date Signed]. |
J | Notes | Any relevant status updates, scheduling caveats, delays, hardware ETAs, or flags. Keep notes current — this is the primary communication field for billing and CSA teams. |
5. Start of Month — Setting Up the Forecast (Billing duties)
The following steps are completed by billing at end of every month for next coming month. Reviewed by PM for prediction accuracy.
· Duplicate the prior month's spreadsheet file. Rename it using the format: Monthly_Forecast_YYYY-MM.xlsx (e.g. Monthly_Forecast_2026-05.xlsx).
· Update the header cell: "Date forecast was completed: [today's date]" to reflect the current date.
· Clear all client rows from the prior month. Do not carry over completed or invoiced projects.
· Review your HaloPSA open project board and identify all projects with a reasonable likelihood of completing this month.
· Enter each project into the Project Predictions section (rows below the header). Fill in: Client Name, Ticket/Project Name, Predicted Revenue, Installation Date (if known), Quote Total, and Date Signed. Leave Actual Revenue and Invoice Date blank.
· The Days Old column is a formula — confirm it is calculating correctly from the Date Signed column.
· Move any projects that are sold but blocked (hardware not arrived, site not ready, etc.) into the Other Work Pending Office Readiness section. Update their Notes with the specific blocker and ETA.
6. Mid-Month Maintenance (PM & CSA Team duties)
The spreadsheet is a live document. It should be updated any time the status of a project changes. Do not wait until end of month.
6a. Adding New Work
• When a new project is signed mid-month that was not in the original forecast, it gets added to quote pending office readiness section. Does not go to added work until jobs are scheduled. This is done by CSA.
• Fill in all applicable columns.
6b. Updating Installation Dates
• As soon as a project is scheduled, update the Installation Date column.
• If the date changes, update the cell and add a note in Column J explaining the reason (e.g. "Rescheduled from 4/7 — client requested 4/14").
• PM to move scheduled work to the Added Work section, filling in install date and remove Predicted Revenue value and only include the Quote total value
6c. Updating Notes (Column J)
• Notes are for visibility at a quick glance, all notes, ETAs, schedule changes should be added in the Halo Project and PM notified in Project ticket
7. Completing and Invoicing a Project (PM & Billing duties)
· Once work is completed and billing is triggered, enter the Invoice Date in Column F.
· Enter the Actual Revenue in Column D. This should match what was invoiced
· Do not delete the row. Completed/invoiced rows remain in the spreadsheet until end-of-month close.
8. End of Month — Closing Out (PM & Billing duties)
· Confirm all completed projects have an Invoice Date and Actual Revenue filled in.
· Verify that the Total Revenue row reflects all invoiced work for the month.
· Review all open items in Pending Office Readiness. Update Notes with current ETAs and blockers before rolling into next month.
· Archive the completed file in the shared folder. Begin the new month file following Section 5.
9. Rules and Reminders
• Predicted Revenue is never changed after the forecast is set — it represents the original forecast.
• Actual Revenue is only filled in once an invoice is issued.
• The Added Work section is for mid-month additions only — do not backfill it into Project Predictions.
• Days Old is a formula. Do not type a number manually — it will break when dates change.
• If you are out of the office, the person covering must follow this SOP. No verbal updates — everything goes in the spreadsheet.
• Do not rename columns or restructure the sheet layout without PM and Billing sign-off.
10. Quick Reference — Common Scenarios
New project signed after forecast is set:
Add to Other Work section. Fill all columns.
Project installation date changes:
Update Column E. Add note in Column J with reason and new date.
Hardware has not arrived — Update Notes with vendor ETA if longer than normal times. This will help with planning forecast for next month
Work is done — how do I close it out?
Enter Invoice Date in Column F and Actual Revenue in Column D. Leave the row in place until month-end.
Actual revenue differs from predicted:
Enter the actual invoiced amount in Column D.