From gut feel to 18 dashboards, starting six days after the first call
Everyday Money Management handles bookkeeping and daily money management for clients. Decisions were made largely on gut feel, and team leaders checked their staff's work record by record.
Who did the work
Our team, with the founder and team leaders reviewing
First dashboard
Six days after Zoho was connected
Connected
Zoho CRM, Zoho Books, Google Sheets and payroll
“The data audits alone were taking us 252+ hours every year. This cuts that dramatically. It's exactly what we've needed for a very long time. It gives us the transparency and accuracy to make better decisions about our business.”
Before and after
The first dashboard
Before
Earlier dashboard projects, in the founder's words, took an inordinate amount of time.
After
Zoho Books and CRM were connected on a Tuesday. The first management dashboard was live the following Monday.
Checking staff work
Before
A team leader clicked into every client record to find empty fields and compared staff in a spreadsheet by hand. The founder put it at 252 or more hours a year across her team leaders.
After
A saved check in Cerebro lists the gaps for a team leader to review, instead of a click through every record.
Records that didn't match
Before
The CRM and the books disagreed about which client engagements were active. 231 didn't line up.
After
We mapped the two systems to each other once, and the counts agree.
Planning margin and capacity
Before
Staff capacity and margin lived in spreadsheet models that a manager called incredibly hard to keep up.
After
A margin scenario planner and a capacity tracker, built from payroll and invoices. The planner took a few hours.
What we built
A management dashboard
Clients, engagements and revenue from Zoho in one place, the first thing the founder opens.
Staff and capacity views
Utilization and capacity by team member, with payroll actuals next to the work billed.
A margin scenario planner
Change a staffing or pricing assumption and see what it does to margin per person.
How it went
Built with them. Interviews with team leaders, fine-tuning rounds, and new builds as the business asked for them.
November 2025
First call. Zoho Books and CRM connected six days later
December
First management dashboard, then interviews with team leaders
January to February 2026
Financial and leads dashboards, fine-tuning rounds
April to June
Capacity tracker and margin scenario planner
September to October
Payroll actuals dashboards
In their words
“How long did this take you to put together? It would have taken me five years.”
“Spot checking a few things, they're correct. So it gives me greater confidence.”
Want results like these?
Book a 30-minute data sync call. We look at your systems and real data, and agree what to build and who does it.