Shop metric dictionary
Create a metric dictionary that preserves source, unit, exclusions and decision ownership.
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| Metric name | Exact definition | Source and filters | Update cadence | Decision supported | Definition owner |
|---|---|---|---|---|---|
| Completed job count | Jobs marked complete in source during period | Shop system, exclude canceled estimates | Weekly | Review capacity and work mix | Operations manager |
- Use one row for each item described in the article.
- Record the source, unresolved difference and next action before marking an item complete.
- Review the actual business records separately. This worksheet does not connect to accounts or change your records.
Ask two people for last week’s sales and you might get two right answers to different questions. One counted paid invoices. The other counted completed work. Matching cards on a dashboard won’t fix that. Write down the definitions before you delegate reporting. A short metric dictionary helps the owner and manager talk about the same business event, instead of rebuilding the argument every week.
Use with this guide
BlueFinch business dashboard
Review the scope of BlueFinch business dashboard.
BlueFinch advisor service
Review the scope of BlueFinch advisor service.
Measure RFQ win rate without counting open quotes as losses
Open quotes aren’t decided yet. Keep the decided-quote rate separate from the share of the full cohort that has already been won.
Give each metric a unit and a boundary
First, say what you’re counting: jobs, invoices, payments, customers, or dollars. Then define what puts each item in that period. Count deposits and balances as separate payments. But one job stays one job, even if the customer pays twice. Pick the unit that fits your decision, and label it clearly so nobody gets confused.
Record exclusions, like canceled estimates or test submissions. Don’t bury them in some private spreadsheet formula only one employee understands. The BlueFinch business dashboard depends on the source information available. Define it locally based on the source you actually use, not as a metric the dashboard provides when your account hasn’t connected it.
Preserve the source and reporting method
Write down the report name, relevant filters, and accounting basis where it matters. The SBA distinguishes cash from accrual timing, so the same business period can show different figures. Make that distinction clear in your metric dictionary. Change the accounting basis or a source filter, and comparisons break, even when the dashboard label stays the same.
For an illustrative handoff, here’s the mismatch: a manager reports 48 paid invoices, while the owner expects 52 completed jobs. That four-item gap might mean completed work hasn’t been paid for, not that activity is missing. Check the source records and definitions before changing either total. A clear dictionary turns the disagreement into a specific reconciliation question, not an argument over who counted badly.
Sources for this section: SBA: manage your finances
Connect the measure to an actual decision
Completed jobs can guide a capacity discussion. Unpaid completed invoices can prompt collection follow-up. Review themes can point to a service-process fix. If a measure has no decision, ask why anyone tracks it. A short dashboard with a known response beats a big report nobody acts on.
The BlueFinch advisor service helps clarify tool setup, available sources, and account questions within the agreed scope. But it doesn’t replace your shop’s operating definitions or a professional accounting review. Ask for help finding the right source, then have the business owner approve what the metric means. The person providing a software feature shouldn’t quietly define your success measure.
Version changes and teach the next reader
Definitions change. Record when and why. If you start excluding canceled jobs in November, don't compare that total with an unadjusted October total like nothing changed. Recalculate past figures when appropriate and feasible, or note the break. Keep the old method so you can explain earlier decisions.
Have the next person run one sample report using just the dictionary. If they need repeated verbal help, the source or filters aren’t documented well enough. Keep private customer and financial records out of the public worksheet. The dictionary should contain definitions and internal references. Actual data stays in authorized systems. A successful handoff ends with a reproducible number and a shared understanding of what it doesn’t mean.
Put one worked record in the training handoff, with fictional details. Show why it counts and why a canceled estimate doesn’t. A concrete boundary case often exposes ambiguity faster than another policy paragraph.
Sources for this section: FTC: protecting personal information
Primary sources
BlueFinch last reviewed these sources on October 23, 2026. Check the linked sources for current requirements and product details.
Use this page for general business information. It is not legal, tax, or accounting advice.