SJ
SARAH JONES CPA
Executive Command Center
Weekly Leadership Report · CEO & CFO Briefing
Tuesday Morning Meeting ·
Ernest Gilmore
Dir. Accounting & Client Services
Live
Build
92%
↑ 3.2%
Protect
87%
↑ 1.8%
Grow
78%
↑ 5.1%
Executive Summary
Priority alerts requiring CEO / CFO attention
3 clients overdue on document submissions — ABC Holdings (14 days), Meridian Group (9 days), Coastal Ventures (7 days). Escalation recommended.
Q2 estimated tax deadline in days — 8 clients require final review before 6/15 filing. 5 complete, 3 pending client documents.
2 new client onboardings in progress — Sunrise Medical ($4,200 MRR) and Oaktree Realty ($2,800 MRR). Kickoff calls scheduled this week.
Monthly close completed 2 days ahead of schedule — All 47 active client books closed and reconciled. All CFO dashboards delivered.
Firm Performance Snapshot
Month-to-date vs. prior period
Total Revenue MTD
$312K
↑ 14.2% vs last month
Recurring MRR
$248K
↑ 8.7% MoM
Active Clients
47
↑ 4 new this month
Client Retention
94%
↑ 2pts from Q1
Avg Client Value
$5,274
↑ 6.3% YTD
Net Profit Margin
38.4%
↑ 3.1pts
AR Outstanding
$41K
↑ Needs attention
Deliverables On-Time
97%
↑ 2pts MoM
Staff Utilization
82%
Target: 80–85%
NPS Score
71
↑ 5pts vs Q1
Revenue Trend — 12-Month Rolling
Recurring vs. project-based revenue ($K)
Recurring MRR
Project Revenue
Revenue Mix
By service line — current month
Bookkeeping 38%
CFO Advisory 29%
Tax Planning 21%
Other 12%
$312K
Total
Firm Scorecard
Weekly operational KPIs — RAG status
Monthly Close
100%
2 days early · All 47 clients
CFO Dashboards
47/47
All delivered on time
Tax Filings Due
5/8
3 pending client docs
Scorecard Metrics
All key performance indicators this week
Monthly Close
100%
CFO Dashboards
47/47
Tax Filings
5/8
1099 Prep
On Queue
New Client Goals
4/4
AR Collection
$41K
Staff Training
3/3
NPS Surveys
62%
Cash Position
As of this morning
$187K
Operating
$64K
Reserve
$251K
Total Cash
Burn Rate
Monthly expenses vs. cash runway
Monthly burn$162K
Runway~1.5 months operating
Net income MTD+$119.8K
YTD Summary
SJCPA Roadmap — Client Progress
Build · Protect · Grow framework adoption across all active clients
Phase 01
BUILD
92%
43 of 47 clients
Phase 02
PROTECT
74%
35 of 47 clients
Phase 03
GROW
61%
29 of 47 clients
Deliverable
CFO DASHBOARDS
100%
All 47 delivered
Deliverable
MONTH-END CLOSE
100%
2 days early
Roadmap Adoption by Service Tier
Clients per phase — current period
Phase Transition Rate
Clients advancing per quarter
Build → Protect transitions Q24 clients
Protect → Grow transitions Q23 clients
Full roadmap completions YTD7 clients
Upcoming Roadmap Reviews
| Client | Phase | Review Date |
|---|---|---|
| Apex Holdings | GROW | Jun 7 |
| TechFlow Partners | PROTECT | Jun 12 |
| Peak Performance | GROW | Jun 18 |
| Sunrise Medical | BUILD | Jun 24 |
Revenue & P&L
12-month trailing · Year-over-year comparison
Revenue YTD
$1.43M
↑ 18.4% vs prior year
Gross Profit YTD
$940K
↑ 22.1% margin expansion
Net Income YTD
$549K
↑ 14.6% vs prior year
P&L — Monthly Detail
Revenue · Gross profit · Net income ($K)
Expense Breakdown
Current month by category
Payroll 61%
Tech/Software 14%
Office 8%
Marketing 10%
Other 7%
$162K
Expenses
Cash Flow
Operating · Investing · Financing activities
Operating CF (MTD)
+$127K
Strong positive flow
Investing CF
-$18K
Software & equipment
Free Cash Flow
$109K
↑ 31% vs April
Cash Flow — 12-Month Waterfall
Monthly net operating cash flow ($K)
Client Profitability
Revenue vs. cost to serve — all active clients
Top 10 Clients by Profitability
Monthly revenue · Hours invested · Margin %
| Client | MRR | Hours/Mo | Margin | Profitability |
|---|---|---|---|---|
| Apex Holdings LLC | $12,400 | 18 | 74% | |
| Meridian Group | $9,800 | 22 | 58% | |
| TechFlow Partners | $6,200 | 10 | 81% | |
| Peak Performance | $5,800 | 12 | 76% | |
| ABC Holdings | $5,400 | 28 | 31% | |
| Harbor Sciences | $4,900 | 9 | 82% | |
| Blue River Retail | $4,200 | 14 | 62% | |
| Coastal Ventures | $7,500 | 31 | 29% |
Accounts Receivable
Outstanding balances · Aging report · Collection status
Total AR Outstanding
$41K
Above $25K target
30–60 Days Past Due
$18K
3 clients
60+ Days Past Due
$11K
Escalation needed
AR Aging Detail
All balances by client and age bucket
| Client | Current | 1–30 Days | 31–60 Days | 60+ Days | Total | Status |
|---|---|---|---|---|---|---|
| ABC Holdings | — | — | $5,400 | $5,400 | $10,800 | Critical |
| Coastal Ventures | — | $7,500 | — | $3,750 | $11,250 | Escalate |
| Meridian Group | — | $9,800 | $4,900 | — | $14,700 | Follow Up |
| Blue River Retail | $4,200 | — | — | — | $4,200 | Current |
Budget vs. Actual
Year-to-date variance analysis
Revenue Variance YTD
+$67K
↑ 5.6% above budget
Expense Variance YTD
-$24K
↑ Under budget (good)
Net Variance YTD
+$91K
↑ Ahead of plan
Budget vs. Actual — 5 Months YTD
Revenue budget · Revenue actual · Expense budget · Expense actual ($K)
Revenue Budget
Revenue Actual
Expense Budget
Expense Actual
Active Client Roster
47 active clients · All service tiers
Active Clients
47
↑ 4 new this month
Healthy
38
81% of roster
At Risk / Critical
9
Requires attention
Client Roster — Top Accounts
Monthly recurring value · Roadmap phase · Health status
| Client | MRR | Acct. Manager | Roadmap Phase | Health | Last Contact |
|---|---|---|---|---|---|
| Apex Holdings LLC | $12,400 | J. Martinez | GROW | Healthy | Jun 1 |
| Meridian Group | $9,800 | E. Gilmore | PROTECT | At Risk | May 23 |
| Sunrise Medical | $8,200 | D. Torres | BUILD | Onboarding | Jun 2 |
| Coastal Ventures | $7,500 | E. Gilmore | GROW | At Risk | May 26 |
| Oaktree Realty | $6,900 | S. Rodriguez | BUILD | Onboarding | Jun 2 |
| TechFlow Partners | $6,200 | J. Martinez | PROTECT | Healthy | Jun 1 |
| Peak Performance | $5,800 | D. Torres | GROW | Healthy | May 31 |
| ABC Holdings | $5,400 | E. Gilmore | PROTECT | Critical | May 19 |
| Harbor Sciences | $4,900 | J. Martinez | GROW | Healthy | Jun 1 |
| Blue River Retail | $4,200 | S. Rodriguez | PROTECT | Healthy | May 30 |
Deliverables Tracker
Monthly close · CFO dashboards · Year-end · 1099s
On-Time Rate
97%
↑ 2pts vs last month
Deliverables This Month
141
137 complete · 4 pending
Overdue Items
4
Pending client docs
Deliverable Status — Current Month
All recurring client deliverables tracked
| Deliverable | Total | Complete | Pending | Overdue | Status |
|---|---|---|---|---|---|
| Monthly Bookkeeping Close | 47 | 47 | — | — | 100% Done |
| CFO Dashboards | 47 | 47 | — | — | 100% Done |
| SJCPA Roadmap Updates | 15 | 13 | 2 | — | In Progress |
| Tax Filings (Q2 Est.) | 8 | 5 | 3 | 3 | At Risk |
| Payroll Reports | 24 | 24 | — | — | 100% Done |
Onboarding Pipeline
New client integration tracking
Sunrise Medical Group
Onboarding Day 3 · $8,200 MRR
Kickoff & intakeComplete
System access & setupComplete
Historical data importIn Progress
First month closePending
First CFO dashboardPending
Expected live: June 10, 2025 · Acct. Mgr: D. Torres
Oaktree Realty LLC
Onboarding Day 1 · $6,900 MRR
Kickoff & intakeComplete
System access & setupIn Progress
Historical data importPending
First month closePending
First CFO dashboardPending
Expected live: June 14, 2025 · Acct. Mgr: S. Rodriguez
At-Risk Clients
Clients requiring immediate intervention — 3 critical, 6 at risk
ABC Holdings — CRITICAL · 14 days without document submission. $10,800 AR outstanding. No response to 3 follow-up attempts. CEO call recommended.
Coastal Ventures — CRITICAL · 7 days overdue on monthly documents. $11,250 AR. Client expressed dissatisfaction with response times in last call.
Meridian Group — AT RISK · 9 days without document submission. $14,700 AR outstanding across 2 invoices. Follow-up call scheduled June 4.
Staff Performance
Team evaluations · Client assignments · Development
Team Utilization
82%
Target range: 80–85%
Staff Headcount
4
Fully staffed
Training Complete
3/3
All Q2 modules done
Team Roster & Utilization
This week · Client assignments · Capacity
EG
Ernest Gilmore
Director, Accounting & Client Services
78% · 12 clients
JM
Jessica Martinez
Senior Staff Accountant
88% · 16 clients
DT
David Torres
Staff Accountant II
82% · 11 clients
SR
Sophia Rodriguez
Staff Accountant I
71% · 8 clients
⚠ J. Martinez at 88% — approaching capacity. Consider rebalancing 2–3 clients to D. Torres before next onboarding goes live.
Utilization Chart
This week — % of available hours billed
Capacity & Utilization
Billable hours · Capacity planning · Hiring signals
Total Billable Capacity
640 hrs
4 staff × 160 hrs/mo
Hours Utilized MTD
524 hrs
82% utilization rate
Available Capacity
116 hrs
~18% headroom
Capacity Planning — 3-Month Outlook
Current capacity vs. projected demand as pipeline converts
Hiring Signal
If all 4 pipeline prospects convert (~$26K MRR), team capacity will reach ~94% by August. Recommend initiating a Staff Accountant I search within 60 days.
Deadline Calendar
Next 60 days — tax, close & deliverable deadlines
Due Within 7 Days
2
Urgent action required
Due Within 30 Days
5
On track
Due Within 60 Days
9
All scoped and assigned
Deadline Register
All upcoming filing and deliverable deadlines — auto-calculated from today
Tax Filing Status
All client filings · Current period tracking
Filed This Month
12
All on time
Pending Client Docs
3
Q2 estimates at risk
Extensions Filed
2
Approved, tracked
Q2 Estimated Tax — Client Tracker
June 15 deadline · 8 clients in scope
| Client | Return Type | Due | Docs Received | Status |
|---|---|---|---|---|
| Apex Holdings LLC | 1120-W | Jun 15 | Yes | Filed |
| TechFlow Partners | 1040-ES | Jun 15 | Yes | Filed |
| Peak Performance | 1040-ES | Jun 15 | Yes | Filed |
| Harbor Sciences | 1120-W | Jun 15 | Yes | Filed |
| Blue River Retail | 1040-ES | Jun 15 | Yes | Ready |
| ABC Holdings | 1120-W | Jun 15 | No | Blocked |
| Coastal Ventures | 1040-ES | Jun 15 | No | Blocked |
| Meridian Group | 1065 | Jun 15 | Partial | Pending |
1099 Tracker
Annual preparation — NEC, MISC, K tracking
1099s Issued YTD
143
All filed on time
Clients with 1099s
31
Of 47 active
Next Batch Due
Jan 31
Planning begins Nov
1099 Preparation Progress by Client Group
Current year preparation status
Vendor data collected31 / 31 clients
W-9s on file28 / 31 clients
Threshold review complete31 / 31 clients
Year-End Checklist
Annual close preparation — all clients
Checklist Items Total
120
Across 47 clients
Items Complete
47
39% done · On pace
Items Pending
73
Dec–Jan completion target
New Business Pipeline
Prospects & referrals in evaluation
Pipeline Value
$26.6K
Monthly recurring
Proposals Sent
1
Harbor Law Group
Discovery Calls
2
This week
Active Prospects
All deals in pipeline — stage & estimated value
| Prospect | Est. MRR | Source | Stage | Next Step |
|---|---|---|---|---|
| Harbor Law Group | $7,200 | Referral | Proposal Sent | Follow up Jun 5 |
| Redwood Capital | $9,100 | Referral | Intro Call | Call Jun 6 |
| Vantage Properties | $5,500 | Pitstop Event | Discovery | Call Jun 4 |
| Summit Wellness Co. | $4,800 | Social Media | Discovery | Call Jun 5 |
Total pipeline value (MRR)
$26,600 / mo
Pipeline by Stage
Weighted conversion outlook
Referral Tracking
Source attribution · Conversion rates · Top referrers
Referrals YTD
18
↑ 6 vs prior year
Converted
11
61% conversion rate
Revenue from Referrals
$72K
MRR generated YTD
Client NPS & Satisfaction
Net Promoter Score · Survey results · Client feedback
NPS Score Q2
71
↑ 5pts vs Q1 (66)
Survey Response Rate
62%
29 of 47 responded
Promoters (9–10)
22
76% of respondents
NPS Trend
Last 4 quarters
Score Distribution
Promoters · Passives · Detractors
Promoters (9–10): 22
Passives (7–8): 5
Detractors (0–6): 2
71
NPS
Protect — Asset & Compliance Health
Tax planning · Entity structure · Risk mitigation across client base
Clients in Protect Phase
35
74% of active roster
Tax Plans Updated
31/35
4 scheduled for June
Entity Reviews Due
6
Annual S-Corp reviews
Grow — Legacy & Wealth Building
Clients actively in wealth-building and legacy planning phase
Clients in Grow Phase
29
61% of active roster
Avg Revenue Growth
+22%
Grow-phase clients YoY
Legacy Plans Active
14
↑ 3 new this quarter