Phil — this takes about 10 minutes
Every screen of your dashboard is below. On the left is what it will look like, on the right are the choices I need from you.
Answer only the ones marked must decide today — those change how your numbers are counted. Everything else already has my recommendation and happens that way if you say nothing.
When you are done, press Send my answers to Michael at the bottom. Your answers are saved in this browser as you click, so you can stop and come back.
0
Global rules — one map for every screen
Every number on every screen uses the same stage map, the same filters and the same date logic. If this map is right, the rest follows.
Your ProLine stages → dashboard buckets
from your ProLine boardsPipeline (active)
New Leads · Appt Scheduled · Quote Needed · Quote Sent · Signed/Waiting on Deposit
Overview · Pipeline
→
Sold = Backlog
Won · Ready for Production · Ready to Schedule · Materials Ordered · Job Scheduled
Jobs “Sold” · Production “Backlog”
→
In production = Active jobs
Job in Progress · Punchlist Items
Overview “Active jobs” · Jobs
→
Completed
Job Complete → Billing: Final Invoice Sent · Paid & Job Cost Review · Closed
Jobs “Completed” · Production
Follow-up leads / other
Good Local Leads · Long Term Follow Up · Rehash Leads · Tasks · Out of Service Area
separate block / tab
Closed-lost
Lost · Disqualified
“Closed” tab
Insurance
Waiting on Adjuster · Adjuster Scheduled · Waiting on Carrier · Approved · No Damage · Contract Signed
“Insurance” tab
Filters on every screen
Date presets: This month · Last month · This quarter · YTD · Custom. Default = month to date. Every row shows contact, project number and city. Time zone America/Chicago, USD.
Who sees what
Admin (owner)Everything, on desktop and phone.
- Edits monthly goals
- Edits the lead-source mapping
- Sees Finance and ad spend
Standard userReps and office staff.
- Reps: own leads, jobs, appointments + leaderboard with all names
- Office staff: all records, no Finance / ad spend, no admin
1
Overview
The page you open every morning. Sold this month, where the pipeline stands, who is winning, what is being built.
Prototype
sample dataSep 1–4, 2026 · month to date$248,400
Sold revenue MTD
Sum of Contract Value of projects with Won Date in the range
$20,700
Average sale
Sold $ ÷ projects won in the range
$372k
Projected month end
Sold so far ÷ days passed × days in the month
$1.14M
Pipeline value
Open deals: Contract → Approved → Quoted value; no quote = $0
18days · N=12
Average sales cycle
Lead date → Won date, for projects won in range
41%
Close rate
Won in period ÷ appointments held in period — one definition everywhere
6
Active jobs
Count in the “In production” bucket (Job in Progress + Punchlist)
62%
% to monthly goal
Sold $ MTD ÷ company goal for this month ($400k, editable)
Revenue vs Gross Profit by month
Bars by month of Won Date. Gross profit = planned profit (contract − costs) while the job is open or unpaid; the real ProLine number once paid.
Pipeline snapshot by stage
| Stage | Deals | $ |
|---|---|---|
| New Leads | 44 | $0 |
| Appt Scheduled | 66 | $0 |
| Quote Needed | 20 | $0 |
| Quote Sent | 49 | $1,018,000 |
| Signed / Waiting on Deposit | 6 | $126,500 |
| Follow-up leads (separate) | 1,128 | — |
Count + $ per active stage; follow-up leads shown as their own block.
Top lead sources by leads · switch: by sold $
| Source bucket | Leads | Sold $ |
|---|---|---|
| Google LSA | 31 | $62,400 |
| Meta Ads | 27 | $41,200 |
| Partners (Roof Quote PRO) | 22 | $58,900 |
| Referral | 9 | $47,300 |
| Unassigned | 14 | $18,600 |
Recent activity last 20 · filter by rep
| 10:41 | Quote approved · #3127 · De Pere | Sam |
| 10:12 | Stage → Won · #3119 · Appleton · $24,800 | Darron |
| 09:30 | Appointment set · #3131 · Green Bay | Carlos |
| 08:55 | Invoice paid · #3042 · Oshkosh · $17,950 | Blaine |
Stage moves, quotes sent/approved, invoices, appointments — sent by ProLine the moment they happen.
2
Pipeline
Every sales lead, by stage. Active deals first; follow-up, closed and insurance leads stay one tab away, so nothing is lost.
Prototype
sample datastage names = your ProLine boardBoard / list. Every sales project by stage, active stages first. Count and $ per stage. $ = quoted value of the open deal; a lead without a quote counts $0.
Active · 185Follow-up · 1,128Closed · 579Insurance · 18
| Contact | # | City | Source | Rep | Stage | Days in stage | $ |
|---|---|---|---|---|---|---|---|
| M. Kowalski | 3131 | Green Bay | Google LSA | Sam | New Leads | 2 | $0 |
| T. Nguyen | 3127 | De Pere | Meta Ads | Darron | Quote Sent | 5 | $24,800 |
| R. Schmidt | 3098 | Appleton | Referral | Blaine | Quote Sent | 19 stuck | $41,200 |
| L. Peters | 3119 | Oshkosh | Partners | Ryan | Signed / Waiting on Deposit | 3 | $18,950 |
Row. Contact, Project #, City, Source, Rep, Stage, Days in stage, $, Last activity. Click a row: lead date, appointment set, appointment, quote sent, won, notes.
Stuck flag. stuck = no stage change for 14 days. Follow-up tab = Good Local Leads, Long Term Follow Up, Rehash, Tasks, Out of Service Area. Closed tab = Lost, Disqualified.
3
Jobs
Everything you have sold: waiting to be built, being built, or done. Same stage map as the Overview.
Prototype
sample dataSep 202627$612k
Sold = Backlog
Won · Ready for Production · Ready to Schedule · Materials Ordered · Job Scheduled
6$148k
In production
Job in Progress · Punchlist Items
11$231k
Completed MTD
Reached Job Complete this month
Sold · 27In production · 6Completed · 11
| Contact | # | City | Service | Rep | Stage | Install date | Contract $ | Paid |
|---|---|---|---|---|---|---|---|---|
| D. Hartman | 3119 | Appleton | Roof Replacement | Darron | Won | not scheduled | $24,800 | Deposit |
| K. Olsen | 3087 | Green Bay | Roof Replacement, Gutters | Sam | Job Scheduled | Sep 12 | $31,400 | Deposit |
| A. Novak | 3064 | De Pere | Siding | Blaine | Materials Ordered | Sep 18 | $47,900 | Deposit |
| G. Reyes | 3101 | Oshkosh | Windows | Ryan | Ready to Schedule | not scheduled | $8,600 | Not paid |
Tabs. Sold (= Backlog) · In production · Completed — per the stage map in section 0. Paid status: Not paid · Deposit · Paid in full.
Row. Contact, Project #, City, Service (your ProLine list: Roof Replacement / Roof Repair / Siding / Gutters / Windows — a job can have several), Rep, Stage, Install date, Contract $, Paid status. Filters: source, stage, rep, city, service, date.
4
Appointments
How many appointments you run, how many people show up, and how fast a lead turns into a visit.
Prototype
sample dataSep 1–4, 2026 · month to date78%
Show rate
Held ÷ (Held + No-show)
22%
No-show rate
No-show ÷ (Held + No-show)
41
Appointments held
= “appointments run” on the Leaderboard and in close rate
1.8days
Lead → appt set
Avg days from lead created to appointment booked
6.4days
Lead → appt
Avg days from lead created to the appointment date
| Date | Contact | # | City | Rep | Type | Outcome | Source |
|---|---|---|---|---|---|---|---|
| Sep 4 · 9:00 | M. Kowalski | 3131 | Green Bay | Sam | Inspection | Held | Google LSA |
| Sep 3 · 14:00 | T. Nguyen | 3127 | De Pere | Darron | Meeting | Held estimated | Meta Ads |
| Sep 2 · 13:00 | S. Brandt | 3122 | Appleton | Ryan | Adjuster Meeting | Rescheduled → Sep 9 | Referral |
| Sep 2 · 10:30 | J. Miller | 3108 | Oshkosh | Blaine | Inspection | Canceled | Meta Ads |
| Sep 1 · 16:00 | R. Schmidt | 3098 | Appleton | Carlos | Follow Up | No-show estimated | Referral |
Appointment = event types Inspection, Meeting, Adjuster Meeting, Project Follow Up. Not Call Back (a phone call), not Other Event, not installs. Rep = the person on the event.
Outcome. Inspections: from ProLine Inspection Status (Completed 301 · Pending 2,597 · Canceled 28 today) — used as-is. Meetings / follow-ups: estimated rule — Held = date passed and not canceled; rescheduled counted once by final date; canceled before the time excluded from rates.
Show rate / No-show rate per rep and per source. Lead → appt set and Lead → appt per source (feeds Lead Sources).
5
Lead Sources
Where leads come from, which sources turn into sales, and what each lead, appointment and sale costs you.
Prototype
sample dataAug 2026 · full monthAd spend arrives week 4| Source bucket | Leads | Appts set | Won | Sold $ | Close rate | Cost/lead | Cost/appt | Cost/sale | Return on ad $ |
|---|---|---|---|---|---|---|---|---|---|
| Meta Ads | 27 | 14 | 4 | $41,200 | 29% | $58 | $112 | $392 | 26× |
| Google Ads | 12 | 5 | 1 | $9,800 | 20% | $95 | $228 | $1,140 | 9× |
| Google LSA | 31 | 19 | 7 | $62,400 | 37% | $42 | $69 | $186 | 48× |
| Organic (Google / Website / FB / IG / TikTok) | 18 | 9 | 3 | $28,700 | 33% | — | — | — | — |
| Angi / Directorii / Thumbtack | 9 | 4 | 1 | $12,100 | 25% | $38 | $86 | $342 | 35× |
| Referral | 9 | 7 | 4 | $47,300 | 57% | — | — | — | — |
| Self-generated (reps) | 6 | 5 | 2 | $19,900 | 40% | — | — | — | — |
| Print & signs | 4 | 2 | 1 | $16,400 | 50% | — | — | — | — |
| Partners (RoofQuote PRO, GAF) | 22 | 11 | 3 | $58,900 | 27% | — | — | — | — |
| Jobber import archive | 1,058 | — | — | — | out of rates | — | — | — | — |
| Unassigned (blank source) | 14 | 6 | 2 | $18,600 | 33% | — | — | — | — |
| Overall average — all paid spend ÷ all leads / all sales | 152 | 82 | 28 | $315,300 | 34% | $29 | $53 | $155 | 72× |
Source buckets. Your 39 ProLine sources grouped into these buckets; the mapping table is editable by admin. Blank Lead Source = Unassigned; if the project has a tag like Website / Angi / Yard Sign we use it and mark the row “inferred”.
Fact from your data today: Lead Source is blank on 6% of live projects and 22% of won / completed projects. We show the size, you fix it in ProLine.
Leads by bucket switch: sold $
Per source: Leads · Appointments set · Appointments held · Won · Sold $ · Close rate (same formula as Overview) · Cost per lead · Cost per appointment (set) · Cost per sale · Return on ad $ = sold $ ÷ spend · Avg days lead → appt set · lead → appt.
Ad spend: Meta Ads, Google Ads, Google LSA daily spend — week 4. Spend is matched to leads per source bucket, not per campaign or ad (your ProLine web forms do not carry ad tracking tags).
Overall average cost: total paid spend ÷ all leads, and ÷ all sales. Paid-only version stays in the table above.
6
Finance
Money three ways: what you sold, what you built, what actually came in. Plus margin, open invoices and what your ads bring back.
Prototype
sample dataApr–Sep 2026 · by month$248,400
Sold this month
Contract Value of projects with Won Date in the month
$296,200
Produced this month
Contract Value counted on the last install day
$271,850
Collected this month
Payments received − refunds − chargebacks, by payment date
29.6%
Gross margin
Paid jobs: ProLine Gross Profit ÷ Gross Revenue. Open jobs: planned profit ÷ contract value
$184,300· 31 projects
Open invoices
Open Accounts Receivable, total and by project
6.4×return on ad $
Ad spend vs revenue
Sold $ from paid sources ÷ Meta + Google Ads + LSA spend (week 4)
Revenue three ways
Sold = Won Date. Produced = last install day. Collected = cash in by payment date. Ad spend shown next to it so the gap is visible. Projection to month end and quarter end = same pace as so far.
Margin by primary service
| Service (first listed) | Jobs | Revenue | Margin |
|---|---|---|---|
| Roofing | 58 | $1,412,000 | 31.2% |
| Siding | 14 | $486,500 | 27.8% |
| Gutters | 21 | $96,300 | 34.1% |
| Windows | 6 | $88,900 | 24.5% |
| Multi-service | 9 | $312,400 | 28.9% |
| Company | 108 | $2,396,100 | 29.6% |
Margin uses ProLine job costing. Where costs are not entered we show planned profit and flag the job.
Open invoices top 5 · full list on click
| Project | City | Days open | Owed |
|---|---|---|---|
| #3042 · Blaine | Oshkosh | 41 | $27,950 |
| #3088 · Sam | Green Bay | 28 | $22,400 |
| #3101 · Darron | Appleton | 19 | $18,600 |
| #3115 · Ryan | De Pere | 12 | $14,250 |
| #3119 · Darron | Appleton | 4 | $12,400 |
Collected by month refunds taken out
| Month | Payments | Refunds | Net |
|---|---|---|---|
| Jul | $374,100 | −$2,100 | $372,000 |
| Aug | $383,900 | −$2,900 | $381,000 |
| Sep (MTD) | $271,850 | $0 | $271,850 |
Sent by ProLine as they happen: payment, refund, chargeback. “Invoice Paid” only changes the invoice status — the money line comes from payments.
Not included: QuickBooks cash-flow view (bank balance, 90-day cash position, expenses) — separate quote after week 1. QuickBooks is already synced to ProLine, so invoices and payments come from there; the bank and expense side is the QuickBooks add-on.
7
Rep Leaderboard
Who is winning this month — appointments, close rate, dollars sold, cash in, and how far each rep is from goal.
Prototype
sample dataSeptember 2026 · month to date| Rep | Appts held | Show rate | Close rate | Sold $ | Avg sale | Cash collected | % to goal |
|---|---|---|---|---|---|---|---|
| Sam | 14 | 88% | 50% | $142,300 | $20,300 | $96,400 | 71% |
| Darron | 11 | 85% | 45% | $118,900 | $23,800 | $71,200 | 59% |
| Blaine | 9 | 75% | 33% | $64,200 | $21,400 | $58,900 | 43% |
| Ryan | 7 | 78% | 29% | $38,600 | $19,300 | $22,750 | 26% |
| Company total | 41 | 82% | 41% | $364,000 | $21,400 | $249,250 | 62% |
| Carlos inside sales | Appointments set: 38 · held: 31 · sold from his appointments: $196,700 | — | |||||
Appts held = appointments in the month marked completed (Inspection Status; other types estimated). Show rate = held ÷ scheduled. Close rate = same formula as Overview. Sold $ = Contract Value of projects won with this rep as Assigned To at the moment of Won. Cash collected = payments on that rep's won projects, minus refunds. Inside sales gets its own “appointments set” line, no sales credit.
Goals editable by admin · stored per month
| September 2026 | Goal | Sold MTD | Left |
|---|---|---|---|
| Sam | $200,000 | $142,300 | $57,700 |
| Darron | $200,000 | $118,900 | $81,100 |
| Blaine | $150,000 | $64,200 | $85,800 |
| Ryan | $150,000 | $38,600 | $111,400 |
| Company | $400,000 | $248,400 | $151,600 |
Company goal for the month is one number ($400k here); rep goals can add up to more. Past months keep the goal they had.
Sold $ by rep, last 4 months
Same numbers as the table, month by month. Filter by date, city and rep like every other screen.
8
Production
What got built, what is waiting to be built, and how long jobs sit in production. Install days come straight from the ProLine calendar.
Prototype
sample dataSep 1–4, 2026 · month to date$296,200
Produced revenue MTD
Contract Value counted once per job, on the last install day
13
Jobs produced
Same basis — jobs whose last install day is in the month
27· $612,800
Backlog
Sold, not installed yet: Won → Job Scheduled
9days · N=13
Time in production
First install day → final invoice sent
$6,740· 29.6%
Profit per job, avg
Planned profit until paid, then the real ProLine number. Filter by sales rep
74%
% to production goal
Produced MTD ÷ production goal for the month ($400k, editable)
Production calendar · week of Sep 7
Mon 7
Roofing Install · #3088 · Green Bay
Sam · $22,400
Sam · $22,400
Tue 8
Roofing Install · #3088 · day 2
Sam
Sam
Gutter Install · #3101 · Appleton
Darron · $4,900
Darron · $4,900
Wed 9
Siding Install · #3067 · De Pere
Blaine · $38,700
Blaine · $38,700
Thu 10
Siding Install · #3067 · day 2
Blaine
Blaine
Roofing Install · #3115 · Oshkosh
Ryan · $14,250
Ryan · $14,250
Fri 11
Roofing Install · #3119 · Appleton
Darron · $24,800
Darron · $24,800
Gutter Install · #3115 · Oshkosh
Ryan · $3,100
Ryan · $3,100
Sat 12
Sun 13
Mirror of the ProLine Production calendar: Roofing / Siding / Window / Gutter Install events with the rep. A 2-day roof counts the whole contract once, on day 2.
Backlog by stage
| Stage | Jobs | $ | Oldest |
|---|---|---|---|
| Won | 8 | $171,400 | 21 d |
| Ready for Production | 4 | $96,900 | 15 d |
| Ready to Schedule | 6 | $138,200 | 12 d |
| Materials Ordered | 5 | $122,600 | 8 d |
| Job Scheduled | 4 | $83,700 | 5 d |
| Backlog | 27 | $612,800 | — |
Signed / Waiting on Deposit is not in the backlog until it reaches Won (default).
Running backlog by date $k · daily
Backlog at the end of each day; zoom to week or month. Exact from go-live (nightly snapshot); history before that is approximate.
9
Data & timeline
What we found in your ProLine, what we do about it, and what happens each week until handoff.
What we found in your ProLine → what we do about it
export of Sep 4, 2026Gross profit = money received − costsIn ProLine a job's profit is negative until the customer pays. So “actual” profit exists only for paid jobs.
→ We show Planned GP (contract − costs) until the job is paid, then ProLine actual. Jobs with no costs entered get a flag.
No “appointment held” markOnly inspections have a completed / canceled status (Inspection Status). Meetings and follow-ups have no such mark.
→ Show rate for inspections is exact. For other appointment types it is estimated by a rule, and labeled “estimated”.
History starts March 2026Your ProLine data was bulk-imported in March and August 2026. The activity log has no event dates or project ids, only titles.
→ History is built from the [Status] dates on each project. Timelines (lead → appointment, days in stage, backlog trend) are exact from go-live, approximate before.
Your data today
3,133projects in ProLine
1,058Jobber archive — no status, no money · kept as its own bucket
6% / 22%Lead Source blank — live projects / won & completed
301 / 2,597 / 28Inspection Status: completed / pending / canceled
161 / 104projects with a Won Date / a Complete Date
90%of won & completed jobs have costs entered · median gross margin 29.6%
Mar 2026where usable history starts
0event dates or project ids in the activity export
These are shown as-is in the dashboard: blank sources appear as “Unassigned”, unpaid jobs show Planned GP, estimated show rates are labeled. Numbers will match ProLine Data Manager for any date range at handoff.
The next four weeks
Week 1 · Sep 7–11
ProLine connected Monday · first live numbers
Overview with your real sold MTD, pipeline by stage, recent activity, top sources. Friday Sep 11, 1pm CT — 15 min Zoom. If you are not convinced, you walk.Week 2 · Sep 14–18
History loaded + nightly check
History loaded from your export, nightly check that dashboard numbers match ProLine, Pipeline · Jobs · Appointments · Lead Sources screens.Week 3 · Sep 21–25
Remaining modules + roles
Finance · Leaderboard · Production, goals page, logins for you and the reps (owner sees all, reps see their own).Week 4 · Sep 28–Oct 2
Ad spend, deploy, docs, handoff
Meta / Google Ads / LSA spend, your domain, documentation for another developer, walkthrough: numbers match ProLine for a sample date range.Each stage: we show it, you have 3–5 business days to comment; no reply means accepted and we move on. Channel: the Upwork room, same-day replies.
Not included: QuickBooks cash-flow view (bank balance, 90-day cash position, expenses) — separate quote after week 1. Managed Automation after handoff — $200/month, optional.
Defaults we assume unless you objectEverything marked “Ok (default)” goes into the sign-off as assumed. Q6.1–6.3, Q7.2 and Q8.2–8.4 are listed on their own screens above.
11
Working together
How we talk, how you approve each stage, and who does what. Five minutes, then we are done.
The plan in one table
what I propose| What | Proposal |
|---|---|
| Main channel | Upwork chat · I answer the same day |
| Urgent | Your cell, only when something blocks the work |
| Weekly check-in | Fridays, 15 minutes, same time as today |
| First checkpoint | Friday, Sep 11, 1:00 pm your time — live ProLine numbers in Overview |
| Approving a stage | You get 3–5 business days to comment. No answer = accepted |
| My team | Artem joins Monday — builds day to day, answers in the Upwork chat same day. I stay on architecture and every review |
| Your logins | Owner + reps + office, one e-mail each |
| Extra work | QuickBooks cash flow: 15–18 hours, capped at $1,200 on top — decide after week 1 |
Everything above is a proposal. Change anything you want on the right.
Week by week
| Week 1 · Sep 7–11 | ProLine connected Monday · live numbers Friday |
| Week 2 · Sep 14–18 | History loaded + nightly check |
| Week 3 · Sep 21–25 | Remaining screens + logins and roles |
| Week 4 · Sep 28–Oct 2 | Ad spend, deploy, docs, handoff walkthrough |
Checkpoint stays: end of week 1 you see live data. If you are not convinced, you walk.
10
Decisions summary
Everything chosen above, in one list. This becomes the written sign-off after the call.
If your mail app does not open, press Copy summary and paste it into an email to admin@retailbox-automation.com.