Client trainingVisited 0 of 32 modulesHarbor Aesthetics: the monthly dashboard
The scorecard, month over month: the same four pages a client gets after every close, with every month side by side so the trend is visible.
Your live dashboard
For a client, this card links to their live dashboard, updated at every close. Until the first close it shows this sample.
The six numbers to read first, September Page 1
Each bar is a month. Hover or tap a bar for its number. The dashed line is the target.
Revenue per provider hour
On targetAbove target for the first time. The evening blocks added in July are full; hold before adding a provider.
Neurotoxin gross margin
On targetBack to 72% after the September reprice. The July dip was the supplier increase, now passed on.
Active members
On targetNet +14 a month with churn under 3%. The annual prepay tier launches in October.
Marketing cost per new patient
On targetDown a third since April as referrals and the map listing carry more of the load. Ad spend can hold.
Rebook at checkout
Improving67% against a 70% target, up from 52% in April. The checkout script is working; the last three points are the second injector.
Cash runway
Improving1.5 months. On track for two by year end; the device decision waits until then.
Revenue and margin Page 1
What the month earned, what it cost to deliver, and what is in the bank.
| Metric | April | May | June | July | August | September | Change | Target | Status |
|---|---|---|---|---|---|---|---|---|---|
| Total revenue | $138,400 | $144,900 | $151,200 | $147,600 | $156,800 | $162,400 | +3.6% | $160,000 | On target |
| Service revenue | $120,200 | $125,400 | $130,600 | $127,100 | $134,600 | $139,000 | +3.3% | ||
| Retail and product revenue | $18,200 | $19,500 | $20,600 | $20,500 | $22,200 | $23,400 | +5.4% | ||
| Treatment margin | 65% | 65.4% | 65.5% | 65% | 65.6% | 66% | +0.4 pts | 72% | Improving |
| Operating margin | 18.4% | 19.1% | 20.2% | 18.8% | 21.3% | 22.5% | +1.2 pts | 15% | On target |
| Cash on hand | $96,000 | $108,000 | $121,000 | $118,000 | $139,500 | $158,300 | +13.5% | ||
| Money owed to you | $8,400 | $9,900 | $7,600 | $11,400 | $9,200 | $6,800 | -26.1% | < $4,000 | Improving |
| Prepaid packages and credits (owed to patients) | $52,000 | $54,500 | $57,000 | $58,900 | $61,500 | $63,000 | +2.4% |
Revenue by service line, September Page 1
Which services build the practice and which keep it busy, read against the market.
| Service line | Revenue | Share | vs last month | Read |
|---|---|---|---|---|
| Neuromodulators (toxins) | $52,300 | 32.2% | +4.4% | Core line; units per patient up to 39 |
| Retail and product | $23,400 | 14.4% | +5.4% | Attachment at 32%, above target |
| Energy and laser | $23,800 | 14.7% | +3.5% | Steady demand |
| Biostimulators | $19,600 | 12.1% | +10.1% | On trend; market growing about 25% |
| Facials and skin health | $18,100 | 11.1% | +3.4% | Feeds retail and memberships |
| Dermal fillers (HA) | $17,700 | 10.9% | -3.8% | Softening with the market; watch syringes per visit |
| Wellness (peptides, GLP-1) | $7,500 | 4.6% | -3.8% | Emerging; protocol under review |
| Total | $162,400 | 100% | +3.6% |
Provider performance, September Page 2
How much rides on each provider, and how each one converts a visit into a return visit and a product.
| Provider | Revenue | Share of provider revenue | Rev / hour | Rebook | Retail attach | Avg ticket |
|---|---|---|---|---|---|---|
| Ava (NP, lead injector) | $68,200 | 47% | $585 | 72% | 34% | $296 |
| Provider 2 (RN) | $41,100 | 28% | $500 | 61% | 28% | $248 |
| Provider 3 (esthetician) | $22,600 | 16% | $410 | 58% | 41% | $168 |
| Provider 4 (RN, part time) | $13,100 | 9% | $490 | 60% | 24% | $240 |
| Retail and other | $17,400 | |||||
Productivity Page 2
Is the schedule producing, and is every visit worth what it should?
| Metric | April | May | June | July | August | September | Change | Target | Status |
|---|---|---|---|---|---|---|---|---|---|
| Revenue per provider hour | $478 | $490 | $502 | $498 | $522 | $540 | +3.4% | $525 | On target |
| Revenue per appointment | $271 | $278 | $285 | $284 | $295 | $301 | +2.0% | $280 | On target |
| Appointments | 511 | 521 | 531 | 520 | 532 | 540 | +8 | ||
| Appointments per day | 21.3 | 21.7 | 22.1 | 22.6 | 23.1 | 23.5 | +0.4 | 24 | Improving |
| Room utilization | 71% | 72% | 74% | 74% | 78% | 80% | +2 pts | 75% | On target |
| Minutes per appointment | 47 | 46 | 45 | 45 | 42 | 41 | -1 | 40 | Improving |
| Retail attachment rate | 26% | 27% | 28% | 28% | 31% | 32% | +1 pts | 30% | On target |
| Toxin units per patient | 35 | 35 | 36 | 36 | 38 | 39 | +1 | 40 | Improving |
Patient flow Page 3
New patients in, returning patients back, and the leaks in between.
| Metric | April | May | June | July | August | September | Change | Target | Status |
|---|---|---|---|---|---|---|---|---|---|
| New patients | 82 | 84 | 90 | 88 | 96 | 101 | +5 | 100 | On target |
| Share of revenue from returning patients | 66% | 67% | 68% | 69% | 72% | 73% | +1 pts | > 70% | On target |
| Rebook rate, booked before checkout | 52% | 55% | 58% | 60% | 64% | 67% | +3 pts | 70% | Improving |
| Patients back within 90 days | 52% | 53% | 55% | 55% | 58% | 60% | +2 pts | 62% | Improving |
| No-show and cancellation rate | 9.4% | 8.8% | 8.6% | 8.1% | 7.2% | 6.4% | -0.8 pts | < 6% | Improving |
| Lapsed patients brought back | 6 | 8 | 9 | 9 | 12 | 14 | +2 | 15 | Improving |
Marketing Page 3
Leads to consults to treatments, and what each new patient cost.
| Metric | April | May | June | July | August | September | Change | Target | Status |
|---|---|---|---|---|---|---|---|---|---|
| Leads, forms and inbound calls | 176 | 184 | 192 | 198 | 214 | 221 | +7 | 220 | On target |
| Cost per lead | $49 | $47 | $45 | $43 | $38 | $36 | -5.3% | < $40 | On target |
| Leads that book a consult | 39% | 40% | 42% | 42% | 46% | 48% | +2 pts | 50% | Improving |
| Consults that book a treatment | 56% | 57% | 58% | 59% | 62% | 63% | +1 pts | 65% | Improving |
| Marketing spend, all in | $12,600 | $12,400 | $12,100 | $12,200 | $11,800 | $11,500 | -2.5% | $12,000 | Needs attention |
| Marketing cost per new patient | $154 | $148 | $134 | $139 | $123 | $114 | -7.3% | < $150 | On target |
| Revenue per marketing dollar | 11.0x | 11.7x | 12.5x | 12.1x | 13.3x | 14.1x | +0.8x | 6.0x | On target |
Reputation Page 3
Reviews are the cheapest marketing a clinic has.
| Metric | April | May | June | July | August | September | Change | Target | Status |
|---|---|---|---|---|---|---|---|---|---|
| New reviews | 19 | 22 | 24 | 23 | 34 | 38 | +4 | 30 | On target |
| Average star rating | 4.7 | 4.7 | 4.8 | 4.8 | 4.8 | 4.8 | flat | > 4.7 | On target |
| Reviews answered | 72% | 78% | 84% | 85% | 92% | 100% | +8 pts | 100% | On target |
Membership Page 4
Recurring revenue is what buyers pay for. Watch adds, cancellations and spend.
| Metric | April | May | June | July | August | September | Change | Target | Status |
|---|---|---|---|---|---|---|---|---|---|
| Active members | 268 | 276 | 286 | 298 | 312 | 326 | +14 | 320 | On target |
| New members | 15 | 16 | 18 | 19 | 22 | 23 | +1 | 25 | Improving |
| Cancellations | 7 | 8 | 8 | 7 | 8 | 9 | +1 | ||
| Members who cancelled | 2.7% | 3% | 2.9% | 2.4% | 2.7% | 2.9% | +0.2 pts | < 5% | On target |
| Monthly membership revenue | $12,100 | $12,500 | $13,000 | $13,610 | $14,250 | $14,900 | +4.6% | $45,000 | Improving |
| Average spend per visit, members | $296 | $298 | $301 | $305 | $312 | $315 | +1.0% | ||
| Average spend per visit, non-members | $190 | $192 | $194 | $196 | $198 | $199 | +0.5% |
Add-ons and packages Page 4
Revenue from patients already in the chair.
| Metric | April | May | June | July | August | September | Change | Target | Status |
|---|---|---|---|---|---|---|---|---|---|
| Visits with an add-on | 31% | 32% | 33% | 34% | 38% | 40% | +2 pts | 40% | On target |
| Add-on revenue per visit | $37 | $38 | $40 | $41 | $46 | $48 | +4.3% | $50 | Improving |
| Treatment packages sold | 20 | 21 | 23 | 22 | 27 | 29 | +2 | 30 | Improving |
| Package and series revenue | $28,400 | $29,600 | $32,100 | $31,200 | $38,900 | $41,200 | +5.9% | $40,000 | On target |
Goals scorecard, September Page 4
Where the clinic stands against the targets we set together. This month's growth initiative and its progress are on the goals and progress page.
| Goal | Target | Actual | Status |
|---|---|---|---|
| Monthly revenue | $160,000 | $162,400 | On track |
| New patients | 100 | 101 | On track |
| Rebook at checkout | 70% | 67% | Watch |
| Net member adds | +15 | +14 | Watch |
| Retail attachment | 30% | 32% | On track |
| Marketing cost per new patient | < $150 | $114 | On track |
| Lead injector share of revenue | < 45% | 47% | Watch |
Wins, risks and next moves Page 4
The read: what went right, what is at risk, and what to do about it next month. The numbers are the evidence; this is the advice.
Wins
- Revenue passed $160,000, up 17% on April, against a market growing 5 to 8%.
- Rebook at checkout up 15 points in six months. Returning patients now 73% of revenue.
- Marketing cost per new patient down to $114 with ad spend flat; referrals and the map listing are carrying more.
Risks
- Ava still carries 47% of provider revenue. One person caps growth and value.
- HA filler down 4% while the market softens; capital tied to a shrinking line.
- Cash runway at 1.5 months. The device the team wants waits until two.
Next moves
- Route new injectable patients to Provider 2 by default through December; target Ava under 45% by year end.
- Launch the annual prepay membership tier in October; goal, 40 conversions from the current base.
- Shift $1,500 of filler marketing to biostimulators, where the market and the margin are moving.
The close, every month
The scorecard is only as good as the books under it. This is what Benchmark finishes before the package goes out, and the business day it went out.
| At every close | April | May | June | July | August | September |
|---|---|---|---|---|---|---|
| Every bank and card account reconciled | ||||||
| Inventory counted, cost of services posted | ||||||
| Deferred revenue rolled from the booking system | ||||||
| Payroll, commissions and incentives accrued to the right month | ||||||
| Depreciation booked, loan split into interest and principal | ||||||
| Sales tax reconciled and sent to the CPA | ||||||
| Anything odd questioned and answered | ||||||
| Books locked, package and scorecard delivered | ||||||
| Package delivered, business day | 10 | 9 | 9 | 8 | 8 | 7 |
What you do with it
Read the six numbers and the read first, then the page that explains whichever one moved. If a number needs a decision, we talk mid month. Every metric on this page is defined, with its source and target, in Finance 5, the KPIs.