12 KPIs PE Operating Partners Track Weekly in Portfolio Companies

The Monthly Board Deck Is a Autopsy, Not a Diagnosis

If you are an Operating Partner relying on a monthly board deck to manage your portfolio, you are driving a car by looking solely in the rearview mirror. By the time you see the EBITDA miss in the April board meeting, the damage from March is permanent, and April is already half over.

In the high-velocity environment of 2026 private equity, the gap between operations and reporting is where value is destroyed. We see it constantly: a portfolio company misses its quarter, and the autopsy reveals the signs were there six weeks ago—declining pipeline coverage, slipping utilization, or a subtle creep in days sales outstanding (DSO). But because the data was buried in a monthly cadence, no one pulled the Andon cord.

The most effective Operating Partners I know—the ones who consistently drive multiple expansion—don't wait for the 30-day close. They demand a Weekly Flash Report. This isn't about micromanagement; it's about velocity. It is a one-page, high-fidelity dashboard that answers three questions every Monday morning: Are we safe on cash? Will we hit the forecast? Is the operational engine healthy?

We analyzed the dashboards of top-quartile PE sponsors and combined that with our own turnaround playbooks. The result is a definitive list of 12 KPIs that must be tracked weekly, not monthly. These are the signals that allow you to intervene before the covenant breach, not after.

The 12 Weekly KPIs: A Diagnostic Framework

Divide your Weekly Flash into three categories: Liquidity & Governance, Commercial Velocity, and Operational Efficiency. If a metric doesn't drive a decision this week, remove it.

Category 1: Liquidity & Governance (The "Safety" Metrics)

• 1. 13-Week Cash Forecast Variance: Most CFOs track cash. Few track forecast accuracy. You need to know: "We said we'd have $2M in the bank this week. We have $1.8M. Why?" A variance >5% is a red flag for data integrity issues or billing leakage.
• 2. EBITDA Bridge vs. Budget: Don't wait for the P&L close. Track a weekly estimate of revenue minus core OpEx. It won't be GAAP-perfect, but it prevents the end-of-month ambush.
• 3. Covenant Headroom: In a high-interest environment, this is non-negotiable. Track the exact buffer weekly. If it dips below 15%, you are in the danger zone.
• 4. Days Sales Outstanding (DSO) Trends: A spike in DSO often precedes a churn event. If a key account stops paying, you need to know immediately, not 45 days later.

Category 2: Commercial Velocity (The "Growth" Metrics)

• 5. Forecast Accuracy (Current Quarter): This is the single biggest indicator of management maturity. Industry data shows average B2B forecast accuracy is a dismal 50-70%. Elite firms demand +/- 5%. If your CRO calls a number on Week 2 and misses by 30% on Week 12, you have a leadership problem, not a market problem.
• 6. Weighted Pipeline Coverage: Raw 3x coverage is a vanity metric. You need weighted coverage based on stage probability. If your weighted coverage drops below 1.2x for the quarter, you are statistically guaranteed to miss.
• 7. CAC Payback Period (Rolling): For SaaS portfolios, efficiency is the new growth. Keep a rolling watch on Payback. If it creeps above 12 months, you are burning cash inefficiently.
• 8. Net New ARR / Bookings Velocity: Track the pace of signatures. Zero bookings for two weeks in a row? That signals a stalled sales engine or a market shift.

Category 3: Operational Efficiency (The "Margin" Metrics)

• 9. Billable Utilization (Services) / Rule of 40 (SaaS): For services firms, this is the heartbeat of EBITDA. 2025 benchmarks from SPI Research show median utilization has dropped to 68.9%, significantly below the 75% target needed for healthy margins. Every point below 70% is pure EBITDA leakage. For SaaS, track the Rule of 40 weekly—if you drop below 40%, you are destroying value.
• 10. Net Revenue Retention (NRR) Indicators: You can't calculate NRR weekly, but you can track "At-Risk ARR." Every Monday, review the dollar value of accounts marked "Red" or "Yellow" by Customer Success.
• 11. SLA Breach Rate / Ticket Backlog: A leading indicator of churn. If support ticket backlog grows by 10% week-over-week, you will see churn spikes in 90 days. Fix the dam before it bursts.
• 12. Employee Attrition / eNPS Pulse: Talent leaves before customers do. A sudden spike in voluntary departures or a drop in weekly pulse surveys is a leading indicator that delivery quality is about to crash.

Implementation: From Excel Hell to Automated Truth

The pushback you will get from portfolio CFOs is predictable: "We don't have the systems to report this weekly." or "This will take my team two days every week."

This is a smoke screen. In 2026, if a $20M+ revenue company cannot produce a weekly flash report in under 60 minutes, their financial infrastructure is broken. That operational failure is itself a due diligence finding you missed.

The "Monday Morning Pulse" Protocol

To install this rhythm without breaking the organization:

1. Start Manual, Then Automate: For the first 4 weeks, accept a messy Excel sheet. The discipline of reporting matters more than the format. See our guide on The Weekly Flash Report That Saved a Turnaround for a template.
2. Define "Source of Truth": Metric definitions must be locked. "Bookings" means signed contract, not verbal commit. "Utilization" includes only billable client hours, not training. Ambiguity allows management to hide bad news.
3. The 15-Minute Review: Schedule a standing 15-minute call on Mondays with the CEO and CFO. Review the 12 metrics. No storytelling, just numbers. The Portfolio Company Dashboard isn't for show; it's for steering.

The Payoff: Multiple Expansion

We consistently see that companies tracking these 12 KPIs weekly improve Forecast Accuracy to 90%+ within two quarters. More importantly, they strip out the "heroics" from the quarter-end close. When you exit, you aren't just selling a revenue stream; you are selling a predictable machine. Buyers pay a premium for predictability.

As SaaS Capital notes, the Rule of 40 benchmark is increasingly the dividing line between top-tier valuations and the "also-rans." You cannot optimize what you measure only 12 times a year. Shift to weekly. The data is there—use it.