The Portfolio Company Dashboard: 12 Metrics Every Operating Partner Should Track

The Monthly Board Deck is a Autopsy, Not a Diagnosis

If you are waiting for the monthly board deck to understand how your portfolio company is performing, you are already 20 days late. By the time the PDF lands in your inbox, the quarter is two-thirds over, the sales forecast has likely slipped, and the cash burn variance you're seeing is a historical fact, not a problem you can solve.

For Private Equity Operating Partners managing 5-10 assets, the standard "Board Reporting Package" is insufficient. It is a lagging indicator designed for governance, not for operational intervention. You need a dashboard that acts as a smoke detector, not a fire report.

We have seen too many "green" board decks turn into "red" quarters in the final weeks because the underlying leading indicators were ignored. The EBITDA bridge looked fine until the one-time adjustments were scrutinized. The pipeline coverage looked healthy until you realized it was stuffed with stale deals.

To move from financial engineering to true operational engineering, you need a weekly cadence of leading indicators. You need to speak fluent EBITDA and fluent operations. This article outlines the 12 metrics that actually matter for a modern PE dashboard—split between SaaS and Tech Services—backed by 2025 data from KeyBanc, Ray Rike's Benchmarkit, and SPI Research.

The 12-Point Dashboard for 2025

Divide your dashboard into three panes: Commercial Efficiency (Growth), Operational Health (Margin), and Capital Discipline (Cash).

Pane 1: Commercial Efficiency (The Growth Engine)

• 1. CAC Payback Period
  The Metric: Months to recover the cost of acquiring a customer.
  The Benchmark: In the zero-interest rate era (ZIRP), 24 months was acceptable. In 2025, efficiency is king. KeyBanc's 2025 data shows the median has worsened to 20-25 months, but top-quartile performers are recovering cash in <12 months. If your PortCo is above 18 months, your growth is inefficient and dilutive.
• 2. Net Revenue Retention (NRR)
  The Metric: Revenue retained from existing customers, including expansion.
  The Benchmark: Median NRR has dropped. Benchmarkit data for 2025 shows median NRR hovering around 101-104%, down from the 108%+ highs of 2022. If you aren't at 110%+, your "growth" is just replacing a leaky bucket.
• 3. Weighted Pipeline Coverage
  The Metric: Pipeline value weighted by stage probability / Quota Gap.
  The Benchmark: Forget raw 3x coverage. A healthy pipeline in 2025 requires 4x coverage for early-stage opportunities to hit target, given that win rates have compressed to ~17-20% for competitive deals.
• 4. Forecast Accuracy
  The Metric: Variance between Day 1 commit and Day 90 actuals.
  The Benchmark: +/- 10%. If your VP of Sales misses their Day 1 forecast by more than 10% for two consecutive quarters, you don't have a market problem; you have a leadership problem.

Pane 2: Operational Health (The Margin Engine)

• 5. Billable Utilization (Services) or ARR per FTE (SaaS)
  The Metric: For services, % of hours billed. For SaaS, revenue per head.
  The Benchmark: This is where EBITDA dies. SPI Research's 2025 Benchmark reveals a scary trend: Billable utilization has dropped to 68.9%, well below the 75% target for healthy margin. For SaaS, AI efficiency should push ARR per FTE above $200k.
• 6. Gross Margin (Unadjusted)
  The Metric: Revenue minus COGS (including Customer Success and Cloud Costs).
  The Benchmark: SaaS should be 80%+. Tech-enabled services should be 40-50%. If your SaaS gross margin is 65%, you are a services company disguised as software, and you will be valued as one at exit.
• 7. Employee Net Promoter Score (eNPS)
  The Metric: "How likely are you to recommend working here?"
  The Benchmark: This is your leading indicator for turnover. A score below 20 signals imminent key-person risk. In a turnaround, tracking this monthly can predict delivery failures before clients even notice.
• 8. Support Ticket Backlog Growth
  The Metric: Week-over-week growth in open tickets.
  The Benchmark: A >10% WoW increase is a flashing red light for product quality issues or understaffing, which invariably leads to churn 90 days later.

Pane 3: Capital Discipline (The Cash)

• 9. Burn Multiple
  The Metric: Net Burn / Net New ARR.
  The Benchmark: The KeyBanc 2025 Survey indicates median burn multiples are stuck at 1.8x-2.0x. To be "efficient" in this market, you need to be <1.0x. If you are burning $2 to generate $1 of ARR, you are destroying enterprise value.
• 10. Cash Runway (Zero Revenue)
  The Metric: Cash balance / Gross Burn (assuming $0 inflows).
  The Benchmark: 12 months minimum. Do not use "net burn" for this calculation during a turnaround; assume collections freeze.
• 11. Rule of 40
  The Metric: Growth Rate + Profit Margin.
  The Benchmark: Only 11-30% of private companies are hitting this today. If you are below 20, you are in the "danger zone" where you are neither growing fast enough to justify the burn nor profitable enough to be sustainable.
• 12. EBITDA (Unadjusted)
  The Metric: Earnings Before Interest, Taxes, Depreciation, Amortization (No add-backs).
  The Benchmark: SPI Research notes median services EBITDA has fallen to 9.8%, the lowest in 5 years. If your "Adjusted EBITDA" is 20% but your bank account is shrinking, stop tracking adjustments and look at the raw number.

From Observation to Intervention: The Flash Report

Data without a governance model is just noise. The Operating Partners who successfully turn around assets don't just track these metrics; they ritualize them. They replace the 80-page monthly board deck with a Weekly Flash Report.

Implementing the "Exception-Based" Model

You cannot drill into 12 metrics across 8 portfolio companies every week. You need exception-based monitoring.

• Green: Within +/- 5% of budget/forecast. No comment needed.
• Yellow: +/- 10% variance. One-sentence explanation required from the CEO.
• Red: >10% variance. Immediate call required.

This approach forces your portfolio CEOs to own their numbers. If a metric turns red, they know the phone will ring. It shifts the dynamic from "reporting news" to "managing variances."

The "One Screen" Rule

Your dashboard must fit on one slide or one screen. If you have to scroll, you have lost the narrative. A consolidated view allows you to see the correlation between a spike in Support Ticket Backlog (Metric #8) and a dip in NPS (Metric #7), predicting the miss in NRR (Metric #2) before it happens.

For more on how to structure this weekly cadence, read our guide on The Weekly Flash Report That Saved a Turnaround. If you are struggling with the data integrity required to feed this dashboard, you may need to audit your Board Reporting Metrics first.

Summary: Operational Engineering Requires Data

We are past the era where financial leverage alone creates returns. Today's multiples are built on operational excellence—predictable revenue, efficient delivery, and scalable systems. This 12-point dashboard gives you the visibility to engineer those outcomes.

Don't wait for the board meeting. Implement the dashboard next week, and stop being surprised by the quarter-end miss.