budgetvsactual.app

Company Setup

This information appears on all outputs and reports. Powered by the Work Backwards™ Framework.

Color Convention

Standard notation used throughout the model.

User inputs
Calculated formulas
Actual / favourable
Budget / unfavourable
Milestone year

Customer Segment

Select the segment to model. The Work Backwards funnel adapts to each segment's sales motion and economics.

Self-Fulfillment

Low-touch, self-serve, product-led growth

Coming Soon

SME ✓

Mid-market, inside sales, 3–12 month sales cycle

Large Enterprise

Complex procurement, 12–18 month cycles, multi-stakeholder

Coming Soon

ARR Operating Milestones

Important: These are operational targets — the ARR your business needs to achieve to have a strong probability of closing each funding round. They are not the raise amount. Hitting the milestone puts you in the conversation; the quality of your business closes the round.
Year 2
2-Year ARR TargetStrong probability of closing Series A
$
Year 4
4-Year ARR TargetStrong probability of closing Series B
$
Year 6
6-Year ARR TargetStrong probability of closing Series C
$

Contract & Pricing Structure

How you price and structure contracts determines the shape of your revenue recognition.

Total annualized recurring revenue today
$
Annual license per SME client
$
%
Add-On Revenue (on top of ACV)
The ACV is the recurring license fee — that's your 100%. Implementation and maintenance are separate charges added on top, not slices of the ACV. Set Maintenance to 0% if it's bundled into the license.
This IS the ACV — recurring annual license. Recognized straight-line monthly.
= ACV input above
One-time charge per new client win. Recognized in months 1–2 of contract.
%
Annual recurring on all active clients. Set to 0% if bundled into license.
%

Sales Funnel Model — Work Backwards

Starting from the ARR target, the model reverse-engineers the wins, reps, leads, and SDRs needed each month to stay on track.

Funnel Conversion Assumptions
% of qualified leads an AE closes
%
% of raw leads SDR qualifies
%
Purchase / scrape / manual research
$
Unqualified leads one SDR can work per month
Sales Rep Compensation Model
$
Variable target from new wins
$
Variable target from Year 2+ renewals
$
%
%
Rep Productivity Assumptions
Time spent on leads that don't close
hrs
% of working hours available for selling
%
Funnel Output — Year 1 Monthly Requirements

Cost of Service

Two separate cost streams matching the two revenue streams. Year 1 implementation COS is typically high — companies often lose money in Year 1, which is expected and should show clearly in the model.

Stream 1 — Implementation & Maintenance
Implementation and maintenance delivery is labour-intensive. A 65–70% COS rate is typical; Year 1 may exceed 100% for new client onboarding.
% of implementation + maintenance revenue
%
Stream 2 — License
Cloud compute, bandwidth, third-party APIs
%
COS Summary (calculated)
Enter annual amounts for Year 1. Add or remove line items freely — up to 55 lines per category. The model scales OpEx with ARR growth in subsequent years.

Sales & Marketing

Line ItemAnnual Amount (Yr 1)
Total S&M: —

Product & Engineering

Line ItemAnnual Amount (Yr 1)
Total Product & Eng: —

G&A

Line ItemAnnual Amount (Yr 1)
Contingency / Other (% applied to G&A subtotal — recommend 10–15%)
%
Total G&A: —

ARR Growth vs Milestones

Revenue by Stream

Cash Balance & Burn Rate

6-Year Financial Model

⭐ Milestone years highlighted. All figures annual. GAAP revenue recognition with deferred revenue and AR.

* Revenue recognition: license fee amortized monthly (GAAP). Implementation fee recognized over months 1–2 of contract. AR assumes 45-day payment terms. OpEx scales with ARR growth from Year 1 base. Raise sizes include 25% buffer.

KPI Summary

Annual operating metrics across the 6-year forecast. Milestone years highlighted. All % of ARR metrics are SaaS efficiency benchmarks — best-in-class targets shown for reference.

GRR = Gross Revenue Retention (1 − annual churn). NRR = Net Revenue Retention — equals GRR until upsell/expansion revenue is modeled. OpEx % benchmarks: S&M 30–50% of ARR (early stage), Product 20–30%, G&A 10–15%.

Monthly Revenue Waterfall

MRR build, client counts, and revenue by stream — month by month.

Monthly 3-Statement Model

Income Statement, Balance Sheet items, and Cash Flow — month by month.

Budget vs Actual

Budget column auto-populates from the model. Enter actuals manually or use the QBO/Xero Import tab to paste them. Variance = Actual minus Budget.

Connect your QBO or Xero actuals using the QBO / Xero Import tab, then return here to see the variance analysis.
Chart of Accounts Mapping Required: Every company's QBO or Xero chart of accounts is unique. Before actuals can flow into the Budget vs Actual tab, your account names must be mapped to the model's standard categories. This mapping is a one-time setup — once done, future imports are automatic. For complex or non-standard books, a consultant mapping session is recommended.

Step 1 — Paste Your QBO / Xero P&L Export

Export a P&L from QuickBooks Online or Xero (any date range), then paste the raw data below. Use tab-separated or comma-separated format.

Step 2 — Map Your Accounts to Model Categories

For each of your QBO/Xero account names, select the corresponding model category. This tells the model where each actual figure belongs.

Your QBO / Xero Account Name Maps To (Model Category) Notes

Step 3 — Apply to Budget vs Actual

Once mapping is complete, click below to push the actuals into the Budget vs Actual tab.

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Scenario Manager

Model multiple scenarios (Base Case, Upside, Downside, Cost-Cut) side by side. Coming in a future release.