Revenue Metrics
MRR
$2,250
↑ 40.6% MoM
Day 90 target: $2,250 ✓ On Track
ARR Run Rate
$27,000
↑ 40.6% MoM
18-mo target: $54K On track
New MRR This Month
$630
↑ 7 new communities
Need $667/mo to hit 6-mo target Close
Churned MRR
$81
↓ 1 community lost
Target: <$45/mo Watch
Growth Metrics
Paying Communities
25
↑ 7 this month
Day 90 goal25 / 25 ✓
Goal met
Trial-to-Paid Rate
22%
↑ from 18% last month
Target: 25%22 / 25%
Healthy
Monthly Churn Rate
3.2%
↓ Improving from 4.1%
Target: <5%3.2% — ok
Alert if >5% Below threshold
Net Revenue Retention
106%
↑ Expansion > churn
Target: >100%106% ✓
Premium Support upsell driving expansion Excellent
Milestone Progress — Day 90 Targets
Quarterly OKRs
25 paying communities25 / 25 ✓
$2,250 MRR$2,250 / $2,250 ✓
CAC < $100$88 ✓
Trial → Paid ≥ 20%22% ✓
1 PM firm conversationIn progress
18-Month Trajectory
| Month | Communities | MRR | Status |
|---|---|---|---|
| Month 1 | 3 | $270 | ✓ Done |
| Month 3 | 25 | $2,250 | ✓ Done |
| Month 6 | 70 | $6,300 | In progress |
| Month 12 | 200 | $18,000 | Target |
| Month 18 | 500 | $45,000+ | Target |
Acquisition Funnel
Monthly Acquisition Funnel — April 2026
Website visitors
2,500
—
Pricing page view
1,200
48%
Trial checkout start
350
29%
Trial completed ($49)
320
91%
Bylaws uploaded
275
86%
Paid subscription
70
25%
⚠️ Biggest drop: Checkout start → Trial completed (91% ok) · Watch: Trial → Bylaws uploaded → focus for onboarding tour
Acquisition Metrics by Channel
| Channel | Trials This Month | Conversions | Conv. Rate | Spend | CAC | Status |
|---|---|---|---|---|---|---|
| Reddit (organic) | 12 | 3 | 25% | $0 | $0 | Best |
| Facebook groups (organic) | 8 | 2 | 25% | $0 | $0 | Excellent |
| Facebook Ads (paid) | 31 | 10 | 32% | $720 | $72 | Healthy |
| Google Search (paid) | 18 | 5 | 28% | $450 | $90 | Watch |
| LinkedIn (outreach) | 4 | 1 | 25% | $0 | $0 | Pipeline |
| Direct / referral | 6 | 2 | 33% | $0 | $0 | Growing |
| TOTAL | 79 | 23 | 29% | $1,170 | $51 | On target |
Blended CAC Trend
CAC — Month 1
$125
Above target at launch
Target: <$100 Was watch
CAC — Month 2
$105
↓ Improving
Near target Watch
CAC — Month 3 (now)
$88
↓ Below $100 target
Target: <$100 ✓ Healthy
Payback Period
5.5 mo
↓ Improving from 7.5
Target: <8 months Excellent
Retention Overview
Monthly Churn Rate
3.2%
↓ from 4.1% last month
Alert if >5% Below threshold
Net Revenue Retention
106%
↑ Expansion beats churn
Target: >100% Excellent
Bylaws Upload Rate
84%
→ Stable (target 85%)
Alert if <70% Watch
Premium Support Attach
18%
↑ from 12% last month
Target: 20% Near target
Cohort Retention Analysis
Trial-to-Paid Cohort Retention (% of trials still active)
Each row = communities who started their trial in that month. Columns = months after trial start.
| Cohort | Month 0 (Trial) | Month 3 (Conv.) | Month 6 | Month 9 | Month 12 |
|---|---|---|---|---|---|
| January (n=8) | 100% | 25% | 21% | 18% | — |
| February (n=12) | 100% | 22% | 19% | — | — |
| March (n=20) | 100% | 24% | — | — | — |
| April (n=27) | 100% | pending | — | — | — |
📊 Key insight: Communities that upload bylaws within 48hr of signing up convert at 28% vs 12% for those who don't. This is the #1 activation lever — track and trigger email if bylaws not uploaded in 24hr.
Product Usage Health
| Usage Signal | This Month | Last Month | Target | Status |
|---|---|---|---|---|
| Communities with bylaws uploaded | 21 / 25 (84%) | 82% | ≥85% | Watch |
| Avg resident questions/community/mo | 47 | 38 | >20 | Healthy |
| Auto-resolution rate (no human needed) | 81% | 79% | ≥80% | On target |
| Guard portal entries logged/mo | 342 total | 201 | >10/community | Growing |
| Review queue reviewed within 24hr | 73% | 68% | ≥70% | Healthy |
| Communities active 2+ days/week | 19 / 25 (76%) | 14 / 18 | ≥80% | Watch |
Unit Economics Dashboard
Customer LTV
$185
Sub $9 × 18mo + $49 trial
With Premium upsell: ~$211 Growing
Blended CAC
$88
↓ Improving monthly
Target: <$100 ✓ Healthy
LTV:CAC Ratio
2.1x
↑ from 1.6x at launch
Target: >2.0x ✓ Healthy
Payback Period
5.5 mo
↓ from 7.5 at launch
Target: <8 months Excellent
Revenue Breakdown by Stream
| Revenue Stream | Communities | Unit Price | Monthly Revenue | % of MRR | Trend |
|---|---|---|---|---|---|
| Base Subscription | 25 | $9/mo | $225 | 10% | ↑ Growing |
| Trial Revenue (amortized) | 79 trials | $49/3mo | $1,287 | 57% | ↑ Growing |
| Premium Support ($5/mo) | 4 communities | $5/mo | $20 | 1% | ↑ New |
| Consultation (ad hoc) | — | $100/hr | $718 | 32% | → Stable |
| TOTAL MRR | — | — | $2,250 | 100% | — |
Gross Margin Analysis
Cost Structure
| Cost | Monthly | Per Community |
|---|---|---|
| AI API costs (Anthropic/OpenAI) | ~$45 | $1.80 |
| Supabase (DB + Auth + Storage) | $25 | $1.00 |
| Vercel hosting | $20 | $0.80 |
| Sentry + PostHog (monitoring) | $30 | $1.20 |
| Stripe fees (~2.9% + $0.30) | ~$65 | $2.60 |
| Total COGS | ~$185 | ~$7.40 |
Margin Summary
MRR$2,250
COGS (infra + fees)−$185
GTM spend−$1,170
Gross Profit$895
Gross margin: 40% — improving as COGS/community decreases at scale
At 500 communities, COGS/community drops to ~$4.50 — gross margin expands to 50%+
AI Quality Metrics
Auto-Resolution Rate
81%
↑ from 79% last mo
Target: ≥80% ✓ On target
AI Response Time (p95)
4.1s
↓ from 5.2s last mo
Target: <5s ✓ Healthy
Flagged for Review Rate
8.3%
→ Stable
Alert if >15% Healthy
DL Scan Success Rate
87%
↑ from 83% (mobile)
Target: ≥85% mobile ✓ Healthy
Technical Health
| Metric | Current | Target | Alert Level | Status |
|---|---|---|---|---|
| Uptime (30-day) | 99.8% | ≥99.5% | <98% | Excellent |
| Edge function error rate | 0.3% | <1% | >3% | Healthy |
| Stripe webhook success rate | 99.7% | ≥99.5% | <98% | Excellent |
| Page FCP (first contentful paint) | 1.8s | <2.5s | >4s | Fast |
| OCR completion rate (scanned PDFs) | 93% | ≥90% | <80% | Healthy |
| Support response time | 2.1hrs avg | <4hrs | >12hrs | Fast |
| P0 errors (crashes, blank screens) | 0 this month | 0 | Any P0 | ✓ Clean |
Portal Usage Breakdown
Admin Portal
25 active
100% of paying communities
Avg session: 8 min/week Engaged
Guard Portal
14 active
56% of communities (gated only)
Target: all gated communities Expected
Resident Chat
1,175 queries
↑ 47/community avg/mo
Target: >20/community Active
Interactive calculators for every key HOAHelper metric. Edit the inputs to see live results.
Core SaaS Formulas
Monthly Recurring Revenue (MRR)
MRR = (communities × $9) + (premium_subs × $5)
Communities
Premium subs
MRR = $245ARR = $2,940
Customer Acquisition Cost (CAC)
CAC = total_spend ÷ new_customers
Monthly spend ($)
New customers
CAC = $50.87Target: <$100
Customer Lifetime Value (LTV)
LTV = (ARPU × margin%) ÷ monthly_churn
ARPU ($/mo)
Margin %
Churn % (mo)
LTV = $230.63+ $49 trial revenue
LTV:CAC Ratio & Payback Period
LTV:CAC = LTV ÷ CAC
Payback = CAC ÷ (ARPU × margin%)
Payback = CAC ÷ (ARPU × margin%)
LTV ($)
CAC ($)
LTV:CAC = 2.6xPayback = 11.9 mo
MRR Growth Rate
Growth% = ((current_MRR - prev_MRR) ÷ prev_MRR) × 100
Current MRR ($)
Previous MRR ($)
Growth = 40.6% MoMTarget: >20% MoM
Net Revenue Retention (NRR)
NRR = (start_MRR + expansion - churn - contraction) ÷ start_MRR × 100
Start MRR ($)
Expansion ($)
Churned ($)
NRR = 96.2%Target: >100%
Traffic light thresholds for every key metric. Green = healthy, yellow = watch, red = immediate action required.
🟢 Green — All Good
Paying Communities
Current: 25
Green: ≥ monthly target · Yellow: 80–99% of target · Red: <80% of target
Blended CAC
Current: $88
Green: <$100 · Yellow: $100–$150 · Red: >$150 for 2 consecutive weeks
Monthly Churn Rate
Current: 3.2%
Green: <5% · Yellow: 5–8% · Red: >8% — investigate immediately
AI Response Time
Current: 4.1s p95
Green: <5s · Yellow: 5–8s · Red: >8s — check AI provider status
Stripe Webhook Success
Current: 99.7%
Green: ≥99.5% · Yellow: 98–99.5% · Red: <98% — check Stripe dashboard now
Edge Function Error Rate
Current: 0.3%
Green: <1% · Yellow: 1–3% · Red: >3% — check Sentry, escalate immediately
⚠️ Yellow — Watch These
Bylaws Upload Rate
Current: 84% (target 85%)
Green: ≥85% · Yellow: 70–84% · Red: <70% — trigger concierge onboarding campaign
Communities Active 2+ Days/Wk
Current: 76% (target 80%)
Green: ≥80% · Yellow: 60–79% · Red: <60% — churn risk signal
Facebook Ad CTR
Current: 1.3% (target 1.5%)
Green: >1.5% · Yellow: 0.5–1.5% · Red: <0.5% at 500 impressions — pause creative
Google Search CPC
Current: $9.20 (target <$8)
Green: <$8 · Yellow: $8–$15 · Red: >$15 — switch to manual bidding, tighten keywords
Trial → Paid Conversion
Current: 22% (target 25%)
Green: ≥25% · Yellow: 10–24% · Red: <10% — activation funnel broken, call non-converters
DL Scan Success Rate
Current: 87% (target ≥85%)
Green: ≥85% · Yellow: 70–84% · Red: <70% — UX issue in guard portal, check camera permissions
🔴 Red Alert Protocols
| Trigger | Threshold | Response Required | Time to Act |
|---|---|---|---|
| Monthly churn rate | >8% | Call every community that churned within 24hr. Identify root cause. Founder-level priority. | Same day |
| Trial-to-paid conversion | <10% | Halt paid acquisition spend. Fix activation funnel before spending another dollar on ads. | 48 hours |
| Blended CAC | >$150 for 2 weeks | Pause all paid campaigns. Shift to organic channels only. A/B test new creative before relaunching. | 48 hours |
| Stripe webhook success | <98% | Check Stripe dashboard immediately. Manually reconcile any failed payments. Email affected customers. | 1 hour |
| Edge function error rate | >3% | Check Sentry for error type. If AI provider outage: switch AI_PROVIDER env var. Notify customers if downtime >30 min. | 30 minutes |
| P0 error (crash / blank screen) | Any occurrence | All-hands fix. Rollback deploy if needed. Post status update to hoahelper.app/status within 15 minutes. | 15 minutes |
Structured review rhythm. Each cadence has a specific purpose, specific metrics, and a specific output decision.
Daily
5 min
Morning Pulse Check — "Is anything on fire?"
Stripe: new payments?
Sentry: any P0 errors?
Support inbox: urgent?
PostHog: yesterday's signups
Reddit: any mentions?
Output: Nothing (unless red alert) · Tool: Stripe dashboard + Sentry + email
Weekly
45 min
Monday Weekly Review — "What changed and what should we do about it?"
MRR vs. last week
New trials started
Trial → paid conversions
Churn events (if any)
Ad CTR + CAC estimate
Bylaws upload rate
AI error rate
Support tickets
Output: 1 decision (pause ad, fix drop-off, send email, etc.) · Tool: This dashboard + PostHog funnel
Monthly
2 hours
Monthly Deep-Dive — "Are we winning, and where should we focus next month?"
Full MRR reconcile
CAC by channel
LTV:CAC trend
Cohort retention analysis
Funnel conversion by stage
NPS or CSAT data
Content performance
Ad creative A/B results
PM outreach pipeline
Output: 1-page written recap with 3 decisions for next month · Tool: Full dashboard + Stripe export + PostHog
Quarterly
Full day
Quarterly Strategy Review — "Is the plan still right or do we need to change direction?"
Actual vs. plan for the quarter
CAC payback period trend
Churn root cause analysis
Customer interview synthesis
Competitive landscape update
v1.2 feature prioritization
Channel ROI comparison
PM partnership pipeline status
18-month trajectory update
Output: Updated roadmap for next quarter · Major pivot decision if metrics warrant it · Board/investor update if applicable
Leading vs. Lagging Indicator Map
| Leading Indicator | → Predicts | Lagging Outcome | Lag Time |
|---|---|---|---|
| Bylaws uploaded within 48hr of signup | → | Trial-to-paid conversion rate | 90 days |
| Resident questions asked (monthly) | → | Renewal rate at trial end | 60–90 days |
| Facebook ad CTR | → | CAC this month | 14–30 days |
| Health check call completed | → | Churn rate next month | 30–60 days |
| LinkedIn PM conversations started | → | B2B deals closed | 60–120 days |
| Guard portal entries logged | → | Guard portal retention (product stickiness) | 30–60 days |
| New MRR this month | → | ARR 12 months from now | 12 months |