Here, you can get valuable insights into your project performance, conversion rates, and financial metrics.
Accessing Project Analytics
To find the Project Analytics section:
Navigate to the main left-hand menu.
Click on Analytics.
Select Projects from the submenu.
This will load the Project Analytics page. You'll notice filters at the top and several graphs displaying your project data.
Understanding the Graphs and Data
The Project Analytics page is designed to give you a clear overview of your project performance. Let's break down each section:
Project Conversion Rate
This graph, located at the top left, shows your project conversion rate based on the project creation date.
What it displays: For each month (cohort) a project was created, it shows the total number of projects that came in and how many of those have had a proposal accepted.
How to interpret it: This allows you to analyse performance on a cohort basis. For example, if 23 projects were created in January and 14 were accepted, your conversion rate for that January cohort is 60.9%.
Important note: You might expect more recent months to initially show a lower acceptance rate, which should increase over time as more proposals from that cohort are accepted. This view helps you identify if specific activities in certain months impacted conversion rates.
Financial Value of Projects
This graph provides a financial breakdown of your projects for each month. It features four bars:
Proposed Value: The total value of all proposals created and sent out in that month.
Accepted Value: The total value of proposals that have been accepted by customers.
Invoiced Value: The total value of invoices issued for those projects.
Paid Value: The total amount of money that has been paid against those invoices.
This helps you track the value you're converting at each stage and identify any outstanding money that needs to be collected or invoiced. The difference between "Proposed Value" and "Accepted Value" highlights the value of the opportunity within that period.
Pipeline Stage Conversions
This graph becomes particularly insightful when you filter the analytics for a specific pipeline (we'll cover filters shortly).
What it displays: It shows how many projects move through each stage of your selected pipeline, both in numbers and as percentages.
How to interpret it: For example, you can see how many of the projects created in a specific period (e.g., the last 12 months) reached "Estimate Sent", "Heat Loss Survey Booked", "Proposal Sent", and ultimately "Proposal Accepted" or "Complete Fully Paid".
Skipping stages: Be aware that projects might skip certain stages. For instance, a project might move directly to "Proposal Sent" without an initial estimate or a booked heat loss survey.
Calculating rates: If, for example, 114 projects started and 105 had proposals sent, and 97 of those were accepted, the proposal acceptance rate for that period would be 97 out of 105. The percentages shown are typically based on the initial starting number of projects.
Project Data Table
Below the graphs, you'll find a comprehensive table listing individual projects. This table includes columns such as:
Project Reference
Date Created
Date Accepted
Customer Name
Primary Contact Email
Pipeline Title
Pipeline Stage
Site Address (and separated Site Postcode for filtering)
Tags (filterable)
A direct link to the project
Financials: Proposed Value, Accepted Value, Invoiced Value, and Paid Value.
You can export the data from this table (and the graphs) as a CSV file by clicking the three dots in the corner of the table or graph.
Using Filters Effectively
The filters at the top of the page allow you to refine the data displayed in the graphs and table.
Filtering by Date Created
You can filter projects based on when they were created. The default might be "last 12 months," but you have many options:
Is between (select specific start and end dates)
In the next / In the last (e.g., 30 days, 6 months)
Filtering by Pipeline
To make the "Pipeline Stage Conversions" and "Financial Value of Projects" graphs more specific, you can filter by one or more pipelines.
Click the pipeline filter.
Select the desired pipeline(s).
Click Apply. The graphs and the project list will update to show data only for projects in the selected pipeline(s).
Filtering by Postcode
You can filter projects by site postcode.
Use the "includes" condition to find postcodes containing a specific string (e.g., "BS1").
Click Apply to see projects matching that postcode criterion.
Filtering by Tags
Similarly, you can filter by tags assigned to projects.
Use the "includes" condition. For instance, typing "solar" would show all projects tagged with "solar", even if they have other tags.
Click Apply.
Other Filter Options
You can also filter by:
Whether a proposal has been accepted or not.
Invoice value.
When a project was accepted (e.g., "projects accepted between [date] and [date]"). However, for cohort analysis, filtering by "Date Created" is often more insightful.
Exporting Your Data
As mentioned, you can export data for further analysis:
CSV Export: Click the three dots on any graph or the project data table to export the underlying data as a CSV file.
Image Export: For graphs, you also have the option to export the current view as an image.
Evolving Analytics
The Project Analytics section is continually evolving. Keep an eye out for new features and enhancements. There is also a separate video and help content available specifically on Profitability Data and how to use it.
I hope this helps you and your users get the most out of Payaca's Project Analytics.
If you have any more questions or need further assistance, please don't hesitate to contact our support team via the chat option in the bottom right.