Five phases
Data intake and mapping
Inputs. Ledger export, bank files, billing or channel extracts, and a list of people who own those files.
Activities. We catalogue file names, refresh times and join keys. Sample periods are loaded to test whether keys match. Gaps are written into the source register rather than solved in a hidden formula.
Outputs. Source register and field maps.
Duration. One to two weeks for a single entity with stable extracts.
Reconciliation and cut-off rules
Inputs. Mapped extracts and a trial close period.
Activities. Revenue, cash and material balance-sheet items are tied to the ledger. Unmatched rows are aged. Cut-off rules are drafted, including the treatment of a file that arrives after freeze.
Outputs. Reconciliation checklist and cut-off note.
Duration. One to two weeks, overlapping mapping where files are clean.
Metric definitions signed off
Inputs. Draft register and a decision-maker on the client side.
Activities. Each board metric is written as a definition, a formula and a source. Ambiguous items (gross versus net, contribution versus gross margin) are settled in writing.
Outputs. Signed metric register.
Duration. Three to ten working days, gated on sign-off rather than on modelling hours.
Build and parallel run
Inputs. Signed register, maps and checklist.
Activities. Pack template, cash view and model are built. Two or three periods are produced beside the existing close. Differences are classified.
Outputs. Live pack, model workbook, parallel-run log.
Duration. Three to four weeks including the parallel run.
Monthly operation and review
Inputs. Operating manual and the close calendar.
Activities. Intake, freeze, reconciliation, issue, review call. Quarterly, the assumption set is reopened and the change log is updated.
Outputs. Issued pack, dashboard refresh, updated cash view.
Duration. Ongoing under a retainer, on the stated working-day calendar.
Measurement and review cadence
Weekly. The cash view is refreshed on the stated weekday. Bank actuals overwrite the first column. Exceptions that block a receipt or payment line are listed and assigned. There is no weekly board pack unless the statement of work says otherwise.
Monthly. Source files freeze on T+2 working days. The pack is reviewed internally and issued on T+4. Variance commentary is written to the three standard questions. The dashboard is refreshed after the pack is signed so the screen cannot drift ahead of the PDF.
Quarterly. Assumptions in the forecast and the cost map are reopened. Driver rates are compared with the last three actual months. The change log records what was altered and which pack version first uses the new base. Re-baselining is a scheduled activity, not an informal edit.
What we need from the client
Three conditions sit in every statement of work. First, data access: read access to the ledger export and to the operational systems named in the source register, on the refresh calendar we agree. Second, one decision-maker who can sign definitions and cut-off rules. Committees can review. Sign-off still needs a named role. Third, time for sign-off on the metric register before build starts. If definitions remain open, the build calendar pauses rather than guessing. A part-time finance manager can be that decision-maker provided response times are written into the work plan.
Assumptions and limitations
Forecasts produced under this framework are scenarios built on stated assumptions. They are not predictions. Collection rates, conversion, seasonality and cost inflation are written on the assumption sheet. If an assumption is wrong, the cash view and the P&L forecast will be wrong in the same direction. We do not attach a probability to a scenario. We do not guarantee an operating result. Historical actuals are only as reliable as the ledger and the operational extracts. Where a source is incomplete, the pack shows a gap rather than a filled cell. Beautyandhealthco delivers analytics, modelling and reporting services. We are not a licensed financial adviser and we do not provide investment, tax or legal advice.