Welcome to your Dashboard
What this dashboard does
This is your live profit & loss view across every construction site. It reads data directly from your Monday.com boards and from your Application board — so the numbers you see here match what Maeve and your team are entering, with no spreadsheets in between.
How the numbers get here
Every 5 minutes the dashboard pulls fresh data from Monday.com. If you want a manual refresh at any time, use the Refresh button in the top right.
Two kinds of 'Applied'
The word 'Applied' appears in two places and means slightly different things — worth knowing so nothing catches you out. On the P&L tab, Applied to Date means money earned from plots that have been signed off and moved to Completed Plots. On the Cashflow tab, Applied means what Maeve has entered onto the Application board as the monthly application to the developer. These often line up but not always — e.g. you may have applied for work on the Application board before the plots are signed off on the site board.
The Four Tabs
P&L
Your default view. Shows the full profit picture: Contract Total (what sites are worth), Applied to Date (what's been earned), Total Costs, Net Profit, and Margin. Click any site card to drill into plot-by-plot detail.
Forecast
Projects every site forward to completion. It takes the cost rate you're running at right now and assumes it continues — so if a site's at 30% complete and margin is thin, it shows you what the final margin will likely be. Worst sites first so you spot problems early. Red under 10%, amber 10-20%, green above.
Cashflow
Pulls from your Application board. Shows what's been applied for, what's been paid, retentions, and what's still outstanding — broken down by month and by application status. This is your 'where's my cash?' view.
Retentions
A focused view of just the retention money being held back by developers. Every application with a retention amount is listed so you can see what's coming due.
The Numbers at the Top
Contract Total
The total value of every plot on every site. This is what the work is worth when it's all complete and signed off — the sum of all your Lump Sums.
Applied to Date
The total value of plots that have been signed off and moved to Completed Plots VO. This is money you've effectively earned. 'From completed plots' appears below the number as a reminder of what's feeding it.
Total Costs
Material + Supplier + Labour costs combined, across every site. If some of those costs are on sites where no plots have been signed off yet, a line appears underneath showing that number — so you know the profit figure isn't comparing apples to apples.
Net Profit
Applied to Date minus Total Costs — for sites where work has actually been applied for. We deliberately don't subtract costs from Contract Total because that would pretend work you haven't done yet is already profit. The label underneath shows how many sites are feeding into this (e.g. '3 of 17 sites applied').
Average Margin
Net Profit divided by Applied to Date, shown as a percentage. Only calculated on sites with Applied data, for the same reason as Net Profit. Healthy margin depends on the site, but above 30% is generally good in tiling.
The Bar Chart
What it shows
A horizontal bar chart with one row per site. Three bars per site: Contract Total (blue), Applied to Date (light blue), and Costs (amber). Quickest way to eyeball whether costs are creeping toward Applied on any site.
Only sites with Lump Sum values
Sites that don't have Lump Sum values entered yet (waiting on Gary) don't show on the chart — otherwise they'd appear as costs-only stubs with no revenue bar, which is noise. Once Lump Sum is entered, they'll appear automatically.
Sorted biggest first
The biggest-Contract sites sit at the top. Hover over any bar to see the exact figure.
Site Cards & Detail Pages
Reading a site card
Each card shows one site: name, developer, plot count, and a mini cost-vs-contract progress bar. The arc gauge on the right shows margin — but only for sites with Applied data. Sites without any applied work show a dash instead of a fake profit number.
Margin colours
Green 50%+ excellent. Light green 40-49% very good. Yellow-green 30-39% good. Amber 20-29% keep an eye on it. Orange 0-19% concerning. Red negative — site is losing money.
Click into a site
Clicking any site opens its full detail view: four KPI cards, a cost breakdown pie chart, a cost summary with progress bars, and a full plot-by-plot table showing Lump Sum and costs for every single plot.
Plot table
Every plot listed individually. For plots that have been signed off (or have costs against them), you'll see Profit and Margin columns populated with coloured borders (green healthy, amber borderline, red loss). Plots that haven't been signed off and have no costs show dashes rather than misleading 100%-margin numbers.
Cashflow Tab in Detail
The four KPI cards
Pre-Deductions (total value applied for on the Application board), Total Paid (what's come back), Total Retentions (held), and Total Outstanding (what's due but hasn't been paid).
Outstanding — how it's calculated
We calculate Outstanding ourselves as 'Amount Due minus Amount Paid' on each application. Monday's built-in Outstanding formula has been unreliable in the API, so we bypass it. Numbers shown here may not match the Monday board's Outstanding column — trust these.
Monthly breakdown
One row per month. Shows sites-applied count, pre-deductions, paid, retentions, due, and outstanding. Newest month first. Useful for spotting trends (e.g. paid amounts dropping month on month).
Status breakdown
Groups applications by their status on the Application board (To Apply, App Submitted, Paid, etc.). Lets you see at a glance how many applications are stuck somewhere.
'(copy)' items are excluded
When Maeve creates next month's applications, she often duplicates the previous month's as '(copy)' templates. Those duplicates are filtered out of all Cashflow totals — otherwise figures would double up.
Retentions Tab in Detail
What it shows
Every application that has a retention amount above zero. Two KPI cards at the top: Total Retentions (sum of all held money) and Total Outstanding (repeated from Cashflow for convenience).
Retentions table
One row per application with a retention. Columns: Site, Application number, Pre-Deductions, Retention (highlighted in purple), Status, and Due Date. Sorted alphabetically so multiple applications on the same site group together.
Chasing retentions
Retentions are typically held for 6-12 months after practical completion. Use the Due Date column to see what's coming up. Anything overdue is a direct conversation with the developer.
Forecast Tab in Detail
The idea
Takes your current cost rate on each site and projects it forward to completion. If a site's at 20% complete with £10k of costs, the forecast assumes you'll incur roughly £50k of costs by the time it's 100%. Compares that forecast against the Contract Total to estimate final margin.
Why worst-margin first
The table sorts by forecast margin with the worst at the top — so a site that's running at 5% forecast margin appears above a site that's at 60%. This is where you want your attention.
Awaiting First Completion
Sites that don't have any completed plots yet can't be forecast (we have no cost rate to project from). These appear in a separate section below, so you know they exist but understand why they have no forecast numbers.
Caveat
Forecast is only as good as the data — specifically, cost rate in the early stages of a site can be deceptive. Snagging costs might all be loaded at the end, or material costs might be front-loaded. Use this view as an early warning, not as a guaranteed final margin.
Filters & Sorting
Developer filter
Pill buttons let you filter to a specific developer (Dandara, Bellway, Vistry etc.). Click 'All' to reset. KPIs, charts and cards all update to reflect the filter.
Sort options
Sort sites by Margin, Profit, Revenue, or Name. Useful for quickly finding your best or worst performers.
Exporting to CSV
Full export
The download icon in the header exports every currently-filtered site as a CSV file. Columns include Site, Developer, Plots, Contract Total, all cost categories, Applied to Date, Profit, and Margin %. Filename includes today's date.
Per-site export
When you've drilled into a site, there's a download button next to the Back button. This exports that site's plot-level data — useful for sharing with site managers or attaching to invoices.
Plot sort order
Plots in exports are sorted naturally (Plot 1, Plot 2 ... Plot 10, Plot 11) rather than alphabetically (where you'd get Plot 1, Plot 10, Plot 2).
Theme, Refresh & Tips
Dark / Light mode
Toggle in the header, next to the tabs. Dark is easier on the eyes; light is better for bright offices and for printing.
Refresh timing
The dashboard pulls from Supabase every 5 minutes. Supabase itself pulls from Monday every 5 minutes too, so the data you see is at most 10 minutes behind Monday.
Live indicator
The green dot in the header means the dashboard is connected. The badge next to it shows how many sites are loaded. If that dot goes red or the count is wrong, hit Refresh. If it's still wrong, let Mark know.
Mobile
Works on phones and tablets. Some elements reorganise for smaller screens. Tab bar wraps; tables scroll horizontally.
Keeping the Data Right
What the dashboard reads
Every site needs four cost columns (Lump Sum, Material Costs, Supplier Costs, Labour Costs) and an Applied to Date column on the Monday board. All 17 live site boards have these columns. Some larger sites also have additional columns or groups specific to their project.
Adding a new site
Create a new board by duplicating the Master Template (board 5088438914). It already has every column set up correctly. Give it a proper name including the developer and site (e.g. 'Dandara - New Site Name'). Within 15 minutes the new site will appear on the dashboard automatically — no configuration needed.
Why a site might show £0
If Lump Sum hasn't been entered on a new board, the site shows zero Contract Total. That's a data-entry task, not a dashboard bug. As Lump Sum values are entered on the site boards, those sites will come alive in the P&L automatically.
Why a site might show dashes
Dashes instead of numbers mean 'we don't have enough information to show a profit/margin here yet'. This happens when a site has costs but no plots have been signed off (moved to Completed Plots VO). Once the first plot is signed off, real numbers appear.
Application board naming
The Cashflow and Retentions tabs use site names from the Application board. If the same site is entered with inconsistent spelling (e.g. 'Vistry - Thanet' one month, 'Vistry Thanet' the next), it appears as two separate entries. Keep spellings consistent when entering applications.
Something looks wrong?
Start by clicking Refresh. If a figure still looks off, check the Monday board directly — the dashboard reflects what's there. If Monday looks right but the dashboard doesn't, let Mark know.