Our budget projection model combines three sources of data to understand our financial position and project into the future:
Actuals (from SAGE): Historical revenue and expenses. Updated monthly by our CS&S project accountant.
Committed projections (from HubSpot): Future revenue from closed-won deals. We amortize each deal’s total evenly across its period of performance.
Estimated projections (from HubSpot): Future revenue from pipeline deals that are not yet closed-won.
For months where accounting books have already closed, we use Actuals only. For future months, we use HubSpot data (committed + estimated) for revenue projections.
Each HubSpot deal has an Amount Collected field that tracks how much has been invoiced for that deal. This is subtracted from the deal total so we only project the remaining amount.
The runway projections are generated by the 2i2c-org/finance repository and output to a Google Sheet.
Runway model and projections sheet
Runway projections instructions
Roles and responsibility for tracking our contracts portfolio¶
Our monthly process for tracking our contracts portfolio requires input from CS&S, the Delivery Manager Role and the Business Development Lead (BD Lead). Both need to cultivate an ongoing understanding of the portfolio to:
Be able to update it as a source of truth
Identify accounting or contractual deviations.
See Stage Ownership in the HubSpot and CRM guide document for additional responsibilities of BD / P&S / Operations
Delivery Manager’s responsibilities¶
The Delivery Manager is responsible for monitoring the systems that we have for tracking contracts in collaboration with the CS&S team. Accounting deviations or concerns will be reported to the Partnership Lead.
The Delivery Manager is responsible for refining this process over time.
Business Development Lead’s responsibilities¶
The Business Development Lead is responsible for taking actions to follow up with communities and/or triggering processes in CS&S to move actions forward. They work closely with the Delivery Manager to ensure the system is working effectively.