Gaining financial clarity with HaloPSA quotes and invoices analytics

How do finance teams and MSPs maintain healthy cash flow while tracking sales opportunities? It starts with having clear visibility into invoice status, payment progress, and quote conversion rates. By monitoring outstanding invoices, payment statuses, and quote pipelines in one place, teams stay on top of revenue and identify bottlenecks quickly.

The challenge

Finance managers and MSP leaders often struggle to answer critical business questions: How much revenue is outstanding? Which invoices are overdue? Are quotes converting to sales? Which clients have the most pending quotes or unpaid invoices?

Without a unified view, cash flow problems emerge unexpectedly, quotes fall through the cracks, and teams waste time manually tracking down invoice and quote statuses across multiple HaloPSA screens.

Why this matters for HaloPSA users

HaloPSA provides robust invoicing and quoting capabilities, but understanding your financial health often requires navigating between multiple modules and generating separate reports for invoices, quotes, payment status, and client activity.

This dashboard solves that challenge by consolidating HaloPSA's financial data into a single, real-time view. Instead of running separate reports for invoice status, payment tracking, and quote progression, you get a complete financial overview in one place. The dashboard updates automatically, giving you current insights without manual report generation.

For MSPs and service businesses using HaloPSA, this means faster financial decision-making, proactive cash flow management, and the ability to identify at-risk revenue before it impacts business operations. It's particularly valuable for finance teams who need to track outstanding payments, sales managers monitoring quote conversion, and leadership wanting a quick financial health check – all without digging through HaloPSA's various financial modules.

The dashboard covers seven key areas:

Invoice overview: How many invoices are we managing? We track total invoice count to understand billing volume.

Invoice status distribution: Are invoices progressing through our workflow? We monitor draft versus posted invoices to ensure billing processes are moving forward.

Payment status tracking: What's our cash flow situation? We track unpaid, partially paid, and fully paid invoices to understand revenue realization.

Quote pipeline: How many potential sales are in progress? We monitor total quotes to gauge business development activity.

Quote status progression: Are quotes moving toward closure? We track quotes from draft through superseded, rejected, and accepted to understand conversion patterns.

Client engagement: Which clients are actively engaged? Quote distribution by client reveals where sales opportunities are concentrated.

Detailed records: What are the specifics? Comprehensive invoice and quote lists provide drill-down capability for any item requiring attention.

Dashboard walkthrough

Let's walk through each component of the dashboard and why it earned its place on our financial operations overview:

1. Invoices total counter

This large, prominent number provides an immediate snapshot of your current invoice volume. It's the first metric finance teams check each day to understand billing workload and activity levels. When tracked over time, this number reveals billing patterns – seasonal fluctuations, the impact of new client onboarding, or changes in service delivery. An increasing total might signal business growth or potential bottlenecks in invoice processing, prompting teams to review their billing workflows.

2. Invoices by status donut chart

This visualization segments invoices into their workflow states: Draft and Posted. Understanding this distribution is critical because only posted invoices can be sent to clients and ultimately paid. A healthy balance shows invoices moving efficiently through your billing process. If drafts accumulate, it indicates bottlenecks in approval workflows or incomplete billing information. This tile helps finance managers identify process inefficiencies and ensure revenue isn't delayed by internal workflows.

3. Invoices by payment status donut chart

Perhaps the most critical metric for cash flow management, this chart breaks down invoices by their payment state: Unpaid, Partially Paid, and Paid. This visualization immediately shows your accounts receivable health. Large unpaid segments signal collection priorities, while partially paid invoices often indicate clients on payment plans or experiencing cash flow challenges of their own. This tile helps prioritize collection efforts, identify clients needing payment conversations, and forecast incoming cash flow for business planning.

4. Invoices list table

This detailed table provides the essential drill-down capability when summary metrics identify issues. With columns for invoice number, dates, amounts, status, currency, and payment status, teams can quickly transition from high-level overview to specific action items. The table enables sorting and filtering to identify the largest outstanding invoices, items approaching due dates, or specific clients requiring follow-up. It's where summary insights become actionable tasks – knowing you have unpaid invoices is useful, but seeing exactly which ones and for how much enables immediate action.

5. Quotes total counter

This metric represents your sales pipeline volume – the potential revenue working its way toward conversion. It provides a quick gauge of business development activity and future revenue opportunities. For MSPs and service businesses, this number indicates both sales team productivity and market demand. Tracking this counter over time reveals trends in sales activity, helping leadership understand whether the business is generating sufficient opportunities to meet growth targets.

6. Quotes by status donut chart

This chart maps the sales journey by showing quotes distributed across their lifecycle stages: Draft, Sent, Accepted, Rejected, Expired, and Superseded. This distribution tells the story of quote conversion effectiveness. A healthy pipeline shows quotes progressing toward acceptance, while accumulations in expired or rejected states prompt questions about pricing, value proposition, or follow-up processes. Superseded quotes indicate productive client negotiations with revised proposals. This visualization helps sales managers identify where quotes stall and optimize conversion strategies.

7. Quotes by client donut chart

Understanding which clients are actively requesting quotes reveals account engagement and potential growth opportunities. This distribution helps prioritize sales attention, identify expanding accounts, and spot potential strategic relationships. Multiple quotes to the same client might indicate a large project being scoped in phases or an ongoing relationship with recurring opportunities. This tile enables account managers to focus on high-potential clients and ensures no active opportunities fall through the cracks.

8. Quotes list table

This comprehensive table provides complete visibility into the quote pipeline with all the details sales and finance teams need: quote numbers, clients, dates, amounts, status, and descriptive information. The table format enables quick scanning to identify high-value opportunities, quotes approaching expiry, or items stuck in draft status. Subject lines provide context for prioritization – large infrastructure quotes likely need different attention than routine service renewals. This is where quote strategy becomes tactical – sales teams can identify which specific opportunities need immediate follow-up and what actions will move them toward conversion.

Wrapping up

What began as scattered financial data across HaloPSA's invoicing and quoting modules is now transformed into a clear, actionable view of financial health and sales pipeline.

The power of this dashboard lies in its ability to answer critical financial questions instantly. Instead of generating multiple reports or navigating through HaloPSA's various financial screens, managers can identify cash flow risks, prioritize collections, monitor quote conversion, and make informed business decisions from a single screen.

Next steps

Want to build better visibility into your financial operations? With the HaloPSA plugin for SquaredUp, this entire dashboard is available immediately after connecting your HaloPSA instance. No complex setup, no manual configuration – just instant insights into your invoices and quotes.

You can use this dashboard as-is or customize it further to match your business's specific needs. Start by identifying the financial questions you ask most frequently – those are your dashboard priorities.

If you're planning to build something similar, or just looking for inspiration to make your dashboards more insightful, feel free to explore more ideas on our Dashboard Gallery.

And if you're new to SquaredUp, simply create a free account and start building your own dashboards today using the HaloPSA plugin.