Custom Dance Studio Operations & Financial Dashboard

Project Title: Custom Dance Studio Operations & Financial Dashboard Overview I own a startup competitive dance studio and currently manage operations through a detailed Excel workbook. The workbook contains student enrollment, tuition tracking, payroll, private lessons, forecasting, expenses, and financial reporting. I am looking for an experienced developer to build a custom web-based dashboard that replaces the spreadsheet and provides a cleaner, more automated experience. Goals The system should function as a central operating dashboard for the studio and allow me to track financial performance, enrollment, payroll, and private lessons in one place. Core Features Student Management * Student database * Parent contact information * Active/Inactive status * Team level assignment * Tuition amount * Enrollment tracking * Search and filtering Private Lessons * Schedule and track private lessons * Student dropdown selection * Instructor dropdown selection * Lesson type: * Solo * Duo * Trio * Lesson length: * 30 minutes * 60 minutes * Automatic pricing calculations: * Solo: $40 (30 min) / $60 (60 min) * Duo: $25 per dancer (30 min) / $35 per dancer (60 min) * Trio: $20 per dancer (30 min) / $30 per dancer (60 min) * Automatic instructor payout calculation (80%) * Automatic studio margin calculation (20%) * Payment tracking * Payment method tracking Payroll * Instructor payroll tracking * Class pay tracking * Private lesson pay integration * Bi-weekly payroll calculations * Payroll summary by instructor * Payroll export capability Financial Dashboard * Monthly revenue * Monthly expenses * Monthly profit/loss * Cash on hand * Break-even enrollment * Revenue per student * Enrollment trends * Forecasting Reporting * Monthly reporting view * Ability to select a reporting month * Historical month comparisons * Revenue trends * Expense trends * Payroll trends Enrollment Dashboard * Active student count * Enrollment goals vs actual * Enrollment by age division * Enrollment growth tracking Future Features (Nice to Have) * Parent portal * Online payments * Class registration * Attendance tracking * Competition fee tracking * Choreography tracking * Automated invoices * Email and SMS integration Technical Requirements * Web-based application * Mobile-friendly * Secure login * Cloud-hosted * Ability to export reports to Excel/PDF * Scalable for future growth Current State I have a working Excel workbook that contains the business logic and calculations. This workbook should be used as the reference for workflows and reporting requirements. Please provide: * Relevant experience * Recommended technology stack * Estimated timeline * Estimated project cost * Examples of similar dashboard or business management systems you have built This is NOT a build-from-scratch project. I already have a functioning workbook that tracks revenue, expenses, payroll, student enrollment, class profitability, competition profitability, and key business metrics. The goal is to transform the current system into a highly automated, professional-grade financial planning and business intelligence platform that can support long-term growth and decision-making. While the current solution is built in Excel, I am open to alternative platforms if there is a compelling reason to move away from Excel. My primary objective is a scalable system that provides forecasting, reporting, profitability analysis, and operational visibility as the business grows. Current System Includes Revenue tracking Expense tracking Payroll reporting Student tracking Instructor tracking Competition profitability Class profitability Monthly reporting Dashboard reporting Financial summaries Basic forecasting models Project Goals Financial Forecasting & Scenario Modeling Build advanced forecasting capabilities that allow me to model: Student enrollment growth Tuition revenue projections Payroll projections Expense projections Competition revenue forecasting Profitability forecasting Cash flow forecasting The system should allow me to easily test: Best-case scenarios Expected scenarios Worst-case scenarios Cash Runway Forecasting Create a dynamic cash runway model that answers: How long can the business operate at the current burn rate? What happens if enrollment grows slower than expected? What happens if enrollment exceeds projections? When would additional capital be needed? How much cash reserve should be maintained? Outputs should include: 3-month forecast 6-month forecast 12-month forecast Rolling cash projections Break-Even Analysis Develop enhanced break-even reporting that includes: Break-even student count Break-even tuition revenue Break-even class enrollment Break-even by age division Break-even by instructor Sensitivity analysis I want to clearly understand the enrollment levels required to support operations. Fixed Expense & Debt Dashboard Create dedicated reporting for: Rent obligations Loan payments Equipment financing Software subscriptions Utilities Insurance Other recurring obligations Outputs should include: Total monthly fixed costs Fixed cost trends Debt service requirements Fixed costs as a percentage of revenue Revenue Classification Improvements One key enhancement needed is separating: Operating Revenue Tuition Registration fees Competition fees Merchandise Master classes Other earned revenue Funding Sources Owner contributions Capital investments Business loans Lines of credit The system should clearly distinguish operational performance from funding activities. Class Profitability Reporting Enhance existing class profitability models to track: Revenue by class Instructor cost by class Gross profit Profit margin Break-even enrollment Enrollment trends The goal is to quickly identify: High-performing classes Underperforming classes Classes operating at a loss Instructor Profitability Analysis Build instructor-level reporting that shows: Revenue generated Payroll cost Contribution margin Profitability by instructor Cost per student Revenue per instructional hour Competition Profitability Analysis Expand existing competition reporting to include: Revenue Entry fees collected Competition fees Convention fees Team fees Merchandise sales Expenses Registration fees Teacher travel Hotel expenses Choreography costs Costume expenses Administrative expenses Outputs should include: Profit per event Profit per dancer Profit per routine Annual competition profitability Executive Dashboard Create a cleaner, executive-level dashboard with KPIs including: Current cash balance Monthly revenue Monthly expenses Net profit/loss Current enrollment Enrollment growth Cash runway Break-even status Payroll percentage of revenue Fixed expense percentage of revenue Trend Reporting & Visualization Improve charts and reporting for: Revenue trends Expense trends Payroll trends Enrollment trends Cash balance trends Profitability trends Focus on making the information easy to understand and actionable. Automation & User Experience Improve overall usability through: Advanced formulas Automation Linked reporting Data validation Conditional formatting Error checking Reduced manual data entry Simplified maintenance Improved scalability The workbook/system should be easy for a non-technical business owner to maintain. Platform Flexibility The existing system is currently built in Excel. However, I am open to recommendations if another platform would provide a better long-term solution. Potential options may include: Microsoft Excel Google Sheets Power BI (with Excel backend) Airtable Smartsheet Custom web-based dashboard Other financial planning/reporting solutions If proposing an alternative platform, please explain: Why it is a better solution Advantages over Excel Estimated implementation cost Ongoing maintenance requirements Ease of use for a small business owner Deliverables Fully upgraded financial management system Forecasting tools Enhanced dashboards Automated reporting Documentation of changes Clean and scalable design Easy-to-maintain formulas and workflows No broken links, circular references, or unstable formulas

Project ID: 40521789