Running a small business can be a wild ride. You’ve got revenue coming in from multiple places, constant expenses, and keeping track of everything can feel overwhelming—especially when you’re juggling different locations, product lines, or departments. That's where class-level dashboards with your QuickBooks data can really ease some of that stress.
If you're using QuickBooks, you're probably familiar with its core features for managing finances. But when it comes to giving you that bird’s eye view of what’s really going on across different areas of your business, QuickBooks doesn’t always cut it. So what can you do instead? Use class-level dashboards that organize and visualize your data in a way that’s not just digestible, but actionable.
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Why Class-Level Dashboards Matter
If you use QuickBooks, you’re probably familiar with its "classes" feature. QuickBooks has this neat feature called "classes." You can use it to group income and expenses by categories like locations, product lines, departments, or even specific projects. It's super helpful if you need to keep tabs on how different parts of your business are doing.
But here’s the thing—QuickBooks reports can only go so far. They give you data, sure, but they’re not the easiest to read or analyze, especially if you’re a visual learner. That’s where a custom dashboard comes in handy. When you set up a class-level dashboard, you can get instant insights into where your business is thriving, where it's struggling, and what needs your attention.
Using Google Looker Studio with QuickBooks
Here at Pineapple Consulting Firm, we use Google Looker Studio (formerly known as Data Studio) to transform raw data from QuickBooks into visual, interactive dashboards that give a clear view of business performance. Looker Studio lets you connect to your QuickBooks data, create custom visualizations, and organize key metrics into an easy-to-understand format. For small businesses looking to make data-driven decisions, this tool can be a game-changer.
What’s awesome about Looker Studio is that it’s customizable. You can structure your dashboard based on your needs, customize it with specific KPIs (Key Performance Indicators), and blend data sources—something you might struggle to do within QuickBooks alone.
Let's jump into the details of how to get started!
Step-by-Step Guide to Building a Class-Level Dashboard
Step 1: Nail Down Your Key Metrics
Before diving into dashboard-building, figure out what you really want to track. Some popular metrics for small businesses include:
Revenue by location, department, or product line
Expenses breakdown (think salaries, marketing, rent, etc.)
Profit margins across different areas of your business
Customer acquisition cost
Revenue growth over time
Pro tip: Keep it simple! Start with 4-6 core metrics that give you a snapshot of how things are going.
Step 2: Gather Your QuickBooks Data
Next, it’s time to pull the data out of QuickBooks. You’ll want to generate a Profit & Loss Detail report and make sure "class" is on the of the fields. This is your ticket to separating data by whatever categories matter most—like your different locations or product lines.
To get the class data from QuickBooks into Google Looker Studio, we use a tool like Coupler.io, which helps automate the transfer of data from QuickBooks to Looker Studio. Coupler.io pulls in the relevant QuickBooks data, including revenue, expenses, and profit by class, making it easy to start building the dashboard.
Step 3: Let’s Build This Dashboard
Now, you’ve got your data in Looker Studio, and it's time to start building that dashboard. If you’re new to this tool, don’t worry—it’s more intuitive than you might think.
Create a new report: Open Looker Studio, click on "Create," and select "Report."
Add your QuickBooks data: Connect Looker Studio to the data source you just imported via Coupler.io .
Start building your visualizations: Add charts, graphs, and tables that highlight your key metrics (KPIs) you identified earlier.
Step 4: Dive Into Class-Level Insights
With your dashboard up and running, it’s time to really dig into your data. For example, if you’ve got three locations, you’ll be able to compare them side by side. Who’s bringing in the most revenue? Which location has the highest expenses? You’ll also spot trends, like if one store’s costs have been creeping up lately.
Here are a few ways to structure your dashboard:
Revenue Breakdown: Show revenue by class, or even drill down by product line.
Expense Breakdown: Separate out expenses into key categories (e.g., salaries, rent, marketing) and create charts for each class. This makes it easy to see where money is being spent.
Trends Over Time: It’s important to understand not just where your business stands today, but how it’s trending over time. Add line graphs or bar charts to show revenue and expenses month-over-month or year-over-year.
Comparison Feature: Set up filters that let you compare this month to last month, or Q1 to Q2, so you can spot patterns at a glance.
Customize filters: Add filters that allow users to drill down into specific locations, time periods, or even individual products. This makes the dashboard more interactive and tailored to your needs.
Step 5: Put Your Data to Work
Now comes the fun part: using your data to actually make decisions. A well-designed class-level dashboard makes it easy to:
Compare performance: Is one location way more profitable? Or is one product line lagging?
Spot cost-saving opportunities: Are certain areas eating up too much budget?
Track trends: See how your business is growing, and whether certain changes (like a new product launch) are having an impact. Are there seasonal trends or year-over-year improvements?
Step 6: Set It and Forget It
The best part about using Looker Studio? Once it’s set up, your dashboard updates automatically. That’s right—no more manually pulling reports. As long as your QuickBooks data is connected, your dashboard stays current, giving you up-to-date insights whenever you need them.
Why This Matters for Your Business
At the end of the day, class-level dashboards are more than just pretty visuals—they’re a powerful tool for driving your business forward. They give you a clear view of how different parts of your business are performing, so you can make smarter decisions.
Whether you’re trying to figure out where to invest next, spot potential cost savings, or just get a better handle on your finances, a class-level dashboard gives you the insights you need—all in one place. Here are a few reasons why you should consider implementing one:
Improved decision-making: When you can see exactly how each location, product, or service is performing, you’re able to make informed decisions. Do you need to invest more in marketing for a particular product line? Are you spending too much in one area? A class-level dashboard makes these insights clear.
Better financial planning: By breaking down revenue and expenses at the class level, you’ll have a better understanding of your business's financial health. This makes it easier to create accurate forecasts and set realistic goals.
More efficient management: If you manage multiple locations or departments, a class-level dashboard can help you identify which areas need more attention. Whether it’s focusing on improving sales in a particular region or cutting costs in another, the dashboard provides a roadmap for action.
Ready to Get Started?
If you want help building a custom dashboard or just have questions about getting more out of your data, don’t hesitate to reach out. We’re always happy to help business owners make sense of their data and turn it into a powerful decision-making tool.
Ready to get started? Let’s build something great together!
Don't Forget
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Reach out and let's get started!
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