Custom Dance Studio Operations & Financial Dashboard
Budget: $250 – $750 USD
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
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