# Business Analytics for Tutoring & Coaching Businesses Real reports on cash collected, capacity, card-vs-ACH payments, lead conversion, and reputation, all pulled from the sessions and payments already running through Gigpie. Canonical URL: https://gigpie.com/features/analytics --- Two students have been waitlisted for algebra since March, and the coach who covers most of that subject just asked to drop to part time. The owner has to answer a hiring candidate by Friday, and the honest answer needs numbers nobody has written down: how tight capacity already is, whether this month's cash covers another hourly rate, and whether the last hire ever worked out. None of that lives in one place. The scheduling view only shows this week. The bank balance shows what cleared, not what families still owe. A spreadsheet from the last hire has last year's numbers on it, untouched since. By Thursday night, the decision usually gets made on a feeling instead of an answer. ## The Executive Report Reconciles Cash, Bookings, and What's Still Owed The Executive Report answers "how are we actually doing" with numbers pulled straight from sessions and payments: net cash collected against refunds, sales booked against what's actually been recognized as revenue, and a receivables line that separates overdue balances from ones not yet due. A delivery-completion rate shows how many booked sessions actually happened, and the report calls out exceptions instead of leaving you to spot them. It runs on a 36-hour cache, not a live query, so numbers hold still through a morning of review. ![Executive Report monthly view showing $258,015 in sales booked, 72% delivery completion, and $78,815.39 in receivables](/images/marketing/admin-executive-report-monthly.png) *$258,015 booked this month, 72% of sessions actually delivered, and $78,815.39 still on the receivables line, the same report a Friday hiring decision would pull from.* ## Capacity Forecast Runs a Simulation, Not a Guess Most scheduling tools that forecast capacity at all just subtract booked hours from available hours and call it done, a projection that assumes every session happens exactly as scheduled. Capacity Forecast instead runs a Monte Carlo simulation, thousands of randomized outcomes drawn from real cancellation and reschedule history, and returns a range instead of one falsely precise number: the difference between "fully booked" and "booked, with a real chance next week runs several hours short." Only the second answer is useful for deciding whether to hire. > **Worked example:** Say this week shows 32 of 40 possible hours booked across six coaches, which looks comfortable at a glance. Capacity Forecast runs that schedule forward thousands of times against each coach's real cancellation history and returns a range instead of one total: most likely 27 to 34 hours actually delivered, not a flat 40 or 32. The two waitlisted students need six of those hours a week between them. Once the part-time coach's hours come off the board too, that range moves further from covering the waitlist, which is what turns "maybe we should hire" into "yes" before Friday. ## Payment Analytics Splits Card From ACH Payment Analytics breaks every transaction down by method instead of lumping "payments collected" into one number: card versus ACH volume, the success rate for each, how many days ACH takes to clear, and a running tally of what moving families to ACH has saved in fees. If half your families still pay by card when ACH would cost less, this report shows it, transaction by transaction, not as a rounded estimate. ## Sales Acquisition and Reputation Close the Loop Sales Acquisition attributes conversions to whatever lead source or campaign actually brought a family in, with a one-click sync to a connected Google Ads account that pulls in conversion data on demand, not a background job running on its own. [Reputation Overview](/features/reputation-reviews) tracks the other half of the loop: every completed session triggers a request for a one-to-five star rating and comment, and anyone who leaves five stars gets pointed toward leaving that same review on Google, Trustpilot, or Thumbtack (a settings dropdown can widen that to four). Marketing spend and review growth end up measured by the same system that runs the sessions, not reconciled by hand afterward. ## Who Uses This A solo tutor doesn't need any of this. They already know if they're fully booked and whether last month's checks cleared, because they taught every session and cashed every check themselves. These reports start to matter once you can't hold the whole business in your head at once: three or more coaches, a waitlist that's a real question rather than a rounding error, or marketing spend you need to justify with more than a feeling. Below five or six educators, checking in weekly is probably enough; past a dozen, the exception list is worth a daily look. ## Frequently Asked Questions ## FAQ **Q:** Do I need to set anything up to get these reports? **A:** No. They're built from the scheduling, billing, and session data already flowing through Gigpie, so there's no separate reporting tool to configure or sync. **Q:** What's a Monte Carlo simulation, and why does Capacity Forecast use one? **A:** It simulates your upcoming schedule thousands of times, each run accounting for the real chance a session gets cancelled or rescheduled, and returns a realistic range instead of one number that assumes nothing ever changes. **Q:** Does Payment Analytics tell me whether to push families toward ACH? **A:** It shows the comparison from your own account: ACH adoption and success rate against card, how long ACH takes to clear, and running fee savings, based on your transaction history instead of a rule of thumb. **Q:** Does Sales Acquisition track all my lead sources, or just Google Ads? **A:** It attributes conversions to whatever lead source or campaign is on record for a family. Google Ads gets a deeper sync once connected, a one-click pull from the report itself rather than something running automatically in the background; other sources track from the lead and campaign data already in the CRM. **Q:** Who inside my company can see these reports? **A:** They live in the admin dashboard, built for owners, admins, and staff who need the business view, not the coach or parent side of the product. **Know where the business actually stands Free until you collect revenue, then a flat 2% of what you collect. The Executive Report, Capacity Forecast, Payment Analytics, and every report above are included at every size.** [Get started free](/register) ## Related Resources - [Educator Payroll](/features/educator-payroll) - Payroll runs on the same completed-session data these reports summarize - [Billing & Payments](/features/billing-payments) - Where the cash, ACH, and card transactions behind Payment Analytics actually happen - [Smart Scheduling](/features/smart-scheduling) - The bookings, cancellations, and reschedules Capacity Forecast simulates against