7 Key Metrics for Personal Errands & Concierge Services to Track Weekly
Many personal errand runners, concierge service owners, and senior companions track too many numbers and act on none of them. The best approach is to focus on a few key numbers, then check them often. This guide gives you the seven numbers that predict the health of your errand or concierge business — and shows you how to track them simply, without needing a big tech team.
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Why Most Business Dashboards Fail for Service Providers
A dashboard showing 40 different numbers will likely cause confusion, not clarity. Every number you add makes it less likely you'll actually *do* anything about them. Your goal isn't to report everything. Instead, you want a small set of early warning signs that tell you if your errand service or senior companion business is on track before a small problem becomes a big headache. For a personal service business, staying focused means you can spend more time with clients, not stuck in spreadsheets.
Metric 1: Weekly Billable Hours & Total Revenue
This is your main income number. For an errand or concierge business, it's often best tracked as your total billable hours and the revenue those hours bring in. Are you a solo operator charging hourly for personal shopping or senior companion visits? Track the total hours you spent on paid tasks each week and the total money collected. If you offer packages or per-task fees (like for a specific delivery), track the total money from all client tasks. Look at both the total number and how it grows week-over-week. If your total billable hours or weekly revenue should be going up but stays flat, that’s your first sign to look deeper.
Metric 2: Client Acquisition Cost (CAC)
How much money does it cost you to get one new client to book a service? Add up all your spending on marketing and sales for the month (think flyers at local community centers, boosted Facebook posts, ads on local online directories, business card printing, or even referral fees you pay out). Then, divide that total by the number of new clients who booked their first paid service. If your Client Acquisition Cost is going up, but your client's total value to you isn't, your efforts to find new business are getting less effective. Check this number monthly. If you're running paid online ads for your errand services, check it weekly.
Metric 3: Client Lifetime Value (LTV)
How much money does a single client bring into your personal errand or concierge business over the entire time they use your services? For an hourly service: Take your average hourly rate, multiply it by the average hours a client books per month, then multiply that by how many months the average client stays with you. For clients who buy packages: Average package price times the average number of packages they buy per year, times how many years they remain a client. If your LTV is at least 3 times higher than your CAC (LTV:CAC above 3:1), it means your business is healthy and growing, especially vital for recurring services like senior companionship.
Metric 4: Client Churn Rate
This is the percentage of clients who stop using your services or don't book again in a certain period. For a personal errand or concierge business, this means clients who don't re-book within 30-60 days or cancel a regular service plan (like weekly senior visits). To track it monthly: Divide the number of clients you lost this month by the number of active clients you had at the start of the month. High churn kills growth, even if you’re finding new clients. It’s like trying to fill a bucket with a big hole in it. Track this monthly, and always try to find out why a client left, especially if it was a long-term senior companion client.
Metric 5: Cash Runway
How many months can your personal errand or concierge business keep running if your spending stays the same and no new money comes in? To figure this out: Take your current cash balance and divide it by your average monthly cash outflow. Your outflow includes fuel costs, vehicle maintenance, liability insurance, software for scheduling (like Calendly or Acuity) and invoicing (like Wave or QuickBooks Self-Employed), business license fees, and any small advertising budget. This number should never drop below three months without a clear plan to bring in more cash or cut costs. Review this number monthly. It's the metric that prevents sudden money problems.
Metric 6: Lead-to-Client Conversion Rate
What percentage of people who show interest in your errand, personal shopping, or senior companion services actually become paying clients? Track this at key steps: How many people who inquire (by phone, email, or your website form) move to a first meet-and-greet or consultation? Then, how many of those consultations lead to a first paid service booking? If this percentage is dropping, it means one of two things: either you're attracting the wrong kind of leads (e.g., people looking for much cheaper rates), or your sales process (how you talk to potential clients, your price quotes) isn't working well. Knowing which problem it is saves you weeks of wasted effort.
Metric 7: Net Promoter Score (NPS) / Client Referral Score
This is a simple way to know if your clients are happy enough with your personal errand or senior companion services to tell others about you. Send a quick one-question survey quarterly: 'On a scale of 0 to 10, how likely are you to recommend [Your Business Name] to a friend or colleague?' People who score 9-10 are 'Promoters.' Those who score 0-6 are 'Detractors.' Subtract the percentage of Detractors from the percentage of Promoters to get your NPS. A low NPS often means clients might leave soon or won't send you new business, even before it shows up in your weekly billable hours. High scores mean more word-of-mouth referrals, which are gold for personal service businesses.
How to Build Your Weekly Errand & Concierge Dashboard
Start with a simple Google Sheet. Set up five columns: 'Metric Name,' 'Last Week's Value,' 'This Week's Value,' 'Change (+/-),' and 'Notes.' Every Monday morning, take 15 minutes to fill it out. Use your Google Calendar or scheduling app for billable hours, Wave or QuickBooks Self-Employed for income and expenses, your website form or call log for lead numbers, and a simple survey tool (like SurveyMonkey Basic) for client satisfaction. The habit of checking these few numbers weekly will change how you run your personal errand or concierge business, helping you make smarter choices about where to focus your time and effort.
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FREQUENTLY ASKED QUESTIONS
How often should I look at my metrics?
Revenue, CAC, and pipeline: weekly. LTV, churn, and NPS: monthly. Cash runway: monthly, more frequently if under six months. The goal is to spot trends before they become emergencies, not to react to daily noise.
Do I need special software for a business dashboard?
No. A Google Sheet updated weekly is more valuable than a sophisticated BI tool that no one looks at. Start with a spreadsheet and add software (Looker Studio, Databox) only when manual data collection becomes the bottleneck.
What is a good LTV:CAC ratio?
3:1 is the commonly cited healthy threshold for a growing business. Below 1:1 means you are losing money acquiring customers. Above 5:1 may indicate you are underinvesting in growth — you have room to acquire more customers at higher cost.
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