A virtual CFO monthly report template that scales across clients

1. Headline page. Four numbers (revenue, gross margin, EBITDA, cash), each beside its comparison, and three sentences: what happened, why, and what to talk about.
2. Performance. The profit and loss for the month and year to date, against last year and budget, in grouped lines.
3. Cash and runway. Closing cash, a simple bridge (profit, working capital, capital spending, financing), and runway, cash divided by the average monthly net burn of the last three months, if the business is burning cash.
4. Balance sheet in brief. Debtors, creditors, loans and tax owed; anything moving the wrong way gets a line.
5. KPIs. Five or six per client, chosen for the business model: utilisation and staff cost as a share of fee income for an agency, gross margin by channel for an online shop, recurring revenue and net burn for software. Keep each client's set fixed.
6. Commentary. The number, the comparison and the reason for each section.
7. Recommendations. Two or three items for the monthly call, each with an owner.

Headline: fee income $96,400, down 3.1% on June last year; gross margin after freelancers 71.2%; EBITDA $12,800; cash $74,500, profitable, so runway doesn't apply.

Commentary:

Fee income was $96,400, down $6,500 (6.3%) on May and $3,100 (3.1%) on last June, because one retainer client paused for the month. Staff costs didn't flex, so they rose to 48.6% of fee income and EBITDA fell to $12,800.

Recommendations:

1. Agree with the client whether the paused retainer resumes in July (owner: managing director).
2. Review freelancer spend while the retainer is paused (owner: operations lead).
3. Chase the two invoices over 45 days, $11,200 together (owner: finance).

• One structure, different KPIs. The sections stay fixed; only the KPI set changes per client.
• Place each client's chart of accounts once. Every client's ledgers differ. Place them on your standard lines once, then only the new ledgers as they appear.
• The same delivery day, for example the tenth working day, held every month.
• Present, don't just send. A twenty-minute call walking through the headline page is worth more than a perfect PDF.

To choose a client's KPIs, ask the owner which three numbers they would want if they were away for a month, then add gross margin, cash and one working-capital measure: debtor days for a service business, stock days for a product business. Write the set down in the client file and change it only by agreement; KPIs that change every quarter make trends impossible to read. Leave out ledger-level profit and loss, every KPI the software can calculate, charts that need a paragraph to explain, and commentary that repeats the table in words.

The analysis is what a virtual CFO is paid for. Rebuilding the same report for every client every month isn't.

Magic MIS does the rebuild. Upload each client's trial balance export; each ledger is placed once and remembered, and the monthly report comes back as a checked Excel workbook, a board you can present full screen with the client's logo, and drafted commentary, in which the AI writes only the words: every figure in a sentence is filled in by the calculation engine from the ledgers, and a person reviews it before it goes anywhere. It is prepaid credits with no subscription and no per-client plan: a client who pauses costs you no run that month, though each company you keep carries its monthly memory fee. See the credit packs, and more in monthly reporting for virtual CFO services.