5 Metrics to Watch if You Want to Grow Without Burning Out

Growing your business is a great goal, but if you’re not careful, it can come with stress, confusion, and burnout. Many business owners avoid tracking numbers because it feels too corporate, or they’re too busy wearing all the hats. The key to staying steady while growing is to keep an eye on a few simple metrics that reveal how things are really progressing behind the scenes. And the best part? These numbers mean even more when you talk about them regularly with your team.

Here are five easy-to-track business numbers (also known as KPIs) that help you grow without losing control:

1. Project Win Rate

This tells you how many of your proposals actually turn into paid work. If you’re winning 1 out of every 5 jobs you bid on (that’s 20%), it might be time to review how you’re pricing or pitching. If you’re winning nearly every proposal (like 90%), you may be undercharging. Sit down with your team and look at what’s working—and what’s not—so you’re chasing the right jobs, not just more jobs.

2. Order Acceptance to Payment Time

This measures how long it takes from the moment a customer says “yes” to when the money hits your account. That includes job setup, work execution, invoicing, and payment collection. Since timelines can vary depending on your industry and product type, it’s important to set a realistic goal for your line of business and monitor it over time. Your team can help identify delays and suggest ways to speed things up.

3. Cash on Hand

This is the amount of money you have available right now to cover expenses. It’s your safety cushion. Some businesses aim to keep 2–3 months of expenses on hand—what’s your comfort zone? Knowing this number helps you avoid last-minute scrambles or debt. Review it weekly or monthly with your team so everyone understands where things stand—and can plan purchases, hiring, or pauses more confidently.

4. Customer Retention Rate

Are your customers coming back? This metric shows the percentage of clients who return to do business with you again. The higher the better. Talk with your team about customer feedback and what keeps people coming back. Small tweaks in service or communication can lead to big improvements here. Even a simple spreadsheet or calendar reminder can help you track who comes back and how often, if you don’t use a CRM.

5. Gross Margin Per Project

This is how much money you keep after covering the direct costs of each project. It’s not just about making money—it’s about keeping it. If you’re bringing in $10,000 and spending $8,000 to deliver, your margin is only 20%—and that might not be enough. Review your numbers with your team to find ways to do the work more efficiently or price more effectively.

Recap

These five numbers can tell you a lot about how your business is doing:

• Project Win Rate

• Order Acceptance to Payment Time

• Cash on Hand

• Customer Retention Rate

• Gross Margin Per Project

Talking through these numbers with your team can lead to smarter decisions, better use of time, and fewer fires to put out. When everyone understands what you're aiming for, it's easier to stay on track and keep the business running smoothly without burning anyone out.

Don’t wait for things to break before you check the numbers—pick one metric this week and talk it through with your team.

Ellis Bledsoe, Principal Owner

ECB Solutions, LLC