Operating Rhythm & KPIs
Weekly ops review, monthly close review, quarterly planning, with a scorecard for each location and manager.
Fractional COO & CFO · South Florida
Your business, running without you in the middle of it.
B8 Partners installs the operating system for owners of multi-location businesses: weekly KPIs, a rolling cash forecast, written processes and dashboards that run on their own.
01What you get
The numbers, every Monday, without asking.
13-week cash forecast
$348K projected week 13
Ending cash Minimum cash
Weekly scorecard
| Location | Sales vs plan | Labor % | Status |
|---|---|---|---|
| Aventura | 104% | 17.8% | ✓ On track |
| Coral Gables | 98% | 19.2% | ✓ On track |
| Boca Raton | 91% | 22.6% | ! Watch |
| Fort Lauderdale | 83% | 24.9% | ▲ Act now |
02Who it's for
Owners whose business has outgrown their head.
Retail
Owner-run chains, 2 to 15 locations
POS, inventory, payroll, commissions and leases pulling the owner in every direction.
Real estate
South Florida investors
Short-term rentals and renovations at once. Permits, draws, lenders, insurance and guests, with no operations lead.
Today
Cash is managed from the bank balance. Numbers arrive late. Every decision routes through the owner.
After the install
A weekly rhythm with KPIs, a cash forecast, SOPs and decision rights. Managers own their numbers.
03Services
Four practices, one accountable team.
All services
COO
Operating cadence
KPIs, systems, portals, payroll flows, SOPs, vendors and hiring.
Explore → CFOCash and capital
Forecasting, treasury, lenders, controls and insurance.
Explore → FP&AAnalysis and reporting
One living model, variances, board and lender packages.
Explore → AccountingBooks that close
Multi-entity bookkeeping, close, AR, AP and sales tax.
Explore →Start with a free 45-minute call.
If the Diagnostic is not a fit, we will tell you who to call instead.
Book the callServices
What the engagement covers.
Most clients need some of each. The Diagnostic tells us which matters first.
COO Services
An operating cadence that does not depend on the owner's phone.
Accountable managers, systems that report on their own, and processes written down.
Systems & Dashboards
POS, inventory, time and attendance, and live views of sales, cash and KPIs fed from your existing systems.
Payroll & Commission Flows
Timesheets, bonuses and tiered commissions moving into payroll without manual re-entry.
SOPs & Decision Rights
Written procedures, approval thresholds and who can decide what.
Vendors, Landlords & Leases
Landlords, contractors, insurers and the renewals that leak money when no one owns them.
Hiring & Team Management
Role definitions, hiring plans, performance management and the hard conversations.
Custom Portals
Web portals built around how the business runs: location and manager portals for sales, commissions and scorecards; project portals for contractors, permits and draws; and owner views that pull it all together.
CFO Services
The numbers an owner can run the business on.
Cash controlled, lenders handled, and a plan the bank believes.
Forecasting & Budgeting
Rolling 13-week cash forecast and an annual budget by entity and location.
Finance & Accounting Oversight
Internal bookkeeping automation: bank feeds, categorization rules, receipt capture and reconciliations that run on their own, reviewed by us and handed to your CPA ready for tax time.
Cash & Treasury Management
Daily cash position across every account, with payroll and debt service planned ahead.
Banking & Lending
Construction draws, loans, refinance analysis and covenants.
Controls & Insurance
Separation of payment approval and release; insurance and contract review calendar.
Payments & Processing
Card-processing costs, chargebacks and fraud tools.
FP&A Services
A custom financial model, built for your business.
Built from your own locations, entities and cost drivers instead of a template, tied to actuals every month, and explained in plain language.
Custom Financial Model
One living model for the whole business, with scenarios for new locations, hires, pricing and financing.
Investor & Lending Reporting
The package your lenders and partners expect, delivered on schedule.
Board Materials Preparation
Ownership and board decks with the story behind the numbers.
Budget vs. Actual Analysis
Monthly variance review by location, property or project, with causes identified.
Metric Tracking & Analysis
KPI scorecards for owners and managers, refreshed automatically.
Cap Table Management
Ownership, partner capital accounts and distributions kept accurate.
Accounting
Timely, simple, reliable books.
Books that close on time and reconcile to the bank, across every entity you own.
Bookkeeping & Payroll
Multi-entity bookkeeping and payroll processing.
Month-End Close
A documented close calendar, reconciliations and statements by a fixed date each month.
Invoicing & AR Management
Billing, collections follow-up and an aging report someone actually works.
Accounts Payable
Vendor onboarding, approvals, payment runs and a weekly view of what is due.
Sales Tax & Compliance
Multi-state sales tax filings, licenses and renewals tracked so nothing lapses.
Clean-up & Catch-up
Behind on the books? Reconciled back to the bank before the forecast is built on top.
02What the Install delivers
Every 90-Day Install leaves the same core toolkit behind.
KPI scorecard
5 to 10 numbers reviewed weekly, an owner for each.
13-week cash forecast
By entity or location, updated weekly.
Operating rhythm
Weekly ops, monthly close review, quarterly planning.
SOP library
Starting with the tasks only the owner knows.
Decision rights
Who approves what, and spending thresholds.
Controls
Approval separated from release; insurance and contract calendar.
Dashboards & portals
Live sales, cash and KPIs, plus portals for managers and staff.
Payroll & commissions
Into payroll without manual re-entry.
Engagements
Diagnose. Install. Step down to a retainer.
Every client starts with the Diagnostic. Most move into the Install, then keep B8 Partners on one or two days a week.
Weeks 1–3Diagnostic
Weeks 4–1690-Day Install
Month 5 onwardRetainer
012–3 weeks
Operations Diagnostic
Written assessment, KPI baseline, cash snapshot and a prioritized 90-day plan. Fixed fee, credited toward the Install.
02~2 days/week · 3 months
90-Day Operating System Install
Most clientsKPIs, 13-week cash forecast, SOPs, dashboards and the operating rhythm in place and running.
031 day/week · ongoing
Fractional COO & CFO — Core
Weekly ops review, 13-week cash forecast, KPI oversight, monthly close review, vendor and lease issues.
03+2 days/week · ongoing
Fractional COO & CFO — Plus
Everything in Core, plus budgeting, lender relationships, hiring, team management and projects.
Add-onScoped per project
Custom tools
Portals, dashboards and integrations built for the specific needs of your business.
Retainers are monthly. Pricing is discussed on the intro call once we understand the size and shape of the business.
02Terms in brief
Simple, written down up front.
Contracting
Through B8 Partners LLC as an independent contractor.
Minimums
The Install is a 3-month commitment. Retainers run month to month after a 3-month initial term.
Billing
Retainers billed in advance on the 1st. Diagnostic billed 50% at signing, 50% on delivery.
Your data
All client data belongs to you and is handed over in usable form at the end.
Termination
30 days' written notice by either side after the initial term.
Insurance
Professional liability (E&O) coverage in place.
Case studies
What it looks like when the back office catches up.
Two engagements, two very different businesses, the same result: owners who can see their numbers, trust them and act on them.
Pharma · Florida
Read the case study →
Retail · Rentals · Construction
Read the case study →
A $10M-a-month compounding pharmacy, organized for its next stage of growth.
+12%production throughput per labor hour
−14%labor cost per unit of output
Three fast-growing businesses, one owner, no system. Until there was.
13 wksof cash visibility across every entity
0manual payroll re-keying
Sound familiar?
Start with a free 45-minute call. We will tell you where we would begin.
Book the callCase studies · Pharma
A $10M-a-month pharmacy, organized for its next stage of growth.
A Florida compounding pharmacy that manufactures and distributes its own products was selling more than $10 million a month. Sales had grown fast. The systems, reporting and organization behind them had not kept up.
+12%production throughput per labor hour
−14%labor cost per unit of output, with an optimized headcount
6 monthstime to measurable results
01The situation
The business had outgrown its own structure.
- Revenue scaled faster than process capacity, systems and organizational design.
- Reporting had high latency and inconsistent definitions, so leadership lacked a reliable, real-time view of KPIs.
- Production, fulfillment, sales and finance operated as silos, with manual hand-offs and no single source of truth.
- Headcount scaled linearly with volume instead of being modeled against actual workflow and utilization.
- Internal controls, including segregation of duties, had not kept pace with transaction volume.
02What we did
Process, portals, communication and controls.
Process
Workflow mapping & constraint analysis
Mapped the production and fulfillment process end to end, measured cycle times, identified the bottlenecks, and re-sequenced hand-offs to raise throughput.
Portals
Internal portals built in-house
Built portals that give each team real-time order status, queue depth and performance metrics from one data source, replacing spreadsheets and email chains.
Communication
Cross-functional integration
Defined structured communication protocols and hand-off points between production, sales and finance, so data flows once and is not re-keyed.
Internal controls
Controls that match the scale
Implemented segregation of duties, an approval matrix with defined authority thresholds, and a recurring reconciliation cadence.
Reporting
KPI & variance reporting
Standardized KPI definitions and delivered recurring financial and operational reporting with variance analysis, so decisions run on current data.
Organization
Headcount optimization
Modeled staffing against workload and utilization, realigned roles to the process, and reduced headcount without reducing output.
03The result
Higher throughput, lower unit cost, tighter control.
- +12% production throughput per labor hour. Achieved through process re-sequencing and bottleneck removal, with no capital expenditure.
- −14% labor cost per unit of output. An optimized headcount sustaining the same volume.
- Lower reporting latency. Leadership works from standardized, current KPIs instead of lagging estimates.
- Controls scaled to volume. Segregation of duties, approval thresholds and reconciliations sized for $10M+ in monthly transactions.
- Measurable results within six months.
Growing faster than your back office?
Start with a free 45-minute call. We will tell you where we would begin.
Book the callCase studies · Multi-division operator
Three fast-growing businesses, one owner, no system. Until there was.
A South Florida operator had grown a retail chain, a short-term rental portfolio and a construction division side by side. Revenue was growing. The back office was not.
01The situation
Growth had outrun the back office.
- Each division ran its own accounts, vendors and bookkeeping, with no combined view of cash.
- Cash was managed from the bank balance. Payroll and debt payments were a weekly surprise.
- Commissions, bonuses and timesheets were calculated by hand and re-keyed into payroll.
- The point-of-sale system no longer fit the stores, and inventory records could not be trusted.
- Insurance policies were spread across carriers with no single renewal calendar.
- Every decision, large or small, routed through the owner.
02The approach
Cash first, then the money flows, then the systems.
1
See the cash
Consolidate every account and entity into one view, then build the 13-week forecast so nothing about payroll, rent or debt service is a surprise.
2
Fix the money flows
Commissions, bonuses, timesheets and vendor invoices: define the rules once, route them to the right inbox, and stop re-keying.
3
Systemize the operation
Replace tools that no longer fit, build what off-the-shelf software could not do, and write down how the work gets done.
4
Protect the business
Insurance, leases, contracts and lenders, each tracked on a calendar with a clear owner.
03What we did
Built the financial structure and the tools to watch it.
Cash
One forecast across every entity
A 13-week rolling cash forecast covering all three divisions, plus a bank dashboard showing balances across accounts in one place.
Retail operations
New POS, rebuilt inventory
Migrated the stores to a new point-of-sale system, rebuilt the product catalog and counts from scratch, and put time-and-attendance controls in place.
Custom portal
An operations portal built in-house
Sales tracking, manager scorecards, tiered commissions and shift bonuses, a staff directory and automated incentive messages, designed around how the stores actually run.
Payroll
No more re-keying
Timesheets, bonuses and commissions flow from the portal into payroll by import instead of manual entry.
Accounting & controls
Books that close
Moved bookkeeping to cloud accounting with a documented setup, separate invoice inboxes per division, written SOPs and clear employment agreements.
Risk & real estate
Insurance, leases and lenders
Consolidated every policy into one tracker with a renewal calendar, reorganized coverage with the broker, and managed permits, construction draws, loan closings and lease negotiations.
04Division by division
Each business had its own problems. Each got its own fix.
Luxury retail
- Evaluated several point-of-sale platforms, then led the migration and cut-over.
- Rebuilt the product catalog from scratch, with size and color variants and fresh inventory counts.
- Designed a four-tier commission plan that rewards the salespeople who close.
- Put time-and-attendance controls in place to stop paid time that was not worked.
- Built a text-message approval flow so managers sign off on discounts in real time.
- Negotiated with major landlords on leases, temporary space, a warehouse sublease and operating-expense reconciliations.
Short-term rentals
- Ran a year-over-year performance review across the portfolio and flagged the underperforming properties.
- Set up co-host structures to share the operating load.
- Documented and filed an insurance claim for lost rental revenue.
- Resolved a utility billing dispute.
Construction & real estate
- Managed Miami-Dade permits and construction draws.
- Ran loan closings and refinance analysis.
- Put contractor agreements on paper.
- Gave architects and contractors one place to post updates, plan revisions and budget progress.
05Portals & tools built in-house
Portals built around the business, not bought off the shelf.
Every tool was designed for how this company actually runs, and the company's data stayed in its own systems.
- Retail operations portal. Sales tracking, manager scorecards, commissions, shift bonuses, staff directory, clock-in data and automated incentive texts for every store.
- Project coordination portal. Architects and contractors post updates and plan revisions with limited access, while the owner tracks progress and budget for every construction and rental project.
- Product registration module. New products entered once, with size and color variants as separate SKUs, feeding inventory and the point of sale.
- Discount approval by text. Floor staff request a discount, a manager approves from their phone, and the sale goes through.
- Multi-entity cash model. 13-week rolling forecast and P&L across all three divisions, with a live dashboard.
- Bank dashboard. Balances across accounts in one screen.
- Payroll import. Timesheets, bonuses and commissions exported from the portal straight into payroll.
- Insurance tracker. Every policy across retail, rentals and construction, with renewal dates.
- Daily operations log. One running record across every division.
- Commission tier tracker. Each salesperson's tier and payout, visible at a glance.
06The result
From reacting to running the business.
- Cash 13 weeks out. The owner sees projected cash across every entity, not just today's bank balance.
- Payroll from system data. Commissions and bonuses calculated once, in one place, and imported.
- Managers own their numbers. Each location reviewed weekly against its own scorecard.
- Risk under control. Insurance, leases and renewals tracked on one calendar.
- Less owner dependency. Written SOPs, employment agreements and a 90-day onboarding playbook let the team run without constant sign-off.
- Ready for the next stage. Clean, consistent reporting for lenders, partners and the CPA.
Sound familiar?
Start with a free 45-minute call. We will tell you where we would begin.
Book the callThe firm
Operators who build the tools, not just the plan.
B8 Partners is a South Florida firm providing fractional COO and CFO leadership to owner-run, multi-location businesses. We have run these operations ourselves, so the work starts on day one instead of after a long discovery.
01How we work
Three things clients notice first.
Operators, not observers
Every recommendation comes from running retail floors, construction projects, rental portfolios and payment operations firsthand.
Systems that outlast us
KPIs, cash forecasts, SOPs and dashboards are installed to run without the owner and without us in the room.
Built in-house
Portals, dashboards and payroll workflows are built by our team for each business, not bought off the shelf and bolted on.
02Industries
Industries we have operated in.
03Experience
Selected work.
Retail
Operations for a four-location luxury apparel retailer in Las Vegas and Miami Beach: POS migration, inventory rebuild, tiered commissions, time-theft controls and landlord negotiations.
Short-term rentals
Performance review across an eight-property portfolio, co-host structures, insurance claims and utility disputes.
Construction & real estate
Miami-Dade permits, construction draws, loan closings, refinance analysis and contractor agreements.
Finance & controls
A 13-week rolling cash forecast across multiple entities, an insurance portfolio tracker and a bookkeeping system transition.
Payments
Card-processing operations: chargebacks, processing costs and fraud tools.
We build, not just advise.
Every tool below was built in-house and proven in live businesses.
Retail ops portalProject coordination portalManager & staff portalsSales & commissionsLocation scorecardsPayroll exportsStaff SMSBank & cash dashboardsPayroll-import workflows
04Leadership
Michael Behar
Founder & Managing Partner
Takes fast-growing companies from chaos to control.
Michael is a seasoned operator who has spent his career building and running businesses, not just advising them. He has founded and run his own companies in payments, import/export and trading, and has led operations and finance for companies across retail, manufacturing and distribution, real estate, construction and short-term rentals. He has seen what breaks when a company grows fast, and he knows how to fix it.
His standard is the same in every engagement: cash forecast weeks ahead, not discovered at the bank; a handful of KPIs reviewed weekly, each with an owner; books that close on time and reconcile; and controls that let owners delegate without losing sight of the business.
He doesn't shop for off-the-shelf software and force the business to fit it. He builds custom solutions from within, starting from what the company actually needs: portals, dashboards and workflows designed around how the business runs, so the tools fit the company instead of the other way around.
The result is a company ready for its next stage: lenders and partners who trust the reporting, managers who own their numbers, and owners who get their time back to grow.
Contact
Tell us where it hurts.
The first step is a free 45-minute call. We use it to see whether the Diagnostic is a fit.
1
Intro call
Your business, where it hurts, what you have tried.
2
Diagnostic proposal
Within 48 hours of the call.
3
Diagnostic kickoff
Within one week of signing.