Operating Rhythm & KPIs
Weekly ops review, monthly close review, quarterly planning, with a scorecard for each location and manager.
Fractional COO & CFO · South Florida
Only by understanding where you have been, and knowing where you currently stand, are you able to move forward productively with full clarity and confidence.
As a business owner, your vision should be on the next five years, not the next five fires.
B8 Partners installs a custom operating system for your business: daily cash position, a rolling cash forecast, weekly KPIs, budget vs. actual, receivables and payables, margins by product or job, labor and inventory tracking, written processes, and automated alerts when something goes off track. If you can measure it, we can track it. It all runs on its own on a live portal, right in the palm of your hand, so you can act before problems hit instead of reacting after. Your team gets clear, accurate numbers to make the right calls.
01What you get
The numbers, every Monday, without asking.
Cash today
$412K
+$18K vs Friday
13-wk low point
$305K
Week 11 · above $300K min
Sales WTD
$186K
94% of plan
Gross margin
57.9%
+0.9 pts vs budget
Labor %
21.1%
Target 19.0%
AR > 30 days
$64K
AP due in 7 days $91K
13-week cash forecast
$348K projected week 13
Ending cash Minimum cash
Weekly scorecard · by location
| Location | Sales vs plan | GM % | Labor % | Inv. days | Status |
|---|---|---|---|---|---|
| Aventura | 104% | 59.1% | 17.8% | 42 | ✓ On track |
| Coral Gables | 98% | 58.7% | 19.2% | 47 | ✓ On track |
| Boca Raton | 91% | 57.2% | 22.6% | 61 | ! Watch |
| Fort Lauderdale | 83% | 56.0% | 24.9% | 58 | ▲ Act now |
| All locations | 94% | 57.9% | 21.1% | 52 |
Budget vs. actual · month to date ($K)
| Line | Budget | Actual | Var. |
|---|---|---|---|
| Revenue | 1,240 | 1,168 | −5.8% |
| Gross profit | 707 | 676 | −4.4% |
| Labor | 236 | 246 | +4.2% |
| Occupancy | 118 | 118 | 0.0% |
| Marketing | 37 | 31 | −16.2% |
| Net operating | 316 | 281 | −11.1% |
Alerts · since Friday
- Fort Lauderdale labor at 24.9%, third week above the 22% ceiling.Labor
- Chargebacks at 0.9% of card volume, above the 0.75% threshold.Payments
- Boca Raton inventory at 61 days on hand, 12 over target.Inventory
- Two wholesale invoices past 45 days, $28K outstanding.AR
- Payroll funded Thursday. Cash stays above minimum through week 13.Cash
02Who it's for
Owners whose business has outgrown their head.
Retail
Owner-run chains, from 1 to 15+ locations
POS integrated with the back office. Inventory you can see by location, with built-in alerts that lead to better buying decisions. Payroll run through your provider in minutes, not hours. Commissions calculated automatically and accurately, not by hand. Leases and insurance built into one performance model, so you know the true cost of every location.
Real estate
South Florida investors
Short-term rental performance with nothing left out. Bookings, platform payouts, cleaning, utilities, insurance, debt service and renovation spend flow into one model, integrated with Airbnb and the other major platforms. You see occupancy, future bookings and true margin by property or across the whole portfolio, and you know exactly what is working and what is not.
Manufacturing & distribution
Manufacturers and distributors
Production, ordering, importing, inventory, fulfillment and installation, with every handoff depending on the one before it.
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 →04Case studies
What it looks like when the back office catches up.
All case studies
Pharma · FloridaRead the case study →
Retail · Rentals · ConstructionRead the case study →
Manufacturing · South FloridaRead 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
From $400K to over $7M in annual sales.
$400Kannual sales at the start
$7M+annual sales, a little over two years later
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.
Three engagements, three 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 →
Manufacturing · South Florida
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
From $400K to over $7M in annual sales.
$400Kannual sales at the start
$7M+annual sales, a little over two years later
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.
13 wksof cash visibility across every entity
0manual payroll re-keying
10tools built in-house, from portals to dashboards
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 every account in one place.
Retail
New POS, rebuilt inventory
Migrated the stores to a new point-of-sale system, rebuilt the catalog and counts, added time-and-attendance controls and negotiated with major landlords.
Payroll
No more re-keying
Timesheets, bonuses and tiered commissions flow from an in-house portal into payroll by import.
Accounting & controls
Books that close
Cloud bookkeeping with a documented setup, separate invoice inboxes per division, written SOPs and clear employment agreements.
Short-term rentals
Performance and protection
Reviewed the portfolio year over year, set up co-host structures, filed an insurance claim for lost revenue and settled a utility dispute.
Construction & risk
Permits, lenders, insurance
Managed Miami-Dade permits, draws, loan closings and contractor agreements, and put every policy on one renewal calendar.
04Built in-house
Tools designed around the business, not bought off the shelf.
Retail operations portalProject coordination portalProduct registration moduleDiscount approval by textMulti-entity cash modelBank dashboardPayroll importInsurance trackerDaily operations logCommission tier tracker
The company's data stayed in its own systems.
05The result
From reacting to running the business.
- Cash 13 weeks out. Projected cash across every entity, not just today's bank balance.
- Payroll from system data. Commissions and bonuses calculated once and imported.
- Managers own their numbers. Each location reviewed weekly against its own scorecard.
- Less owner dependency. Written SOPs and a 90-day onboarding playbook let the team run without constant sign-off.
- Ready for the next stage. Clean 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 callCase studies · Manufacturing
From $400K to over $7M in annual sales.
A South Florida custom door manufacturer grew in a little over two years through a long-term engagement with B8 Partners.
$400Kannual sales at the start
$7M+annual sales, a little over two years later
2+ yrsa long-term engagement, not a one-off project
01The client and the challenge
Quality had to hold at every stage.
A small team manufactured custom, high-end doors for demanding clients, working with architects and general contractors. Quality had to hold at every stage, right through delivery and installation.
The operation was a chain of connected work:
- Marketing
- Selling
- Measuring
- Ordering
- Importing
- Tooling doors
- Custom hardware
- Stain and finishing
- Delivery
- Installation
Every person and every handoff needed to stay in sync.
A high-end product needs an operation that works from the first sale to the final installation.
02What B8 put in place
Consistency in how the work moved, not sameness in the doors.
B8 worked with the client through an ongoing, long-term relationship, rather than a one-off project. B8 standardized the operation while preserving the customization that defined the product, and strengthened the systems behind the work:
- Clearer communication and shared visibility across the full chain.
- Better cash flow management to support the operation.
- Checks and balances across the process.
- Full visibility for every team member involved, from sale to installation.
The work connected the team around the same operation, so each stage could be managed as part of the whole.
03The result
From $400K to over $7M in a little over two years.
- Annual sales grew from $400K to over $7M in a little over two years.
- Margins increased.
- Errors and delays fell.
- Productivity improved.
- A team in sync. The business grew with clearer communication, stronger cash flow management, and visibility across the team.
Growing faster than your back office?
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
Ran a card-processing business handling over $100 million a month: 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 with more than 25 years of experience building and running businesses, not just advising them. He has run companies in international trade and payments, including a card-processing business handling over $100 million a month, 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 prevent it or fix it after the fact.
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.
Pick a time