MotoDealerHQ

Metric definitions

How MotoDealerHQ calculates stock, aging, sales, gross, holding cost, contribution, net profit, lead and website metrics, and how to check any number.

Last updated For owners, managers and accountants who need to trust the numbers Documentation for MotoDealerHQ 1.0.0-beta.1 “Assen”

Every figure in reports, exports, scheduled emails and the AI assistant comes from one metric registry. Each metric has a fixed formula, a numerator and denominator, a period rule and a rooftop rule. This page explains the important ones in plain language and shows how to check any number yourself.

Check a number on the metrics page #

  1. Open Reports & AI › Metrics.
  2. Set From, To, Rooftop and, if you like, Compare with, then select Update. The default period is the last 30 days.
  3. Find the metric in its group (Inventory, Sales and profitability, Pricing, Leads, Appointments, Website, Deal pipeline, Data quality) and select its name.
The metrics page with the filters, a metric name and a completeness note highlighted (open full size)
The metrics page. Numbers match the list below.
  1. Filters. Period, rooftop and comparison. Dates are your dealership's calendar days.
  2. Metric name. Opens the detail for that metric.
  3. Notes. Data completeness, for example how many units have a cost, or why a value is not available.

The detail shows how the number was made:

The detail of Average days in stock with its formula, the See the records button and Group by highlighted (open full size)
One metric in detail. Numbers match the list below.
  1. Formula and parts. The formula, the numerator and denominator with their values, the sample size, data completeness, the period rule, the rooftop rule, the scope, the source fields and when it was calculated.
  2. See the records. Opens the console list behind the number. That list applies your permissions again.
  3. Group by. Splits the metric by rooftop, category, make, model, salesperson, month, source or vehicle, where the metric supports it.

General rules #

  • Periods are calendar days in your dealership's time zone, so days and months stay right across daylight-saving changes.
  • Snapshot metrics (stock, aging, inventory value) are taken at the end of the period, or today if that is earlier.
  • Zero denominators give no value (shown as —) with a warning. Nothing is divided by zero.
  • Missing costs. Gross, margin, cost per unit, holding cost, contribution and net profit count only units that have an acquisition cost. The data completeness note says how many were left out, for example "37 of 40 sold units have an acquisition cost".
  • Sales come only from the sales ledger. A sale is recorded when a deal is delivered, a sale invoice is paid in full, an auction purchase settles, or someone records it on the vehicle page. A unit marked sold without a sale record is not a sale (the data quality report lists these).
  • Rooftops. Records without a rooftop count only in all-rooftop (consolidated) results.

Inventory #

MetricWhat it means
Units in stockVehicles in stock at the end of the period. A unit is in stock from its stock date until it is sold or archived. Drafts never count.
Average days in stockTotal days in stock ÷ units in stock, at the end of the period.
Aging bucketsUnits in stock for 0–30, 31–60, 61–90, 91–120 and 120+ days.
Inventory value at costThe cost basis (every cost entry up to that date) of units in stock.
Holding cost accruedDays held × your daily holding cost, plus acquisition cost × floorplan rate ÷ 365 × days held. Calculated, never stored.
Capital tied upCost basis plus holding cost accrued so far.
Average listing completenessThe average merchandising completeness score (0–100) of units available or pending now.

Holding cost uses the daily rate and floorplan APR set under Finance › Holding cost. With no rate set it is $0 and reports warn you. See costs and holding.

Sales and profitability #

MetricWhat it means
Units soldActive sales dated in the period.
Sales revenueSale prices plus dealer fees, before tax. Trade-in allowances are not deducted.
Average selling priceSale prices ÷ units sold (before fees and tax).
Front-end grossSale price minus the unit's cost basis. Unit gross, not net profit.
Gross margin %Front-end gross as a share of the sale price.
Contribution marginSale price + fees − cost basis − holding cost. Overhead is not deducted.
Net profitContribution margin minus overhead allocated for the same months.
Average days to sellDays from stock date to sale date, averaged over units sold.
Inventory turnUnits sold ÷ average units in stock, scaled to a year.
Repeat buyer rateShare of sales (with a known customer) to a customer who had bought before.

Leads, appointments and deals #

MetricWhat it means
LeadsLeads created in the period.
Lead to appointment rateShare of those leads with at least one appointment that was not cancelled.
Lead to sale conversionShare of those leads marked won.
Median first response timeMedian minutes from lead creation to first contact, over contacted leads.
Cost per leadMarketing spend ÷ leads. Spend comes from ad spend when recorded for the period, otherwise from overhead in the marketing category (whole months only). Without either it is NOT AVAILABLE.
Appointment show rateCompleted ÷ (completed + no-shows).
Open deals, open deal valueDeals in progress now (not delivered, not cancelled), and their vehicle selling price.
Forecast units and valueFORECAST: open deals weighted by stage probability (draft 10%, customer started 20%, sent 30%, customer accepted 50%, signed 80%, paid 90%, funded 95%). A projection, never a recorded sale.

Website and data quality #

MetricWhat it means
Website sessionsDistinct visitor sessions on your public website. All-rooftop scope only.
Vehicle page viewsViews of vehicle detail pages.
Vehicle page to lead rateLeads about a vehicle per 100 vehicle page views.
Vehicles missing cost, VIN, photos or priceUnits in stock with that field missing.
Sold without a sale recordUnits marked sold that have no sale in the ledger.

Auction and service metrics are in the same registry. They appear in auction reports and service reports.

Tips #

  • If a profit figure looks too good, check its completeness note first: units without a cost are left out.
  • Compare with Same period last year to remove seasonal swings, which matter a lot for boats and powersports.
  • At a demo dealership every result says it comes from synthetic records. At a real dealership, synthetic records are left out.

Permissions #

Limitations #

Screenshots show the fictional demo dealership. Something unclear or out of date? Tell your MotoDealerHQ contact or email support@motodealerhq.com.

v1.0.0-beta.1 “Assen”