How to use non-financial data in Fathom

When you first import data into Fathom, we will only bring in financial data from the Profit & Loss and Balance sheet. You can then supplement this financial data in Fathom with your own non-financial data, including data from other software sources or systems related to business operations, by creating non-financial KPIs.

Non-financials KPIs (key performance indicators) can be customised to suit any business or industry. You can define your own metrics or select from a range of recommended non-financial KPIs available in the KPI Library.

Non-financial KPIs are typically used to measure common business functions, operational data, or leading indicators for a business. This includes: sales and marketing KPIs, CRM data, point of sale data, workforce management, inventory, customer service KPIs, production figures, operations, research and development, staff utilisation, or other staff metrics.

Creating non-financial KPIs

Before you import your non-financial data into Fathom, you will need to create non-financial KPIs to assign the imported data.

To create a non-financial KPI, go to 'Step 4 - KPIs' of the company’s Settings:

  1. Select ‘Create a KPI’

  2. Choose to create a ‘Non-financial’ KPI

    💡Pro Tip: Fathom already has some non-financial KPIs created that you can find in the ‘KPI Library’ to access these pre-created non-financial KPIs, select the ‘KPI Library’ option instead of the ‘Non-financial’ option. Only admin level users will be able to access the KPI Library.

  3. Type in a name for the KPI

  4. Write a description for the KPI. This description can be surfaced in custom Fathom reports by adding a KPIs Explained appendix to your report.

  5. Choose a ‘Unit of Measure’ for the KPI. You can create a custom unit of measure. The ‘Unit of Measure’ helps determine the type of symbol (e.g. %) used to report on a KPI.

  6. Choose an aggregation type to determine how quarterly and yearly results will be calculated for the KPI.

  7. Decide the amount of decimal places you wish to report for the KPI.

  8. Determine if it is better for the KPI’s results to be above or below target. The target for the KPI can be set in ‘Step 5 - Targets’ for the company once the KPI has been created.

  9. Determine a category for the KPI. You can create a new category, if desired.

  10. Choose if you want to add the Non-financial KPI to the KPI Library.

    Note: Non financial KPIs (and other user-created KPIs) can only be created within an individual company. To use a custom KPI in a consolidated or benchmark group, you must add it to the KPI Library for it to be accessible in the group. This is available for Admin users only.

  11. Select the ‘Create KPI’ option.

Importing Non-financial Data

Unlike financial KPIs, data for non-financial KPIs is not sourced directly from your accounting system and must be imported to Fathom separately.

After you have created your Non-financial KPIs, there are two options for importing non-financial KPI results:

  1. Entering results for the Non-financial KPIs into Fathom directly

  2. Importing results for the Non-financial KPIs into Fathom from Excel

Add non-financial KPI results manually

You can choose to manually key in your non-financial results directly to Fathom. This is useful if you only have a few non-financial KPIs to import or update.

To manually add Non-financial KPI results directly into Fathom:

  1. Go to 'Step 1 - Update data' in the company’s Settings.

  2. Scroll down to the ‘Non-financials’ section

  3. Select the ‘Add Results’ option

  4. On the next page, you’ll be able to input the monthly results for your created Non-financial KPIs. Simply click into a cell to type in a result for the KPI for that month.

    💡Pro Tip: To type in multiple results quickly, you can use the ‘Tab’ key to move to the next cell in a row.

Importing non-financial KPI results from Excel

You can also choose to import your non-financial results using an Excel spreadsheet. This is useful if you have multiple non-financial KPIs to import or update, as you can upload multiple periods of results in a single upload.

To import Non-financial KPI results into Fathom via Excel:

  1. Go to 'Step 1 - Update data' in the company’s Settings.

  2. Scroll down to the ‘Non-financials’ section

  3. Select the ‘Import from Excel’ option

  4. If you’re importing results for the first time, select the option to download an ‘import template’. If you’re updating results, select the option to download an ‘import template (including existing data)’. This will allow you to easily add to results that have already been imported.

  5. Open the downloaded Excel file.

  6. You may need to select the option to ‘enable editing’ to be able to edit the file.

  7. Type in the results for the company’s Non-financial KPIs and save the Excel file with the updated results.

  8. Return to Fathom and select the option to ‘Choose a file to upload’

  9. Select the Excel file containing the non-financial KPI results.

The Non-financial KPI results you entered will be imported into Fathom.

What happens if I leave a cell blank?

If you upload an excel file and some of the results are left blank, this is recognised in Fathom as 'No Result' for the period in question. We do not automatically substitute the value zero in this case because 'No Result' is a valid value for many KPIs. It will often appear as blank or a dash.

If this non-financial KPI is used as part of a Formula KPI then the Formula KPI will not be calculated for the period with a ‘No Result’.

Using Non-financial KPIs in Fathom

Once you have created and entered or imported results for non-financial KPIs, Fathom enables you to access your non-financial KPI results in the Analysis Tools and Reports.

  • Non-financial KPIs become accessible as options in the variable selector in any analysis tool or component within Fathom that uses custom KPIs. This includes the ‘Trend’, ‘KPIs’ and ‘KPI Explorer’ Analysis tools, and in charts and KPI tables in custom reports.

  • Non-financial KPIs can be used as variables in Formula KPIs to calculate custom ratios. For example, to calculate ‘Average Revenue per Employee’, you would create a Non-financial KPI called ‘Number of Employees’ or ‘Headcount’, and then create a Formula KPI dividing Total Revenue by the Non-financial you created.

Additional knowledge & common questions:

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