Calculated KPIs allow you to automatically generate a KPI result based on the values of other KPIs in Workfacta. Instead of updating the KPI manually, the system calculates it for you using a formula you define. This helps ensure accuracy, consistency, and time savings - especially when reporting on ratios, performance indicators, or combined metrics.
Examples include:
Conversion Rate: Closed Deals ÷ Lead Volume
Gross Margin: (Revenue – COGS) ÷ Revenue
Utilisation Rate: Hours Billed ÷ Hours Available
Compliance Score: (Items Passed ÷ Total Items) × 100
Note: Calculated KPI's are available on Business, Enterprise and Enterprise Plus plans. Click to upgrade your plan.
How to Set Up Calculated KPI's
Create a New KPI (Number): Start by creating a new KPI as you normally would.
Change the Update Method: Under the update settings, change the Update Method drop-down menu to Calculated. This tells Workfacta that the value will be generated automatically - not entered manually.
Calculation Type - e.g., Sum, Average, or Custom Formula
Multiplier / Divisor (if relevant)
Add Number - select the existing KPIs you want included in the calculation. Simply choose the KPIs and enter any additional formula values needed.
(Optional) Show Advanced Options. Toggle Show Advanced Options if you need additional operators or logic for more complex calculations.
Using Advanced Settings (Optional)
If you need more control over how a Calculated KPI uses its source data, you can enable Advanced Options. These settings allow you to define:
Which reporting period to use (e.g., This Week, Last Week, This Month, or Quarter-to-Date)
Whether the result should reflect a Rolling Total or a Rolling Average
These settings are useful when you want the calculated KPI to show trends over time rather than a single isolated value. For example:
Rolling Total Sales over the last 4 weeks
Rolling Average Support Response Time over the last month
Quarter-to-Date Cost of Goods Sold using weekly inputs
To apply these settings:
Click Show Advanced Options.
Under Use Result From, select the time period you want the KPI to use.
Choose whether the calculation should be a Rolling Total or a Rolling Average.
You can repeat this for each KPI included in the calculation if needed. This flexibility ensures your calculated KPI reflects real performance trends and aligns with how you report success.
How do I know if a KPI is Calculated?
Once defined, Calculated KPI's will appear inside Workfacta with a calculation icon that indicated the reported number is based on the results of other KPI's:
Example Use Case: Calculating Gross Margin %
Your business may already be tracking two separate KPIs:
Revenue
Cost of Goods Sold (COGS)
Both of these KPIs are updated weekly by different teams. While each number is useful on its own, the real insight comes from understanding Gross Margin %, which shows how efficiently the business generates profit.
Instead of calculating this manually every week, you can create a Calculated KPI using the formula:
(Revenue – COGS) ÷ Revenue × 100
Once set up:
The Sales Team continues updating Revenue
The Operations or Finance Team updates COGS
The Gross Margin % KPI updates automatically based on those inputs
This gives leadership a reliable, real-time metric without extra admin or manual calculations.
Great work - you now know how to build automated, formula-driven KPIs that save time and give you more accurate insight.