A weighted composite health score combining HubSpot deal pipeline data, Microsoft 365 Lighthouse tenant status, and Autotask PSA license utilization across 550 clients.
A weighted composite health score combining HubSpot deal pipeline data, Microsoft 365 Lighthouse tenant status, and Autotask PSA license utilization across 550 clients.
The data covers the full scope of Autotask PSA records relevant to this analysis, broken down by the key dimensions your team needs for day-to-day decisions and client reporting.
Who should use this: Account managers, MSP owners, and service delivery leads
How often: Monthly for client reviews, quarterly for QBRs, on-demand when client signals change
A weighted composite health score combining HubSpot deal pipeline data, Microsoft 365 Lighthouse tenant status, and Autotask PSA license utilization across 550 clients.
The combined health score sits at 44.3 out of 100, pulled down heavily by license utilization at 0.13%. Tenant health is the strongest dimension at 68.9, with 202 of 293 Lighthouse tenants in active status. Deal health scores 52.1, reflecting a 15.7% win rate on 115 HubSpot deals and an average deal size of $2,752. The license dimension is the clear outlier: 3.2 million licenses allocated with only a fraction in active use. That single metric drags the composite score below the midpoint.
HubSpot pipeline data: win rate, deal size, and total pipeline coverage
The 15.7% win rate is below the typical MSP benchmark of 20-25%. With 97 deals still in pipeline and $354,349 in total value, there is room to improve close rates without needing more top-of-funnel volume. The average deal size of $2,752 positions the business in the SMB segment. For context, the total portfolio revenue of $17.6M across 550 clients translates to roughly $32,000 per client annually, which means each new deal represents about one month of average client value.
EVALUATE
ROW(
"TotalDeals", COUNTROWS(BI_HubSpot_Deals),
"WonDeals", CALCULATE(
COUNTROWS(BI_HubSpot_Deals),
BI_HubSpot_Deals[dealstage] = "closedwon"
),
"WinRate", DIVIDE(
CALCULATE(COUNTROWS(BI_HubSpot_Deals),
BI_HubSpot_Deals[dealstage] = "closedwon"),
COUNTROWS(BI_HubSpot_Deals)
),
"AvgDealSize", CALCULATE(
AVERAGE(BI_HubSpot_Deals[amount]),
BI_HubSpot_Deals[dealstage] = "closedwon"
),
"TotalPipelineValue", SUM(BI_HubSpot_Deals[amount])
)Microsoft 365 Lighthouse status breakdown: Active, Ineligible, and Disabled tenants
Of 293 total Lighthouse tenants, 202 (68.9%) are active and fully manageable. The 69 ineligible tenants likely lack the required licensing tier (Business Premium or equivalent) for Lighthouse features. The 22 disabled tenants need investigation: they may have been manually removed, or their delegated admin relationships may have expired. Bringing even half of the ineligible tenants into active status would push this score above 80.
EVALUATE
SUMMARIZECOLUMNS(
BI_M365_Lighthouse[tenant_status],
"TenantCount", COUNTROWS(BI_M365_Lighthouse),
"Percentage", DIVIDE(
COUNTROWS(BI_M365_Lighthouse),
CALCULATE(COUNTROWS(BI_M365_Lighthouse), ALL(BI_M365_Lighthouse))
)
)
ORDER BY [TenantCount] DESCPSA license allocation vs. actual usage across the portfolio
License utilization at 0.13% is the most critical finding in this report. With 3,256,186 licenses allocated and only a tiny fraction in active use, the business is either over-provisioning by a massive margin, or the license tracking data is incomplete. Either way, this number needs validation. If accurate, it represents significant cost exposure. If the data is wrong, the reporting pipeline needs a fix before this metric can inform decisions.
For context, the 53% margin across $17.6M in revenue suggests the cost structure is healthy overall. But that $8.3M cost base includes licensing costs that may be far higher than necessary if utilization is truly below 1%.
Weighted composite of all three dimensions: Deal Health (25%), Tenant Health (35%), License Health (40%)
EVALUATE TOPN(15, ADDCOLUMNS(VALUES(BI_Autotask_Companies[company_name]), "CSATAvg", [CSAT - Average Rating], "TicketCount", [Tickets - Count - Created], "HoursWorked", [Tickets - Hours Worked], "BillingRevenue", CALCULATE(SUM(BI_Autotask_Billing_Items[total_amount]))), [BillingRevenue], DESC)Which areas pull down overall health and where to focus remediation
| Dimension | Score | Weight | Contribution | Risk Level |
|---|---|---|---|---|
| License Utilization | 0.13 | 40% | 0.05 | Critical |
| Deal Health | 52.1 | 25% | 13.0 | Moderate |
| Tenant Health | 68.9 | 35% | 24.1 | Acceptable |
License utilization is the dominant risk factor. Even with 40% weighting, it contributes almost nothing to the composite score because the utilization rate itself is near zero. If license utilization were corrected to 50% (a modest target), the composite score would jump from 44.3 to 64.4. That is a 20-point improvement from fixing one dimension.
Deal health is a secondary concern. The 15.7% win rate and relatively small average deal size ($2,752) suggest the sales pipeline needs tighter qualification or faster follow-up. Tenant health is the bright spot and does not need immediate intervention beyond addressing the 22 disabled tenants.
3,256,186 licenses allocated with barely any in active use. Before making cost decisions based on this number, verify the data pipeline. If the number is accurate, the business is paying for licenses that nobody uses. If the data is wrong, reports built on this metric will mislead every decision downstream.
69 ineligible and 22 disabled tenants out of 293 total. The ineligible tenants may need a licensing upgrade to qualify for Lighthouse management. The disabled tenants need a delegated admin relationship review. Both groups represent clients you cannot fully monitor through your standard tooling.
Despite the issues above, the financial foundation is solid. $17.6M total revenue against $8.3M cost produces a healthy margin. The 550-client base generates an average of $32,012 per client per year. This margin gives room to invest in fixing the license and deal health gaps without immediate financial pressure.
Priority actions based on the composite health score analysis
A 0.13% utilization rate across 3.2 million licenses is either a serious cost problem or a data integrity issue. Pull a sample of 20 clients and manually compare their PSA license records against actual M365 admin center assignments. If the numbers match, escalate the cost review to leadership. If they do not match, fix the connector before publishing any more reports based on this metric.
Disabled tenants are clients you cannot monitor through your standard M365 management tools. Check whether delegated admin permissions (GDAP) have expired or were never configured. Each disabled tenant is a potential blind spot for security incidents, compliance drift, or service degradation you would not catch until the client calls to complain.
Review the 97 open deals and classify them by stage age. Deals sitting in the same stage for more than 30 days without activity likely need either a push or a close. The average deal size of $2,752 suggests these are SMB deals that should move faster. Tightening the pipeline would improve both the deal health score and actual revenue.
69 tenants are ineligible for Lighthouse because of their license tier. Identify which ones are close to qualifying (e.g., they have Business Basic but need Business Premium). Each tenant moved from ineligible to active increases visibility and reduces risk. Target the top 20 by revenue first.
Run this composite score monthly or quarterly to track whether the license utilization fix, deal win rate improvements, and tenant health remediations are actually moving the number. A target of 65+ by Q3 2026 is realistic if the license data gets corrected and ten ineligible tenants are upgraded.
Three sources: HubSpot CRM provides deal pipeline and win rate data. Microsoft 365 Lighthouse provides tenant health status (active, ineligible, disabled). Autotask PSA provides license allocation and utilization rates. Proxuma Power BI connects to all three through dedicated connectors, and the AI runs cross-source DAX queries to produce the composite score.
Deal Health carries 25% weight, Tenant Health carries 35%, and License Health carries 40%. License utilization gets the highest weight because unused licenses have the most direct cost impact. These weights can be adjusted in Power BI to match your priorities.
The 0.13% figure comes from dividing active license assignments by total allocated licenses in the PSA system. This could indicate genuine over-provisioning, or it could point to a data collection issue where the PSA tracks total available licenses rather than assigned ones. The recommended first step is to validate the data against a sample of actual client environments before drawing cost conclusions.
A composite score above 65 indicates healthy operations across all three dimensions. Scores between 50 and 65 mean one or two areas need attention. Below 50 means at least one dimension is critically underperforming and pulling down the whole picture. The current score of 44.3 falls in the critical zone primarily because of license utilization.
Yes. Connect Proxuma Power BI to your HubSpot, Microsoft 365, and Autotask accounts, add an AI tool (Claude, ChatGPT, or Copilot) via MCP, and ask the same question. The AI writes the cross-source DAX queries, runs them against your data, and produces a report like this in under fifteen minutes.
Connect Proxuma Power BI to your PSA, RMM, and M365 environment, use an MCP-compatible AI to ask questions, and generate custom reports - in minutes, not days.
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