Cross-source analysis combining HubSpot CRM pipeline data with Autotask PSA capacity metrics to answer whether current service delivery resources can support the active sales pipeline.
Cross-source analysis combining HubSpot CRM pipeline data with Autotask PSA capacity metrics to answer whether current service delivery resources can support the active sales pipeline.
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: Sales leads, MSP owners, and account managers tracking pipeline health
How often: Weekly for pipeline reviews, monthly for forecasting, quarterly for strategy
Cross-source analysis combining HubSpot CRM pipeline data with Autotask PSA capacity metrics to answer whether current service delivery resources can support the active sales pipeline.
The short answer: yes, you can deliver. With 93.6% of service capacity sitting idle, the bottleneck is not delivery. It is the front of the funnel. The team has $3.94M in active pipeline spread across 124 opportunities, but only 15.7% of deals actually close. That 15.7% win rate against a $7M lost-deal pile is where the real problem lives.
BI_Autotask_Opportunities table and resource/time data from BI_Autotask_Resources and BI_Autotask_TimeEntries. HubSpot deal data came from the BI_HubSpot_Deals table. The AI cross-referenced both sources to calculate pipeline-to-capacity ratios. All queries are shown in the expandable DAX sections below.
The combined pipeline across Autotask and HubSpot tells a clear story. There are 1,465 total opportunities on record, with 124 currently active at a combined value of $3,938,803. The lost column is harder to look at: $7,059,325 in deals that did not close.
That lost-deal figure is nearly double the active pipeline. Whether those losses came from pricing, timing, or competitive pressure, it points to a conversion problem that no amount of spare capacity will fix.
| Source | Count | Value |
|---|---|---|
| HubSpot | 115 | $354,349 |
| Autotask | 1,465 | - |
EVALUATE ROW("TotalDeals", COUNTROWS('BI_HubSpot_Deals'), "TotalAmount", SUM('BI_HubSpot_Deals'[amount]), "Opportunities", COUNTROWS('BI_Autotask_Opportunities'))Current capacity utilization sits at 6.4%. That is not a typo. With 92.45 FTE on the books and 50,752 total hours logged, the numbers show a workforce that has room to absorb significantly more work without adding headcount.
This level of spare capacity (93.6%) means the organization could triple or quadruple its client base from a pure delivery standpoint. The constraint is not people. It is pipeline conversion.
| Metric | Value |
|---|---|
| Employees | 75 |
| Managers | 14 |
| Ratio | 18.7% |
EVALUATE ROW("Employees", [Total Employees], "Managers", [Total Managers], "ManagerRatio", [Manager Ratio], "AvgSpan", [Average Span of Control])Can the team deliver what the sales pipeline promises? Yes, with significant margin.
At 6.4% utilization and $42,605 in pipeline per FTE, the delivery organization is nowhere near its ceiling. Even if every single active opportunity closed tomorrow, the team would still have capacity to spare. The $3.94M active pipeline divided across 92.45 FTE gives each resource roughly $42,605 in potential new work.
For context, the current revenue per FTE is $190,445. Adding the full active pipeline would only push that to around $233,000 per FTE, well within normal MSP operating ranges. The real question is not "can we deliver?" but "can we close?"
Out of 115 HubSpot deals, only 18 closed as won. That is a 15.7% win rate. For managed services, industry benchmarks typically sit between 25% and 40%. This number is below the floor.
A low win rate combined with massive spare capacity creates a specific pattern: the organization is generating enough leads but losing too many of them during the sales process. Whether the issue is pricing, proposal quality, sales cycle length, or competitive positioning, improving this single metric would have the largest impact on revenue growth without any increase in delivery costs.
| Metric | Value | Benchmark |
|---|---|---|
| HubSpot Deals | 115 | - |
| Deals Won | 18 | - |
| Win Rate | 15.7% | Benchmark: 25-40% |
| Lost Deal Value | $7,059,325 | 1.8x active pipeline |
EVALUATE
SUMMARIZECOLUMNS(
"TotalDeals", COUNTROWS('BI_HubSpot_Deals'),
"DealsWon", 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')
) * 100
)Revenue per FTE currently sits at $190,445 ($17.6M total revenue divided by 92.45 FTE). For managed services providers, this figure varies widely depending on service mix, but the combination of high revenue per head and low utilization suggests the existing client base is generating solid returns per person.
The disconnect between high revenue per FTE and low utilization indicates that much of the workforce may be in non-billable or support roles, or that the utilization metric captures a broader headcount than just the delivery team. Either way, the numbers confirm there is no delivery bottleneck preventing growth.
| Metric | Value |
|---|---|
| Total Revenue | $17,600,000 |
| Total FTE | 92.45 |
| Revenue per FTE | $190,445 |
| Pipeline per FTE | $42,605 |
Only 18 out of 115 HubSpot deals converted. Industry norms range from 25% to 40%. Every percentage point improvement at current pipeline volume translates to roughly $34,000 in additional revenue.
The lost-deal pile points to systemic issues in the sales process. Whether it is pricing, timing, or competitive pressure, a formal win/loss analysis should be the next step to identify patterns.
The organization could absorb multiple times its current workload without adding headcount. Any sales improvement will flow directly to the bottom line without requiring new delivery investment.
1. Conduct a formal win/loss analysis on the $7M in lost deals. Categorize losses by reason (price, timing, competitor, no decision) and identify the top two or three patterns. This is the highest-leverage activity available right now.
2. Set a win rate target of 25% within two quarters. Moving from 15.7% to 25% at current pipeline volume would add an estimated $360,000 in new revenue without increasing lead generation spend.
3. Review the sales process for friction points. With 115 deals in HubSpot and only 18 closing, something is breaking between qualification and close. Map the stage-by-stage drop-off to find where deals stall or die.
4. Rebalance investment from delivery to sales enablement. Given 93.6% spare capacity, reallocating even a small portion of delivery budget toward proposal quality, sales training, or competitive positioning tools would have outsized returns.
5. Track pipeline-to-capacity ratio monthly. Build this into the monthly reporting cadence so leadership can see whether sales growth is outpacing delivery readiness before it becomes a problem.
Pipeline data is pulled from two sources: Autotask PSA opportunities and HubSpot CRM deals. Proxuma Power BI connects to both platforms and the AI runs DAX queries against each dataset. The combined view gives a complete picture that neither system provides on its own.
Capacity utilization divides total hours logged by total available hours (FTE count multiplied by 2,080 annual working hours). At 50,752 hours logged across 92.45 FTE, that comes out to 6.4%. This measures actual time tracked against theoretical maximum capacity.
No. Most managed services providers with a structured sales process see win rates between 25% and 40%. A rate of 15.7% suggests either the pipeline includes too many unqualified leads, or deals are being lost during the proposal and negotiation stages.
The FTE count includes all resources in Autotask, not just billable engineers. Administrative staff, management, and part-time roles are factored in. The 6.4% figure represents total organizational utilization, not just the service desk. Filtering to billable roles only would show a higher number.
Doubling the win rate from 15.7% to 31.4% at the current pipeline volume would roughly double closed revenue from new deals. Given the 93.6% spare capacity, the delivery team could absorb that growth without new hires. The entire revenue increase would flow almost directly to margin.
Yes. Connect Proxuma Power BI to your HubSpot and Autotask accounts, add an AI tool (Claude, ChatGPT, or Copilot) via MCP, and ask the same question. The AI writes the DAX queries, runs them against your real 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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