Case Study - Power BI Dashboard Development for a Growing B2B SaaS Company

Ranae Peterson • September 3, 2025
Introduction: Fragmented Data, Incomplete Stories

For many fast-growing SaaS companies, scaling operations also means scaling the complexity of data. One of Brewster Consulting Group’s B2B SaaS clients found themselves struggling with exactly that. Despite strong growth and a compelling value proposition, they lacked the reporting infrastructure needed to demonstrate their impact to customers and internal stakeholders alike.

Their customer and operational data was spread across five platforms: PostgreSQL, HubSpot, QuickBooks, Azure, and BigQuery. Each of these had a unique format, structure, and hosting environment. Consolidating these sources was cumbersome, labor-intensive, and error prone. As a result, the company faced major bottlenecks in both internal operations and customer-facing reporting.

Without a centralized view, the company experienced:

  • Inconsistent and siloed reporting across departments, creating confusion around performance and delivery metrics.
  • Manual data consolidation efforts that drained valuable hours from analytics and customer success teams.
  • Limited visibility into customer engagement, making it difficult to communicate clear ROI to clients or to proactively flag opportunities or concerns.
  • Inability to deliver polished, on-demand reports, which weakened client relationships and impacted perceived value.

These issues weren’t just operational, they were strategic. In an increasingly competitive B2B SaaS landscape, reporting is often the difference between retaining a customer and losing one. The client knew something had to change.


The Solution: Unified Reporting Built for Scale and Strategy

Brewster Consulting Group partnered with the client to design and implement a comprehensive reporting solution that would bring structure, clarity, and automation to their fragmented data environment. After a detailed discovery process involving technical assessments, workflow reviews, and interviews with key team members, we delivered a scalable solution built on Power BI that served both internal and external needs.

Centralized Analytics Environment

We implemented a centralized Power BI architecture capable of ingesting data from all five platforms. Instead of scattered spreadsheets and siloed tools, the client now had one unified system that could pull, process, and present data in near real-time. This eliminated manual rework and significantly improved data consistency and trust.

Tailored Dashboards with a Customer Focus

We developed seven customized Power BI reports, each built to reflect the metrics that mattered most, internally for tracking customer success and operational KPIs, and externally for showcasing performance to clients. These dashboards included visualizations for:

  • Product usage and engagement
  • Customer lifecycle metrics
  • ROI summaries
  • Support and resolution times
  • Billing and account health

This allowed account managers and customer success leaders to present a full picture of service value, enhancing the company’s positioning as a trusted partner.

Streamlined Data Integration and Automation

We designed automated pipelines to connect and normalize the data flowing from PostgreSQL, HubSpot, QuickBooks, Azure, and BigQuery. This not only reduced reliance on manual processes but also ensured that reports reflected current information without the lag that previously hampered decision-making.


Results: Operational Clarity and Customer Confidence

The impact of the Power BI implementation was felt across the organization, and among its customer bases.

  • Customer engagement increased, as clients now received consistent, high-quality reports that clearly illustrated how the platform was helping them meet their business goals. This new level of transparency helped strengthen relationships, improve satisfaction, and support renewal and upsell conversations.
  • Internal teams were freed from manual reporting work, allowing them to focus on higher-value strategic activities such as improving onboarding processes, exploring upsell opportunities, and developing customer health scoring.
  • Reporting cycles that once took days or weeks were reduced to minutes. Dashboards could now be shared instantly with customers or pulled on demand for internal reviews.
  • Cross-functional alignment improved, as sales, customer success, and leadership teams could all rely on the same data to make decisions and set strategy.
  • Data quality and trust increased, reducing the need for back-and-forth during client reviews and freeing time for forward-looking conversations.


Conclusion: Turning Disparate Systems into a Strategic Asset

By transforming a fragmented and inconsistent data landscape into a centralized, automated reporting environment, Brewster Consulting Group empowered this B2B SaaS company to reclaim control of their data and refocus their energy on growth, retention, and customer value.

With Power BI dashboards that deliver transparency, automation that reduces effort, and reporting that strengthens client relationships, the company now has the tools and infrastructure it needs to scale with confidence. Data is no longer a bottleneck; it’s now a strategic driver.

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At Brewster Consulting Group, we recognize that managing data can be a daunting task for small and mid-sized enterprises. Allow us to assist you in harnessing the potential of operational intelligence! Reach out to one of our specialists today to refine your data strategy, optimize your processes, and establish solid governance. Ready to cultivate data analysis and propel scalable growth? Your journey begins right here!

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By Ranae Peterson October 9, 2025
Many small businesses are laser-focused on growth, sales, and staying afloat. In that constant hustle, one of the most valuable assets, data , often gets overlooked. Even when businesses “look at the numbers,” that doesn’t always mean they’re collecting the right data, tracking the right KPIs, or translating those insights into actionable strategies. Fractional analytics bridges that gap. It allows small businesses to access experienced data analysts or analytics teams on a part-time or project basis, essentially bringing enterprise-level data expertise without the full-time cost. Think of it as analytics-as-a-service for small business owners who need clarity and insight but can’t justify a full analytics department. The Reality: Why Data Gets Overlooked While most business leaders know data is “important,” it can be hard to see its impact until it’s visualized through dashboards, real-time reporting, or guided by a professional who knows how to turn information into action. Without these tools and expertise, business decisions often rely on gut instinct instead of insight, leading to inefficiencies, missed opportunities, and in some cases, failure. Statistics show that: About 20% of small businesses don’t survive their first year. Nearly 50% fail within five years. Around 65% close within ten years. While the reasons vary, from financial mismanagement to poor planning, many of these challenges stem from a lack of data visibility or poor data management . In other words, the root cause often isn’t just financial; it’s analytical . Real World Analogy Imagine running a restaurant without ever checking what inventory levels, most frequent orders, or best margin products. You might think you’re doing well because the restaurant is busy, but when you do the books, you’re not actually making any money. Now, imagine having a fractional analytics consultant helping you organize and visualize your data. They don’t need to be in the kitchen every day, but when they are, they bring order to chaos, tracking inventory and margin by menu item, predicting staffing needs, and saving costs by cutting waste. That’s what fractional analytics does for your business data. It helps you understand what’s really happening across operations, finance, and customer service so you can make smarter, faster decisions. Common Operational Challenges Solved by Fractional Analytics Here are a few common pain points small businesses face that fractional analytics services can address: Inefficient reporting and manual data entry. Lack of clear KPIs or performance tracking. Inconsistent financial forecasting. Missed revenue opportunities due to incomplete data. Poor inventory or resource management. Lack of clarity around customer behavior and profitability. Benefits of Fractional Analytics for Small Businesses Engaging a fractional analytics provider offers far more than just numbers and dashboards. It’s about empowering smarter decisions without breaking the bank. Cost efficiency: Avoid the high salary and benefits of full-time analytics hire. Speed to impact: Gain immediate access to expertise, no lengthy onboarding or training required. Scalability: Bring in analytics support when you need it and scale it up as you grow. Better decision-making: Replace guesswork with data-driven insights and actionable KPIs. Time savings: Spend less time in spreadsheets and more time growing your business. Long-term cost reduction: Identify duplicate payments, missed invoices, and inefficiencies that quietly drain profit. Fractional analytics also enhances cash flow management and enables business leaders to spot opportunities for optimization, often resulting in measurable growth and sustainability. Why It’s a Make-or-Break Decision Choosing whether to work with a fractional analytics consultant could be the difference between surviving and thriving. Many business owners don’t realize that outsourced analytics is even an option, one that offers flexibility, affordability, and strategic insight without high overhead. The truth is, small business leaders don’t have to do it all alone, nor do they need to rush into hiring a full-time team. Fractional analytics gives them the best of both worlds: the expertise of a senior data strategist and the flexibility of a part-time engagement. Final Thoughts In today’s competitive market, data-driven decision making isn’t optional; it’s essential. Small businesses that embrace fractional analytics gain clarity, confidence, and control over their operations. By investing in the right insights today, they set up the foundation for sustainable growth tomorrow. If your business is ready to move from guessing to growing, now’s the time to explore what fractional analytics services can do for you.
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