Track Monthly Recurring Revenue (MRR) in Excel: A Must-Have Dashboard for Service-Based Small Businesses

If you're a small business running on subscription models—like coaching, SaaS, maintenance plans, or membership services—Monthly Recurring Revenue (MRR) is one of your most important metrics. It shows the stability of your revenue stream and helps you predict future growth.

Here’s how to build a simple but powerful MRR dashboard in Excel and get ahead of your cash flow and retention strategy.

Build a Monthly Recurring Revenue (MRR) Dashboard in Excel

Why MRR Matters

Monthly Recurring Revenue (MRR) is the total predictable revenue your business earns from active subscriptions or recurring contracts each month. It’s vital for:

• Forecasting revenue and cash flow

• Identifying churn or loss of clients

• Tracking growth from upsells or new signups

Even if your business isn't strictly SaaS, MRR principles apply to any ongoing service model.

What You Need

To get started, create a table in Excel with these columns:

Customer Name

Subscription Start Date

Subscription End Date

Monthly Fee

Status (Active/Cancelled)

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Step-by-Step Dashboard Setup

1. Create a MRR Calculation Table

Structure your worksheet with months as columns (e.g., Jan–Dec 2025) and each row as a customer. Use =IF() logic to check if a customer was active that month and pull the corresponding Monthly Fee.

Example formula (in Jan column):

=IF(AND($B2<=DATE(2025,1,31),$C2>=DATE(2025,1,1)),$D2,0)

This checks if the subscription was active in January 2025. Adjust for each month accordingly.

2. Sum Rows for Monthly MRR

At the bottom of each month column, use =SUM() to calculate total MRR per month.

3. Add Metrics for Churn and Growth

Create extra rows for:

• New MRR: Revenue from new customers that month

• Expansion MRR: Revenue increase from upsells

• Churned MRR: Revenue lost from cancellations

Try This Today

Start by listing your active clients and monthly fees. Even five rows of data can uncover hidden trends in cancellations or renewals. Set a reminder to update this each month to stay on top of your revenue health.

Tracking your MRR isn’t just smart—it’s how small businesses scale sustainably.