How the summary cards add up

The three money cards at the top of the dashboard — Pipeline, Collections, Planned — measure three things that never overlap: work you haven’t won yet, money that has arrived, and money you expect to collect. Because they don’t overlap, they also add up, which is what lets All Spaces equal the sum of the spaces it summarizes.

This page spells out the rules behind each card, for every business type, with a worked example you can check against your own numbers.

The card labels change with your business type — a services space says Total Pipeline where a SaaS space says Open Pipeline — but the maths behind them does not. One rule, four vocabularies. The label table lives in the Business-type terminology matrix.

The three rules

“At risk” belongs in pipeline: a wobbling proposal is still an open proposal. Only won moves out of pipeline and into the Planned / Collections side of the picture.

Which amount gets counted

Pipeline follows the dashboard’s year selector, and how it reads an amount depends on what you picked:

This is what keeps a three-year subscription from landing entirely on one year, and it is why a large deal can be worth 120.000 € in All Years but nothing in 2026 — it closes in 2027.

Collections and Planned always read the single year printed on the card itself. A year selection moves them with it; All Years and two-year combinations don’t — those cards keep the last single year they were set to, and their labels always name it. When a figure looks off, read the label first.

A worked example

Meet Northwind Studio, a fictional organization with four spaces — one of each business type. All figures below are invented and rounded for readability.

Advisory — services

Stages: Lead (active), Proposal (active), Negotiation (at risk), Won (won), Lost (lost).

• Pipeline, 2026 = 60.000 (Kestrel, no plans, closes in 2026) + 30.000 (Lantern’s 2026 slice) = 90.000 €. Harbour is out — it closes in 2027. Beacon is out — it’s won.
• Pipeline, All Years = 120.000 + 60.000 + 90.000 = 270.000 €.
• Planned, 2026 = 200.000 € — only Beacon, because only Revenue Active counts as collectible here.

Storefront — e-commerce

Stages: Inquiry (active), Quote Sent (active), Paused (at risk), Order Placed (won), Cancelled (inactive).

• Pipeline, 2026 = 18.000 + 12.000 + 40.000 = 70.000 €. Canvas tote is sold, so it isn’t pipeline — it shows up under Planned and, once paid, Collections.
• Planned, 2026 = 50.000 € (Canvas tote’s plan).

Templates — digital products

Stages: Idea (active), Beta (active), Launched (won), Retired (inactive).

• Pipeline, 2026 = 8.000 €. Retired is an inactive category and drops out everywhere.
• Planned, 2026 = 25.000 €.

Subscriptions — SaaS

Stages: Lead (active), Trial (active), Negotiation (active), Active (won), Churned (lost).

Here the record’s amount is the whole multi-year contract, so the plan rows are what describe a single year.

• Open Pipeline, 2026 = 60.000 + 30.000 = 90.000 € — the unsigned accounts, counted at what they’d bring in this year.
• Open Pipeline, All Years = 180.000 + 90.000 = 270.000 € — the same two accounts at full contract value.
• Total ARR, 2026 = 80.000 € — Aster Group’s signed 2026 revenue. On SaaS the Planned card is labelled Total ARR, because “this year’s plan rows on won accounts” is exactly what ARR means.

The two SaaS cards are complements: 90.000 € of business still to win, 80.000 € already recurring.

All Spaces is the sum

With the four spaces above, and the current year selected:

Switch the selector to All Years and the pipeline column becomes 270.000 + 70.000 + 8.000 + 270.000 = 618.000 €. The rule doesn’t change; only the amounts each record contributes do.

If your All Spaces figure doesn’t match the spaces underneath it, the usual causes are a Stage or Unit filter left on something other than ALL, or a currency conversion — mixed-currency records are converted at the closest available rate per record, so a converted total won’t equal a naive sum. See Multi-currency.

The same stage name can mean two things

Stages belong to a space, so two spaces can use one name for different things. In the example above, Advisory treats Paused as inactive — work that has gone quiet — while Storefront treats Paused as at risk, a live order waiting on stock.

A combined view has to answer “is this record open?” for both. It answers it per record, using that record’s own space, which is why Storefront’s 40.000 € Ceramic mug counts in All Spaces exactly as it counts in Storefront. Judged by Advisory’s meaning of the word it would have silently vanished, and All Spaces would have read 218.000 € against four space cards summing to 258.000 €.

Nothing is required of you here — it just works. But it’s worth knowing when you name stages: the name is yours to reuse, and each space keeps its own meaning.

What decides “excluded” and “collectible”

Two organization settings shape these cards. Both live in Settings → General → Data Labels (Custom labels & terminology).

Collection stages is expressed in categories rather than names on purpose: the setting belongs to the organization, while stage names belong to one space. A name list could only ever be a pile of every space’s vocabulary applied to all of them — which is how one organization ended up marking every active-category record collectible because a single space happened to have a stage called “Active”.

Clearing the setting entirely is read as “no opinion” and leaves your plans untouched, rather than zeroing the forecast.

The other two cards

• Avg Monthly Cost — the selected year’s total cost, staff plus operational, divided by twelve. Dividing an annual total means one-off, quarterly and annual costs show as a smooth run-rate instead of spiking in a single month.
• Upcoming Payments (7d) — cost payments due in the next seven days, including payroll.

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