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Driving Efficiency & Profits: CFO Best Practices in FY23

Last updated: November 202647 min watch

Speakers

  • Manoj Kumar Rathi, Chief Financial Officer, FarEye

  • Naga Subramanya, Director of Finance, Airmeet

You've just turned a three-year plan into a P&L and a cash position for each year. The numbers say the company carries more cost than the plan can support. So, you take that to your five function heads, and each one tells you their team is already lean.

Manoj Kumar Rathi ran into exactly this at FarEye. The leadership team built a long-term plan for about three years and turned it into a P&L and cash positions, which "threw up a lot of surprises." In Manoj's words: "For the first time ever, we sensed that we were actually sitting on a lot of flab."

The functional leaders didn't accept it, because they "all felt they were not sitting on any flab." External benchmarks showed the excess was real. The result, Manoj said, was "a 70% burn reduction in a year's time."

Praveen Rajaretnam, Head of Product Marketing at Drivetrain, moderated a panel with Manoj Kumar Rathi, CFO of FarEye, and Naga Subramanya, then Director of Finance at the virtual events company Airmeet. Drivetrain sponsored the session alongside Spendflo. This article covers how both finance teams approached the work, with the full transcript at the end.

The short version

The CFO best practices in this session are about driving efficiency and profit: finding cost your plan can't carry, cutting it, bringing cash in sooner, and pointing what's left at growth. FarEye's own cost cuts reduced its burn by 70% in about a year.

For more on the forecasting side of the CFO's job, see CFO best practices for cash flow forecasting.

Measure revenue, the P&L and working capital together

Naga started from first principles. Cash flow, he said, comes down to two things: first, EBITDA, "what trickles down from your P&L," and second, working capital: "how efficiently you collect money from your customers and how late you can afford to pay your vendors."

On the P&L side, the metrics he named were sales and marketing as a percentage of revenue and R&D as a percentage of revenue. He added the sales magic number.

Manoj groups his metrics into three efficiency buckets:

  • Revenue efficiency: ARR growth on new sales and existing customers, upsell, GRR, NRR and net-new ARR growth.
  • Operational efficiency: The P&L across operating segments, with expenses in absolute amounts and as a percentage of revenue, including their trends.
  • Capital efficiency: Net cash generation or net burn in a month, how working capital is going, the cash position to date, and metrics such as runway, DSO and DPO.

So, the two finance leaders group their SaaS efficiency metrics differently, but they watch the same things: what each function spends against what it returns, and how long cash sits with customers and vendors.

Find the flab with outside benchmarks, then cut in two buckets

Check your costs against peers

At FarEye, Manoj said, "We brought in external benchmarks to validate our thought process and establish that there was actually flab." The team picked up data from "SaaS organizations of a similar size on headcount in different functions, costs in different functions," and mapped it against its own.

Praveen added that the peer set matters. You compare yourself with companies of "similar size, similar industry, similar sales motion." There are many benchmark providers, he noted.

Simply put, benchmarks turn a team's sense that it's lean from an opinion into a comparison, but only against peers that look like you, and applied with your own landscape in mind.

We can't simply say, 'That company of this size has so many people in product and engineering, so you should have a similar size.' That may not be true. You might be a different company chasing different products, building different products, with a different kind of experience and a different kind of growth.
Manoj Kumar RathiCFO, FarEye

Cut in two buckets

FarEye tried to make the reduction "as least disruptive as possible," and split it into two buckets.

Headcount. The team created a to-be organization structure focused on making the company "very lean, agile and customer-centric," then placed the right people in the right places in it. That showed which people FarEye could let go "without impacting our operations or productivity at all." The company did a one-time rightsizing and didn't backfill attrition. Together, Manoj said, the two steps helped it "beat our rationalization target."

Costs other than compensation. "Besides compensation and benefits," Manoj said, FarEye's top expenses were server and software, travel, marketing, and legal and professional expenses. Here's what the team did:

  • Vendor contracts: It reviewed every one and terminated those that weren't required or were only good-to-have.
  • Vendor prices: It renegotiated with many vendors wherever possible, and changed some.

Collect cash sooner without losing deals

Naga chose to "focus a little on the revenue side": how Airmeet collected money from customers faster. It made two changes.

First, Airmeet tied up with a financing partner. Before, it was losing deals with customers "who asked for custom payment terms or who wanted to pay monthly when we only offered annual contracts." It found a provider "who could take our annual invoice while our customers paid that provider on a monthly basis."

Second, Airmeet changed sales compensation so reps "get compensated only when we collect the money, versus at the time of booking." Airmeet had been seeing some drop-off "due to bad debts, or reps giving really favorable payment terms."

Both fixes improve accounts receivable. One changes who carries the monthly payments, the other when the rep gets paid.

Tie R&D, marketing and sales spend to an outcome

Naga said he thinks "it all comes down to resource allocation. How are you allocating resources, and what kind of ROI are you getting?"

Product and engineering

Manoj said in product and engineering "you can't directly link spend to the revenue being generated." So FarEye looked at it two ways.

  1. People against expected revenue per product: The team counted how many people worked on each of FarEye's last-mile products. It mapped each product's expected revenue against the people deployed on it.
  2. New work against maintenance: The team compared how many people were building new features or products with how many were maintaining existing ones. That showed where to rationalize headcount.

Sales and marketing

Manoj said sales and marketing "is relatively simpler because it's attached to new sales growth, so you can put a magic number to it."

Airmeet split marketing into brand marketing and demand gen, and tied every demand-gen activity back to an ROI measure: leads or pipeline. It cut the data by lead intent (high, medium or low), by where leads came from, and by company. The reason was timing. Naga tries to measure efficiency within one or two months of a demand-gen activity, while the sales cycle could be six months.

So I need an early indicator to figure out whether a campaign is on its way to success or on its way to becoming a dud.
Naga SubramanyaDirector of Finance, Airmeet

So, where you can tie spend to revenue, tie it. Where you can't, as in product and engineering, weigh the people on each product against its expected revenue.

Grow at a cost the business can sustain

On balancing growth against efficiency, Manoj said it depends on the company's stage. From the growth stage, maybe mid or late, "growth is definitely first and foremost, but it has to become efficient growth."

But anything we do should not undermine growth at all. That is the key thing. So how do we generate profitability while not restricting growth at all?
Manoj Kumar RathiCFO, FarEye

He described three ways FarEye does that.

A margin floor on pricing. When pricing a deal, the team works out its cost and the markup it should keep, and the price shouldn't go below that margin level. Under competitive pressure, it moves price by deal size, market (including new markets), customer and industry segment. But "we make sure we are not losing out on a particular deal in terms of our margin."

A tight leash on fixed costs. For fixed costs, mostly G&A spend, FarEye keeps "a very tight leash" on it and makes sure it "is not growing linearly with revenue."

Services at net-zero. For implementation and change requests: "There, our intent is not really to make money out of it, but we make sure that business is at least net-zero cost."

Naga added a caveat. His answers came from "a much earlier stage" than Manoj's. FarEye, he said, is "a much larger company, much closer to profitability."

If there's one thing people should take away from this conversation, it's that there's no set answer. The answer is always 'it depends,' but you'll only find out what it depends on when you dive deeper: double-click, double-click and double-click.
Naga SubramanyaDirector of Finance, Airmeet

So, the test for any of these tactics is the one Manoj set out: does it add profitability without restricting growth?

Get leaders behind the plan and keep it on track

Praveen brought an attendee's question to the panel: how do you drive alignment across the board?

FarEye first aligned its leadership on the need to drive efficiency, Manoj said. "We transparently shared with them our current status and what our future outlook looks like," he said, and kept that cadence going. With that alignment, implementation is much easier. "Otherwise there's always resistance."

On incentives, Manoj said FarEye introduced "a variable component into the salaries of some leadership-level people and linked that variable component to their OKRs." Naga said Airmeet did the same and tied it to a business outcome.

When Praveen asked for "one golden tip" to close, Manoj named "institutionalizing the process and mechanism of rolling forecasts in the organization, to make it more predictable and proactive." He recommends a rolling forecast every month, "for the current financial year, month by month until year-end, and maybe the impact on the next one or two years as well. Make it a habit." The reason? It "sensitizes management to the impact of the decisions they're taking … along with the payback."

For finance, that makes alignment recurring work: the updates to leaders keep going, and the forecast is redone every month.

Where tools fit in this work

Praveen closed the session with a word on tools. Without "the right combination of tools and technology you could easily get lost," he said. In his description, Spendflo "helps you keep a very close eye on your costs and expenses," and Drivetrain gives finance teams "a map to plan your growth, a compass to track your journey in real time, and even some diagnostics and simulation tools."

See Drivetrain's FP&A software or book a demo.

Summary

  • Measure revenue, the P&L and working capital together: Naga uses two levers, Manoj three efficiency buckets.
  • Find the flab with outside benchmarks, then cut in two buckets: FarEye designed a to-be org to size headcount, then went through every vendor contract.
  • Collect cash sooner without losing deals: Airmeet used a financing partner for customers who wanted to pay monthly, and paid commission on collection.
  • Tie R&D, marketing and sales spend to an outcome: Both teams tied spend to revenue where they could; in product and engineering, FarEye weighed people against each product's expected revenue.
  • Grow at a cost the business can sustain: FarEye holds a margin floor, keeps fixed G&A tight and runs services at break-even.
  • Get leaders behind the plan and keep it on track: FarEye shared the numbers with its leaders, both companies tied some leadership pay to outcomes, and Manoj recommends a monthly rolling forecast.
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