Quota Tracker

When to activate

Monthly after month-close or weekly during critical periods. Use to identify reps trending toward miss and surface early coaching opportunities. Requires sales rep activity and pipeline data.

When NOT to use

Not for individual deal assessment — use deal-risk-analyzer. Not for territory design — use territory-optimizer. Not for comp plan auditing — use sales-compensation-auditor.

Quota Decomposition Framework

When a rep is trending toward miss, isolate root cause:

Activity Gap Analysis

Formula:

• Target activities per rep per month (based on sales cycle / deal size)
• Actual activities (calls, emails, meetings)
• Variance: Actual / Target

Scoring:

• 100% activities: On track for activity volume

• 80–100% activities: Slightly behind; needs pickup
• <80% activities: Significant activity deficit

Recovery: Increase daily activity KPIs. Set weekly call / meeting targets. Implement activity-based coaching.

Win Rate Decomposition

Formula:

• Closed-Won / (Closed-Won + Closed-Lost)
• Compare to rep benchmark vs. team benchmark

Scoring:

• Rep win rate >= team win rate: Performing at standard
• Rep win rate 5–10% below team: Needs qualification coaching
• Rep win rate >10% below team: Deal selection or execution issue

Recovery: If deal selection issue, tighten qualification gates. If execution issue, role-play close techniques or review recent losses.

Deal Size Trending

Formula:

• Average deal size (current period) vs. quota assumption
• New business vs. expansion deal mix

Scoring:

• Deal size = quota assumption: On track
• Deal size 10–20% below assumption: Likely due to market or territory design
• Deal size >20% below assumption: Rep may be chasing small deals to hit activity targets

Recovery: Reposition focus on larger opportunities. Adjust territory accounts upmarket.

New vs. Expansion Mix

Formula:

• Revenue from new business / Total revenue
• Revenue from account expansion / Total revenue

Scoring by Industry:

• Enterprise SaaS: 50/50 new vs. expansion is healthy
• SMB SaaS: 70/30 new-heavy is common
• Maturity of territory determines healthy split

Recovery: If overweight in new business, focus customer success on expansion pipeline. If expansion-heavy, backfill with new logos.

Quota Tracker Report Template

# Quota Tracking Report — [Month] [Year]

**Reporting Date:** [Date]  
**Period:** [Month/Quarter]  

---

## Summary Table

| Rep | Closed YTD | Target YTD | % Target | Forecast Remaining | Q-End Projection | Status |
|-----|-----------|-----------|----------|------------------|-----------------|--------|
| [Rep 1] | [Val] | [Val] | [%] | [Val] | [%] | [Color] |
| [Rep 2] | [Val] | [Val] | [%] | [Val] | [%] | [Color] |
| Team | [Val] | [Val] | [%] | [Val] | [%] | [Color] |

---

## Red Flag Reps (>20% Below Pro-Rata Target)

### [Rep Name] — [% Below Quota]

**Current Status:** [Closed to date] / [Quarterly quota] = [%]

**Root Cause Analysis:**
- Activity Level: [Analysis]. Target: [X] calls/meetings. Actual: [X]. Gap: [%].
- Win Rate: [Analysis]. Rep rate: [%]. Team rate: [%]. Variance: [%].
- Deal Size: [Analysis]. Rep avg: [Value]. Team avg: [Value]. Variance: [%].
- Business Mix: New business [%] / Expansion [%] vs. target [%] / [%].

**Recovery Plan:**
1. [Action] — Owner: [Manager]. Deadline: [Date]. Expected impact: $[Value].
2. [Action] — Owner: [Manager]. Deadline: [Date]. Expected impact: $[Value].

---

## Yellow Flag Reps (10–20% Below Pro-Rata Target)

| Rep | Status | Root Cause | Recovery Action |
|-----|--------|-----------|-----------------|
| [Rep] | [%] | [Primary cause] | [Action + Owner + Deadline] |

---

## On-Track Reps (>90% Pro-Rata Target)

[List reps on track; identify any standout practices worth scaling]

---

## Team-Level Insights

- **Overall Team Attainment:** [%] of target
- **Team Win Rate:** [%] (target: [%])
- **Avg Deal Size:** $[Value] (target: $[Value])
- **Pipeline Coverage:** [X]x quota remaining in opportunities
- **Forecast Confidence:** [%] (based on forecast accuracy analysis)

---

## Next Steps

- [Action item 1] — Owner — Deadline
- [Action item 2] — Owner — Deadline

Example

Quota Tracking Report — June 2026

Reporting Date: 2026-06-12
Period: Q2 2026 (through June)

Summary Table

Red Flag Reps (>20% Below Pro-Rata Target)

Mike T — 36% Below Quota

Current Status: $145K closed / $225K quarterly quota = 64%

Root Cause Analysis:

Activity Level: Significant deficit. Target: 8 discovery calls + 4 demos per week. Actual: 4 calls + 1 demo per week. Gap: −50%. Issue: Rep working only 3 days/week due to personal project. Not communicated to manager until now.

Win Rate: 40% (Mike) vs. 58% (team average). Variance: −18%. Indicates deal selection or qualification issue. Losses are clustering around pricing/budget objections (60% of losses), suggesting Mike is advancing deals too early before budget confirmed.

Deal Size: $18K average (Mike) vs. $21K average (team). Variance: −14%. Consistent with activity deficit — chasing volume over value.

Business Mix: 75% new business / 25% expansion (Mike) vs. 55% / 45% team average. Over-indexed on new logos; missing expansion upsell opportunities in existing accounts.

Recovery Plan:

1. Immediate: 1:1 with manager to understand personal project impact. Clarify expectation: full-time sales commitment or transition out. Owner: Sales Manager. Deadline: Monday.
2. If staying: Activity Intensive (2-week sprint). Daily standup. Target: 10 discovery calls + 5 demos per week to close gap. Owner: Manager. Deadline: June 26.
3. Qualification Coaching: Role-play budget discovery call. Focus on "when do you have budget?" as gate before advancing to demo. Owner: Sales Manager. Deadline: June 13 (1-on-1).
4. Expansion Mining: Identify 5 existing accounts in Mike's territory with upsell potential. Schedule account expansion calls. Owner: Mike + CS. Deadline: June 19.

At-Risk: If Mike doesn't demonstrate activity pickup by June 26, escalate to VP for decision: performance plan vs. transition.

Yellow Flag Reps (10–20% Below Pro-Rata Target)

On-Track Reps (>90% Pro-Rata Target)

Sarah K — 93% YTD, projected 101% by quarter-end

Standout practices:

• Highest win rate on team: 62% (vs. 58% team avg). Excellent deal qualification.
• Deal size: $23K average (highest on team). Focused on larger opportunities.
• Activity: 12 discovery calls/week (above target). Consistent pipeline generation.

Recommendation: Mentor other reps on qualification technique. Ask Sarah to lead monthly deal review coaching session.

Team-Level Insights

• Overall Team Attainment: 79% of pro-rata target (on track for 88% quarter-end, vs. 95% target)
• Team Win Rate: 58% (healthy; on par with industry baseline)
• Avg Deal Size: $21K (in-line with $22K quota assumption)
• Pipeline Coverage: 3.2x remaining quota in open opportunities (healthy; target 3.5x)
• Forecast Confidence: 72% (reps underforecasting — conservative estimates, which is positive for miss risk)

Next Steps

• June 13: 1:1 with Mike T — determine commitment level and activation plan.
• June 19: Weekly team standup — review deal stalls and activity levels.
• June 26: Reassess Mike T progress. VP decision point if no improvement.
• June 30: Final quarter-end push. Deploy retention incentive or emergency pricing for at-risk deals.