7 Essential KPIs to Track for Small Engine Repair Success
KPI Metrics for Small Engine Repair
Small Engine Repair businesses must track 7 core KPIs focused on operational efficiency and service mix Your goal is reaching breakeven by September 2026, which requires tight control over labor utilization and cost of goods sold (COGS) Initial fixed overhead runs about $17,633 per month, so every billable hour matters We focus on maximizing the average hourly rate, starting near the $9500 rate for Diagnostic & Repair services in 2026 Keep your Gross Margin above 75% by managing parts inventory (150% of revenue) and consumables (30%) Review these metrics weekly to ensure you hit the 9-month breakeven target
7 KPIs to Track for Small Engine Repair
#
KPI Name
Metric Type
Target / Benchmark
Review Frequency
1
Average Service Value
Measures total revenue per invoice
ASV should increase yearly, driven by upselling parts and maintenance
Yearly Target Review
2
Billable Utilization Rate
Measures technician efficiency
75% or higher
Weekly
3
Average Repair Time (ART)
Measures time spent per job type
25 hours for Diagnostic & Repair in 2026
Monthly
4
Gross Margin Percentage (GM%)
Measures profit after variable costs
75% or higher, based on 25% variable costs in 2026
Weekly
5
Customer Acquisition Cost (CAC)
Measures marketing efficiency
$60 in 2026
Monthly
6
Fleet Contract Revenue %
Measures recurring revenue reliability
Growth from 50% in 2026 toward 300% by 2030
Monthly
7
Breakeven Point (BEP)
Measures the volume needed to cover fixed costs
Sep-26 (9 months)
Monthly
Which KPIs directly measure the growth and quality of our revenue streams?
For Small Engine Repair, the key metrics proving revenue quality are Average Service Value (ASV) and the percentage of revenue coming from high-margin fleet contracts. Tracking these helps you understand if you're just doing more low-value fixes or successfully upselling to reliable, recurring work, which is defintely crucial when looking at potential owner earnings, like those discussed in How Much Does The Owner Make From Small-Engine-Repair?
Focusing on Average Service Value
ASV measures the total ticket size per job, mixing labor charges and parts sales.
If your ASV stays low, say under $175, you are likely only doing basic, quick repairs.
Use ASV to track the success of bundling preventative maintenance with necessary fixes.
Higher ASV means you are maximizing the value of the technician's time on site.
Shifting to Quality Revenue Mix
Revenue quality is measured by the mix between reactive fixes and proactive contracts.
Fleet Contracts for landscaping businesses offer predictable, recurring revenue streams.
Aim to increase the share of revenue from scheduled Preventative Maintenance packages.
If 75% of your revenue is emergency call-outs, growth is unstable and costly.
How do we determine if our current pricing and cost structure yield sustainable profit?
Sustainable profitability for your Small Engine Repair operation requires your pricing structure to generate enough contribution margin to easily surpass the $176,000 in monthly fixed costs. You must rigorously track Gross Margin Percentage (GM%) against parts costs and direct labor to ensure EBITDA remains positive after covering overhead, so growth must focus on service density per zip code.
Analyzing Gross Margin Percentage (GM%)
Calculate the cost of parts sold versus the revenue generated from those parts.
Ensure technician wages tied directly to billable hours are accounted for in the variable cost structure.
If parts carry a 50% margin, labor must cover the rest of the fixed cost gap.
Review your markup on replacement parts; aim for at least 100% markup on high-turnover items.
Covering Fixed Costs and EBITDA
Determine the required monthly contribution margin needed to hit $0 EBITDA, which is exactly $176,000.
If your current structure yields a 45% contribution margin, you need $391,111 in monthly revenue ($176,000 / 0.45).
If onboarding takes 14+ days, churn risk rises, impacting the ability to hit these volume targets defintely.
Are our technicians and shop resources being used effectively to maximize output?
To ensure technicians are effective, you must track the Billable Utilization Rate and hit specific time targets for service types, like aiming for 25 hours of diagnostic and repair work per technician by 2026; understanding this efficiency is key to answering questions like Is Small-Engine-Repair Currently Profitable?
Measure Technician Efficiency
Calculate Billable Utilization Rate monthly.
Define non-billable time (travel, admin, training).
If utilization is below 70%, review scheduling defintely.
High utilization justifies adding more service routes.
Hitting Repair Time Targets
Target 25 hours billable time for Diagnostics/Repair in 2026.
Average Repair Time (ART) must decrease 5% year-over-year.
Mobile service travel time must be batched by zip code.
If ART exceeds the standard 3.5 hours, parts stocking needs review.
How efficiently are we acquiring new customers and retaining existing high-value clients?
Calculate CAC by dividing total marketing spend by new customers acquired this month.
If the average repair job is $150, your LTV must exceed 3x CAC to be healthy.
Focus on driving repeat maintenance packages to boost LTV quickly.
If onboarding takes 14+ days, churn risk rises for new clients.
Lock In Recurring Revenue
Track the number of active recurring Fleet Contracts monthly.
These contracts provide predictable revenue streams, unlike one-off homeowner repairs.
Aim for 70% of total revenue to come from repeat or contract work within 24 months.
Use transparent pricing to secure annual service agreements with landscaping pros.
Key Takeaways
Achieving the 9-month breakeven target hinges on maximizing operational efficiency, specifically by maintaining a Billable Utilization Rate of 75% or higher.
To cover high fixed overhead, the business must rigorously maintain a Gross Margin Percentage (GM%) above 75% by strictly managing parts inventory and variable costs.
Revenue quality is measured by increasing the Average Service Value (ASV) and strategically growing reliable recurring Fleet Contract revenue streams.
Sustainable growth requires disciplined marketing spending, targeting a Customer Acquisition Cost (CAC) no higher than $60 to ensure profitability against customer Lifetime Value.
KPI 1
: Average Service Value
Definition
Average Service Value (ASV) tells you the total revenue you pull in for every single invoice you send out. It’s a crucial health check for your service model, showing if you are maximizing value from each customer visit. If ASV is low, you might be doing too many quick, low-value fixes.
Advantages
Measures success of upselling parts and maintenance plans.
Helps set accurate minimum pricing floors for service calls.
Shows if technicians are maximizing time on site effectively.
Disadvantages
Skewed by large, one-off commercial contracts.
Hides technician efficiency; a high ASV job might take too long.
Can encourage pushing parts customers don't need just to boost the number.
Industry Benchmarks
For mobile repair services like small engine work, ASV varies widely based on equipment type. Homeowner mower fixes might yield $150 to $250 per ticket. However, commercial fleet maintenance contracts should push this significantly higher, perhaps $400 or more per service event, because they involve more complex diagnostics and higher parts volume.
How To Improve
Require technicians to quote a preventative maintenance package on every initial diagnostic.
Standardize parts kits for the top 5 most common repairs to boost attach rates.
Tie technician bonuses directly to the percentage of revenue derived from parts sales versus labor.
How To Calculate
You calculate ASV by dividing your total money earned by the number of times you billed someone. This metric must increase yearly, driven by upselling parts and maintenance.
ASV = Total Revenue / Total Invoices
Example of Calculation
If Apex generated $40,000 in total revenue across 200 separate invoices last month, the calculation is straightforward. We need to know exactly how much revenue came from parts versus labor to see where the growth lever is.
ASV = $40,000 / 200 Invoices = $200.00 per Invoice
If your target is to increase this by 10% next year, you need to find an extra $20 in parts or labor on every ticket you close.
Tips and Trics
Segment ASV by customer type: homeowners versus commercial fleets.
Track the ratio of parts revenue to labor revenue within the ASV figure.
If ASV dips, check if it’s due to fewer parts sold or quicker labor times.
Aim for a year-over-year ASV growth of at least 5% to defintely offset operational creep.
KPI 2
: Billable Utilization Rate
Definition
Billable Utilization Rate measures how efficiently your technicians use their time. It shows the percentage of hours they spend on paid customer work versus the total hours they are available to work. For Apex Small Engine Repair, this metric directly impacts labor profitability.
Advantages
Identifies wasted time, showing when techs are waiting for jobs or stuck in traffic.
Directly links technician performance to revenue generation potential.
Helps forecast staffing needs; hitting 75% means you need fewer techs for the same output.
Disadvantages
Can pressure techs to rush jobs, potentially hurting repair quality or increasing rework.
Ignores non-billable but necessary work, like equipment maintenance or training.
Focusing only on this metric might mask low Average Service Value (ASV).
Industry Benchmarks
For skilled trades like small engine repair, utilization below 60% usually means you are losing money on overhead. The target you should aim for is 75% or better. If your mobile service utilization drops below 70%, you likely have too much windshield time or inefficient scheduling.
How To Improve
Optimize routing software to cut travel time between customer sites.
Bundle service calls in the same zip code on the same day.
Increase jobs that are preventative maintenance packages instead of emergency fixes.
How To Calculate
You calculate this by dividing the hours a technician actually billed to a customer by the total hours they were scheduled to work.
Example of Calculation
Suppose a technician works a standard 40-hour week. If they spent 32 hours on customer repairs and 8 hours on admin or travel, the utilization is calculated like this.
Actual Billable Hours / Total Available Hours
Using the numbers from the example:
32 Billable Hours / 40 Total Hours = 80% Utilization
Tips and Trics
Review the rate weekly, not monthly, to catch scheduling issues fast.
Track 'travel time' separately from 'admin time' to see where non-billable hours go.
Ensure your invoicing system accurately captures all billable time entries.
If utilization is high but Gross Margin (GM%) is low, the issue is pricing, not efficiency; defintely check your parts markup.
KPI 3
: Average Repair Time (ART)
Definition
Average Repair Time (ART) tells you the average time your technicians spend completing a specific type of job, like diagnostics or chain saw repair. This metric is crucial because labor is a primary revenue driver for your mobile repair service. Hitting targets here ensures you price jobs correctly and schedule efficiently.
Advantages
Pinpoints exact labor cost per service type.
Improves scheduling accuracy for the mobile fleet.
Highlights where training or better tooling is needed.
Disadvantages
Ignores travel time between customer sites.
May pressure techs to rush complex diagnostics.
Doesn't capture time spent waiting for parts delivery.
Industry Benchmarks
For specialized mobile field service, a good benchmark for routine maintenance might be 1.5 to 3 hours per site visit. Complex diagnostics on generators often run much higher. You must compare your Diagnostic & Repair time against your own historical data first.
How To Improve
Develop standardized repair protocols for common equipment failures.
Ensure service vans carry 80% of high-turnover parts inventory.
Analyze jobs exceeding the 25-hour target to find bottlenecks.
How To Calculate
You calculate ART by dividing the total time technicians spent working on a specific job type by the number of those jobs completed. This gives you the average time investment per service order. We are targeting 25 hours for Diagnostic & Repair jobs by 2026, which requires monthly tracking.
ART = Total Billable Hours for Service X / Total Jobs for Service X
Example of Calculation
Say your team logged 500 billable hours completing 20 Diagnostic & Repair jobs in a given period. Here’s the quick math to see your current ART.
ART = 500 Billable Hours / 20 Jobs = 25 Hours per Job
If this calculation lands above 25 hours, you know you need to review scheduling or process flow immediately.
Tips and Trics
Track time granularly: separate diagnosis from actual repair.
Use software that forces techs to select a job code immediately.
If a job runs over 30 hours, require manager sign-off.
Defintely review the variance between actual ART and the 25-hour target every month.
KPI 4
: Gross Margin Percentage (GM%)
Definition
Gross Margin Percentage (GM%) shows the profit left after you subtract the direct costs of doing business, what we call Cost of Goods Sold (COGS). For Apex Small Engine Repair, this is revenue minus the cost of parts sold and any direct labor tied specifically to that repair job. It’s the single best measure of your unit economics before you pay the rent or salaries.
Advantages
Quickly assesses pricing power on parts and labor rates.
Identifies service types where variable costs are too high.
Directly links inventory management efficiency to profit health.
Disadvantages
It completely ignores fixed overhead costs like the shop lease.
Misclassifying technician time as fixed rather than variable skews results.
A high percentage doesn't mean much if job volume is too low to cover fixed costs.
Industry Benchmarks
For specialized service providers like small engine repair, a strong GM% is usually 65% or higher, especially when parts markup is a core revenue driver. Since you are targeting 25% variable costs, your goal of 75% is aggressive but achievable if you control parts sourcing tightly. If you see margins drop below 60% consistently, you are definitely leaving money on the table.
How To Improve
Systematically audit parts costs to ensure you are achieving 25% COGS or less.
Bundle routine maintenance packages to increase the Average Service Value (ASV).
Train technicians to upsell necessary preventative parts during onsite diagnostics.
How To Calculate
To find your Gross Margin Percentage, take your total revenue, subtract the direct costs associated with generating that revenue (COGS), and divide the result by the revenue itself. This tells you the percentage of every dollar earned that remains before fixed overhead.
(Revenue - COGS) / Revenue
Example of Calculation
Say a mobile repair job brings in $200 in total revenue, which includes labor charges and parts sold. If the parts used for that specific job cost you $50 (your COGS), here is the math to hit your target.
Review GM% weekly; it’s a leading indicator, not a lagging one.
Ensure your 2026 target of 25% variable costs is locked into your procurement contracts.
If GM% falls below 70%, immediately investigate if technician time is being misclassified as COGS.
Use the 75% target to set minimum acceptable markup percentages on all replacement parts; defintely don't sell parts at cost.
KPI 5
: Customer Acquisition Cost (CAC)
Definition
Customer Acquisition Cost (CAC) tells you exactly how much money you spend on marketing to get one new paying customer. It is the core measure of marketing efficiency. For Apex Small Engine Repair, keeping this number low directly impacts profitability because you need to cover parts and labor.
Advantages
Shows the direct cost required to bring in new service revenue.
Helps compare marketing channel effectiveness against the $60 target.
Forces discipline on sales efforts before scaling ad spend.
Disadvantages
It ignores how much that customer spends over time (LTV).
It can be skewed by large, one-time branding expenses.
It doesn't account for the time technicians spend selling initial jobs.
Industry Benchmarks
For service businesses like mobile repair, CAC varies widely based on local competition and service complexity. A good benchmark often sits below 10% of the expected Customer Lifetime Value (LTV). If your Average Service Value (ASV) is low, your acceptable CAC must be much lower to ensure you make money on the first visit.
How To Improve
Boost referrals from existing happy homeowners and landscaping firms.
Focus ad spend only on high-intent local searches for immediate repair needs.
Improve your website conversion rate to capture more leads cheaply.
How To Calculate
You find CAC by dividing all your marketing and sales expenses by the number of new customers you gained in that period. This is a straightforward division, but you must be disciplined about what you include in the spend total.
CAC = Total Marketing Spend / New Customers Acquired
Example of Calculation
Say Apex Small Engine Repair spent $12,000 on digital ads and local flyers in one month, and those efforts brought in 200 new customers needing service. We need to hit that $60 target for 2026, so let's see where we stand now.
CAC = $12,000 / 200 Customers = $60.00 per Customer
Tips and Trics
Track CAC monthly, as required for your 2026 goal review.
Ensure marketing spend only includes direct acquisition costs, not overhead.
If CAC exceeds $60, you must defintely pause the highest-cost channels.
Always compare CAC against your Average Service Value (ASV) to check unit economics.
KPI 6
: Fleet Contract Revenue %
Definition
Fleet Contract Revenue Percentage measures how much of your total income comes from reliable, recurring service agreements, usually with landscaping or construction businesses. This ratio tells you how stable your revenue base is, moving beyond unpredictable one-off repairs. A higher percentage means better revenue predictability for forecasting.
Advantages
Provides high revenue visibility for planning capital expenditures.
Reduces pressure on sales teams to constantly hunt for new spot jobs.
Fleet customers often require higher volume, improving technician utilization rates.
Disadvantages
Concentration risk if one major fleet contract terminates unexpectedly.
Contract negotiations can compress margins if you don't price parts correctly.
It takes time to build the necessary trust to secure these large agreements.
Industry Benchmarks
For specialized service businesses like small engine repair, achieving 40% to 60% recurring revenue is a strong indicator of operational maturity. If you are below 30%, your business is highly susceptible to seasonal swings and spot market pricing. Benchmarks help you gauge if your service model is sticky enough.
How To Improve
Bundle preventative maintenance into annual fleet contracts for guaranteed service slots.
Target commercial landscapers first, as their equipment dependency is highest.
Structure contracts to include automatic price escalators tied to inflation or parts costs.
How To Calculate
This ratio is simple division: take the revenue generated specifically from fleet service agreements and divide it by your total revenue for the period. You must track this monthly, as instructed, to ensure you are hitting the growth trajectory. We are aiming for a ratio starting at 50% in 2026, with the absolute fleet revenue dollars growing 300% by 2030.
Say in Q1 2026, you booked $150,000 in total revenue, and $75,000 of that came from your existing commercial maintenance contracts. Here’s the quick math to see your starting position relative to the 50% target.
If you hit 50% in 2026, you defintely need aggressive contract acquisition to hit that 300% growth target on the absolute dollar amount over the next four years.
Tips and Trics
Tie contract renewal discussions to technician performance reviews.
Segment fleet revenue from homeowner revenue in your accounting software.
Ensure contracts cover minimum monthly service commitments, regardless of usage.
Use the mobile service UVP to upsell fleet clients on emergency response SLAs.
KPI 7
: Breakeven Point (BEP)
Definition
The Breakeven Point (BEP) shows exactly how many jobs you must complete to cover all your monthly operating expenses. It tells you the minimum sales volume required before the business starts making a profit. Hitting this number means revenue equals total costs. This is your crucial survival metric.
Advantages
Defines the minimum sales volume needed to survive.
Helps set realistic sales targets for the team.
Shows the impact of changing fixed costs or pricing.
Disadvantages
Ignores the time value of money or cash flow timing.
Assumes fixed and variable costs remain constant over time.
Doesn't account for profit goals, only reaching zero profit.
Industry Benchmarks
For service businesses like small engine repair, BEP is often measured in jobs or billable hours rather than pure dollar sales. A good target is achieving BEP within the first 9 months of operation, aligning with your Sep-26 goal. If your fixed overhead is high due to specialized mobile fleet costs, your required job volume will be higher than a shop-only model.
How To Improve
Increase Average Service Value (ASV) through upselling parts.
Aggressively manage fixed overhead, like reducing office space costs.
Boost technician efficiency to lower the cost per job completed.
How To Calculate
You find the BEP by dividing your Total Fixed Costs by the Contribution Margin you earn on each job. The Contribution Margin is what’s left after covering the direct costs of servicing that specific piece of equipment, like parts used or direct labor tied to that job. We are targeting 75% Gross Margin, meaning 75% of revenue contributes to covering fixed costs.
BEP (Jobs) = Total Fixed Costs / Contribution Margin per Job
Example of Calculation
Say your monthly fixed costs—insurance, base salaries, software subscriptions—are estimated at $25,000. If your Average Service Value (ASV) is $250 and your target Contribution Margin Rate is 75% (based on the 25% variable cost target), the CM per job is $187.50. You need to complete 134 jobs monthly to break even. Still, that number feels high, but it’s what the math dictates based on those inputs.
BEP (Jobs) = $25,000 / ($250 0.75) = 133.33 Jobs
Tips and Trics
Review the BEP calculation every month, not just annually.
Track Total Fixed Costs strictly; don't let small expenses creep in.
Use the target Sep-26 date to calculate required daily job volume.
If CAC is high, your required BEP volume increases defintely.
