Quota-Capacity Gap Report Template
A board-ready one-pager showing the delta between assigned quota and the capacity actually available to carry it, with root causes and owned actions.
What's inside
- Headline gap statement format for the top of the page
- Gap-by-segment table: assigned quota, available capacity, gap $, gap %, primary driver
- The capacity formula footnote tying this report back to the 12-Month Rolling Capacity Planning Model
- Root-cause breakdown table across 5 standard drivers (unfilled reqs, ramping reps, attrition, territory realignment, promotion lag)
- 4-quarter trend table to show structural vs. one-off gaps
- Recommended-actions table with owner, target date, and expected impact
- Appendix definitions for Assigned Quota, Available Capacity, and Gap
Quota–Capacity Gap Report
Format: one page. This is a board/exec artifact — if it doesn't fit on one page, it's a working document, not a report.
Reporting Period: [Q_ 20__] Prepared by: [Name / RevOps] Distribution: [CRO / CFO / Board]
Headline
[Segment/Org] capacity is [X]% [short of / ahead of] assigned quota this quarter — a gap of $[amount].
Gap by segment
| Segment / Team / Region | Assigned Quota | Available Capacity | Gap ($) | Gap (%) | Primary Driver |
|---|---|---|---|---|---|
| [Enterprise] | $ | $ | $ | % | [e.g., 2 unfilled reqs] |
| [Mid-Market] | $ | $ | $ | % | [e.g., 3 reps mid-ramp] |
| [SMB] | $ | $ | $ | % | [e.g., fully staffed] |
| Total | $ | $ | $ | % |
Available Capacity = Σ (ramp % × quota) per rep this period — see the 12-Month Rolling Capacity Planning Model for the full calculation.
Root cause breakdown
| Driver | % of total gap | Notes |
|---|---|---|
| Unfilled requisitions (hiring behind plan) | % | [reqs open, days open] |
| Reps still ramping | % | [# reps, months into ramp] |
| Attrition above plan | % | [# departures vs. forecast] |
| Territory/account realignment | % | [reassignment disruption] |
| Promotion/backfill lag | % | [internal moves creating vacancy] |
Trend (last 4 quarters)
| Quarter | Gap % |
|---|---|
| Q-3 | % |
| Q-2 | % |
| Q-1 | % |
| This Q | % |
[One line: is the gap structural/worsening, or a one-quarter blip from a known departure?]
Recommended actions
| Action | Owner | Target Date | Expected Impact |
|---|---|---|---|
| [e.g., Approve 3 reqs for Enterprise] | Closes $X of gap by Q+2 | ||
| [e.g., Accelerate ramp support for 2 reps] | Recovers X% attainment | ||
| [e.g., Reforecast target given structural gap] | Aligns board expectation |
Appendix — definitions
- Assigned Quota: the sum of individual quotas formally assigned this period, regardless of who's carrying them.
- Available Capacity: the sum of (ramp % × quota) actually deployable this period — a rep on quota but at 50% ramp only counts as 50% capacity.
- Gap: Assigned Quota − Available Capacity. A positive gap means quota is assigned that no one can realistically carry.
How to use it
Fill in one row per segment/team from your capacity model each quarter, keep it to one page, and lead the board conversation with the headline gap statement before the supporting tables.