Run a job profitability report

This guide shows you how to run and customize the Job Profitability report. This helps you understand which jobs are most profitable and which are costing you money.

By analyzing your job profitability, you can make better decisions about future quotes, resource allocation, and which types of jobs to pursue. Accurate data helps you price your services competitively while protecting your margins.

Before you start

• You need a permission level that allows you to view reports.
• For the report to be useful, you need data in the system. This includes time entries, logged expenses, and invoices for the jobs you want to analyze.
• Ensure you have set up cost rates for your staff members. Without these, we cannot accurately calculate your labor costs.

Run the Job Profitability report

This report aggregates all the financial data associated with a job to calculate its profit and margin.

1. Go to Reports → Jobs.
2. Select Job Profitability from the list of available reports.
3. The report will load with a default date range, typically This Month. You will see a list of jobs and their key financial metrics.

Filter and customize your view

You can narrow the results to find the specific information you need.

1. Click the Filters button at the top of the report.
2. Set a specific Date Range. You can choose a preset like Last 90 Days or set a custom start and end date.
3. Use the other filter options to refine your report:
   • Client: See all jobs for a single client.
   • Job Status: Focus on In Progress or Completed jobs.
   • Job Manager: Analyze the profitability of jobs managed by a specific staff member.
   • Job Tags: Filter for jobs with specific tags you have created.
4. Click Apply Filters to update the report.

💡 Tip: After applying filters, you can save the view for quick access later. Click Save View and give it a memorable name like "Q3 Completed Architecture Jobs".

Understand the report columns

The report contains several columns of data. Understanding each one helps you get the most out of the analysis.

ℹ️ Good to know: The accuracy of this report depends entirely on having complete data. Profit is calculated from your invoiced revenue and your recorded costs. If cost rates are missing or expenses are not logged, your profit calculations will be incorrect.

Here are the key columns and what they mean:

• Invoiced Total: The total amount you have invoiced for the job, excluding taxes. This is based on posted invoices, not drafts.
• Job Costs: The total internal cost to deliver the job. This is the sum of your Labor Costs and your logged Expenses.
• Labor Costs: The total cost of staff member time spent on the job. We calculate this by multiplying each time entry's duration by the staff member's defined cost rate.
• Expenses: The total of all billable and non-billable expenses logged against the job.
• Profit: The difference between your revenue and your costs. The calculation is Invoiced Total - Job Costs.
• Margin: Your profit expressed as a percentage of your revenue. The calculation is (Profit / Invoiced Total) * 100.

Good to know

• Non-billable time still has a cost. When staff members track non-billable time to a job, it increases the Labor Costs and therefore reduces the job's profit.
• The report only includes amounts from posted invoices. Draft invoices are not included in the revenue calculations.
• If a job has costs but no posted invoices yet, it will show a negative profit. This is normal for jobs still in progress.
• You can export the report to a CSV file by clicking the Export button. This allows you to perform more analysis in a spreadsheet application.

What's next

• Set up staff cost rates
• Track time on jobs
• Log expenses against jobs
• Create and send client invoices