Project profitability tracker
Record the price, the costs and the payments for each project or job and see its profit and margin.
A job that sells well can still lose money. List each project with its quoted price, the cost of materials, labour and other expenses, and the amount received, and the tracker works out the profit, the margin and the amount still to collect, flagging any project that makes a loss.
Contractors, caterers, printers, consultants and agencies that work by project.
What is included
- Profit and margin for each project
- Cost split into materials, labour and other
- Amount still to collect
- Loss-making projects flagged
- Totals at the top
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Screenshots
How to use it
- List each project with its quoted price.
- Enter the costs: materials, labour and other.
- Enter the amount received so far.
- Read the profit, margin and the amount still to collect.
Templates are tools to help with your own records. They are not tax or legal advice. Check the figures against official sources before filing or paying.
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What the project profitability tracker does
A job that sells well can still lose money. List each project with its quoted price, the cost of materials, labour and other expenses, and the amount received, and the tracker works out the profit, the margin and the amount still to collect, flagging any project that makes a loss.
Who it is for
Contractors, caterers, printers, consultants and agencies that work by project.
How to use the workbook
- List each project with its quoted price.
- Enter the costs: materials, labour and other.
- Enter the amount received so far.
- Read the profit, margin and the amount still to collect.
- Save a copy under a new name for each month or year, so earlier records stay as they were.
What is inside
- Profit and margin for each project
- Cost split into materials, labour and other
- Amount still to collect
- Loss-making projects flagged
- Totals at the top
The workbook has these sheets: Instructions, Projects, Summary. The main table has the columns Project; Client; Price; Materials; Labour; Other costs; Total cost; Profit. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.
Tips for getting it right
- Record costs as they happen, not at the end.
- Include your own time as a cost.
- Quote from the margins you actually achieve.
- Review finished projects to learn what to charge.
Why keep this record
Running a business on memory works until it grows. Writing the numbers down turns opinions into facts you can compare month to month, and shows early which products, customers or costs deserve attention. Even a simple workbook, used every week, usually beats a sophisticated one that is opened once a year.
Questions people ask
Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.
Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.
Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.
Keeping it safe and up to date
A plan is only as good as the numbers you put in. Start with honest estimates, update the workbook as real figures arrive, and compare the two so your next estimate is better. Save a dated copy each month so you can see how your thinking changed.
Read how to build a cash flow forecast for the wider picture. Free calculators that go with it: Vat calculator. See more business templates or ask us for a custom one.
The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.
Related guides, calculators and templates
- Free calculator: VAT Calculator
- Guide: How to set up an M-Pesa till or Paybill for your business and account for it
- Guide: How KRA uses data matching and what it means for you
- Guide: How to protect your business from fraud and theft
- Another template: Customer order and delivery tracker
- Another template: Inventory and stock tracker (up to 2,000 items)
- Another template: Pricing and markup calculator
Need something different? Request a custom template, browse all guides or see every Excel template.
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