The Project Profitability Report

The following is the recorded version of the help article outlined below.

The Profitability Report is to help you track and manage the financial performance of a project in real time.

More specifically, it allows you to:

1. Monitor profitability — by comparing your Expected Gross Profit (what you planned to make) against your Running Gross Profit (what you’re actually making right now).

2. Control project costs — by showing the relationship between Bills In (supplier costs) and Invoices Out (client revenue).

3. Identify issues early — such as overspending, missing variations, or unbilled work, so you can take corrective action before the project finishes.

4. Support informed decision-making — by giving up-to-date financial data that reflects every new invoice or bill as it’s entered.
   
   

In short, the purpose is to provide real-time visibility of a project’s financial performance by comparing revenue, costs, and profitability, helping ensure the project stays on budget and profitable. 

Understanding the Profitability Report

The Profitability Report provides a live snapshot of your project’s financial performance. It displays key figures such as:

• Project Value

• Approved Quotes

• Supplier Bills (Bills In)

• Remaining Budget to spend

• Expected Gross Profit vs Running Gross Profit

• Cost to Complete

• Client Invoices (Invoices Out)

Because this report is live, any time you create a Client Invoice/Credit Note or enter a Supplier Bill/Supplier Credit Note, your Running Gross Profit will automatically update.

Interpreting a Negative Running Gross Profit

• If your Running Gross Profit is negative (–) and no Client Invoices to Date appear at the bottom of the report:
  This means you haven’t billed the client for this job yet.
  To correct this, you can issue invoices using either:

  • the Charge-Up option, or

  • the Progress Payment sub-tab.

• If your Running Gross Profit is negative (–) and Client Invoices are present:
  This means your Bills In (costs) are currently higher than your Invoices Out (revenue).
  You should review your project costs and budgets — you may have:

  • overspent on certain items, or

  • missed recording a variation (additional charge)
    
    

Category and Sub Category View

You can view this report at a high level using Categories, or choose to drill down further by viewing Sub-Categories.
Use the Expand All/Collapse All button in the top-left corner to open every category and display all sub-category information.
Alternatively, you can expand categories individually using the + icon beside each one.

Cost to Complete Column

The Cost to Complete column (located on the right-hand side of the report) shows the remaining cost required to finish the project. It calculates this by taking all of your Bills In, removing any overspend, and then providing the balance needed to complete the project.

You can manually adjust this figure if needed:

• To manually adjust the Cost to Complete to any value equal to or lower than the current amount, click the three-dot menu and select Set Cost to Complete. You can then type in your desired value. Please note: you cannot set a value higher than the system-calculated total—only equal to or less than it.
  

• To set the Cost to Complete to zero, click the three-dot menu and select Zero Cost to Complete. This will recalculate the Cost to Complete total to $0, and the total at the bottom of the report will update automatically.

• To restore the Cost to Complete back to its actual calculated figure, click the same button again and select Recalculate Cost to Complete.

• If you’re using Sub-Categories, you’ll need to expand them and set the Cost to Complete for each Sub-Category individually. The system will then automatically recalculate the total for the main Category. 
  
  

This column reflects the same data used in the Cost to Complete Report under Branch Reporting.
For more information, refer to the FAQ for the Cost to Complete Report here

Icons and their meaning

The calculator icon indicates that the value beside it is the sum of all Sub-Category Cost to Completes. This total cannot be edited directly— it can only be updated by changing the Cost to Complete values within each Sub-Category.

The slider icon indicates that the Cost to Complete has been set manually, meaning it is not auto-calculated and is not set to zero.

Export Options

You can export the Profitability Report in two formats: Excel or PDF

You can choose to export Category level only or Category and Sub-Category level. 

• Export to PDF — Generates a printable version of the report, including all table information and colour coding.

• Export to Excel — Creates an editable version of the report, also including colour coding and key financial data.
  
  

The Excel export displays a Column Override Cost to Complete:

• “YES” indicates the column has been manually overridden to either Zero or a new figure.

• "NO” indicates the cost to complete is still the system-calculated value unchanged.