Within Teamwork, you can use profitability reports to track the profitability of your projects and people.

Note: The profitability report is available on Scale subscriptions.

Calculations

The profitability report uses a simple calculation to determine whether a user or project is profitable over a given period of time.

Changes to existing rates for a user will apply for the entire day on which the rate was set or updated, which will in turn apply to the profitability calculation.

Profitability = (billable rate  x  billable time)  —  (cost rate  x  total time logged)

The percentage profit calculation is based on gross profit margin, meaning the profit is expressed as a percentage of the overall revenue (billable total).

% Profit = ((billable total - total cost) / billable total)) x 100



Viewing the profitability report


Go to the Reports area of your site and select the Profitability tab.

Note: The profitability report is only accessible to owner company site administrators.



At the top of the Profitability area, you can use the toggle to view the report based on projects or users.






Projects view

Shows profitability per project on your site. Each project is shown on an individual row detailing columns for:

  • Project name, owner, logged time total, billable time total, non-billable time, total cost, billable total, budget, and profit.






People view

Shows profitability per user on your site. Each user is shown on an individual row detailing columns for:

  • The user's name, logged time total, billable time, non-billable time, billable total, total cost, and profit.






Report columns

The column shown in each sub-view of the Profitability report will differ.


Projects and users

Depending on whether you are using the Projects or Users version of the report, the first column will reflect different information.

  • Projects column: Shows each project's name and associated company.
    • Clicking the arrow to the left of a project name will expand the project row to display project members along with their user avatar, name, and job role.
    • Note: Users will only show in the expanded rows if they have logged time against the project and have rates set within the selected report time period.
  • Users column: Shows each user's name and job title.
    • Clicking the arrow to the left of a user's name will expand the user row to display any projects where the user is a member.




In the Projects view, the Set Rates option will open the user rates modal allowing you to edit the billable rates for anyone on the associated project.




In the Users view, you will instead see an option to See Rates to the right of each user. Clicking this option will open a pop-up detailing the user's cost rate, global default billable rate, and any project-specific rates they have set.





Owner

For projects with a project owner currently set, their user avatar will be shown in the owner field. You can click the avatar to change the owner. If no owner is set, hover over the field and click Set Owner.





Logged time (total)

In the Projects view, this shows the total time that all users have logged against the project in the selected date range. In the Users view, it represents the total time the selected user has logged against all of their projects.

When a project row is expanded, you will be able to see the proportion of total logged time that applies to each individual user. Likewise, when a user row is expanded, you will see their associated projects.






Billable time

Shows the total amount of time logged as billable on the project in the selected date range. In the Users view, this represents all billable time logged by the user in the selected date range.






Non-billable time

Shows the total amount of time logged as non-billable on the project/by the user in the selected date range.






Total cost

Represents the amount of money a given project (or user) has cost the company so far.

  • Project total cost: Calculated by the sum of all users' cost rates multiplied by the total time they have logged on the project in the selected date range.
  • User total cost: Calculated by multiplying the user's relevant cost rate by the amount of logged time across their projects in the selected date range.




Billable total

Represents the amount of money an individual project or user has made the company so far.

  • Project billable total: Sum of all users' billable rates multiplied by the total amount of billable time they have logged on the project in the current date range.
  • User billable total: The user's billable rate multiplied by the total billable time they have logged across their projects in the current date range.






Budget

The budget column is displayed only in the Projects view and is a visual representation of the percentage of the project's current budget already used.

Hovering over the budget usage will show a breakdown of the budget total fee/time allowance, amount used, amount remaining, and budget dates. You can also click the edit option in the pop-up to update the budget.






Profit

This column represents the amount of profit each project or user has made in the selected time period. Profit is calculated by subtracting the total cost from the billable total.

You can use the profit toggle in the top right of the report area to display the profit column as a currency amount or a percentage of cost that the profit represents.

Note: The currency used in the profitability report is based on the site currency selected in your general site settings.






Total

At the bottom of both Projects and Users views, a Total row is displayed detailing a running total of the sum of all rows in each supported column.




Using the filter options, you can further refine the report which allows you to view running totals based on certain criteria. For example, filtering by company will show you that company's total profit, cost, and time for the selected period.




Column options

Click the plus icon to the far right of the report header and use the toggles in the dropdown menu to show or hide relevant columns.



You can also customize the order of the columns in the table by clicking and dragging a column heading to a new position in the report.





Sorting options

You can quickly sort the report based on a specific column by clicking the column heading. Clicking multiple times will switch the sorting between ascending and descending order.



An arrow will appear to the right of a column title to indicate that active sorting is currently based on that column. To clear the current sorting, click the v to the right of the column heading and select Clear sort.





Filter options

In the Projects view, you can use the search field to locate a specific project, company, or owner. In the Users view, you can search based on user name or job role.




Using the date range option, you can apply a range for the report such as week, month, quarter, or custom range.




You can also use the arrows beside the currently selected date range in the top left to move to the previous or next period.




Selecting the filters button in the top right will open a dropdown of advanced filter options. Clicking any of the dropdown fields within this menu will allow you to select specific items to filter by in the report.




You can use the Save Filter button to save the filtered view you are currently using. Once you give the filter a name, press Enter / Return on your keyboard to save the filter. You can also access your existing saved filters via the Saved filters button in the bottom left of the filter options dropdown. Clicking a saved filter will apply it to the report.


Export

Using the export option in the top right of the report area, you can download a copy of the report in PDF, Excel, or CSV format. You can also choose to export the report to Google Sheets.



For more information, see: Updating a User's Working Hours