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Features

Know where every project stands financially. From first estimate to final invoice.

ProfitTracker brings project planning, purchasing, stock, hours and invoicing together in one place. Follow budgets, forecast profit and cash flow while your projects are running.

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The dashboard from the ProfitTracker V1 prototype, with sample data.
We follow one project through every step P-24112HVAC upgrade, Westhaven platformNorthfield Energy Ltd · project manager Kate Morgan

01Project and budget

From customer order to a project ready to track.

Create a project from a customer order, a template or a previous project. Add the budget, milestones and planned purchases, and you can follow the project’s finances from day one. The integration creates the project in your accounting software at the same time.

‹ All projects
New project
HVAC upgrade, Westhaven platformP-24112
CustomerNorthfield Energy Ltd
Order value£1,850,000
Budgeted profit£370,000 · 20.0%
Budget
Revenue1,850,000
Cost of goods940,000
Labour cost540,000
Profit370,000
Milestones
M1 Kick-off and design370,000
M2 Air handling units delivered370,000
M3 Ductwork installed555,000
M4 Balancing and handover555,000

02Purchasing, purchase orders and inventory

Purchasing and stock under control, before costs are posted.

Plan purchases, raise purchase orders and track deliveries. See what is planned, ordered and actual, and include items from your own stock in the project’s finances.

Purchasing
P-24112In progressNorthfield Energy Ltd
Whole project Cost of goods £951,457budget 940,000

03Hours

See how labour costs affect profitability.

Bring in recorded hours from your accounting software or other connected systems. Track labour costs against budget for each work area.

  1. Connected systemAccounting software or Excel import
  2. ProfitTrackerHours × hourly cost rate
  3. P-24112Split across budget lines
Work areaBudgetRecordedUsage vs budget

Hourly cost rate £750. Recorded shows usage to date. Forecast final cost adds the remaining hours.

04Sales orders and invoicing

From sales orders and milestones to invoices.

Keep track of agreed revenue, variation orders and milestones. See what has been invoiced, what is left and when the next invoice is due to go out.

Billing schedule
P-24112SO-24112-01SO-24112-02
Total order value£1,899,800Order 1,850,000 + variation orders 49,800
Invoiced£752,6003 invoices
Left to invoice£1,147,200£582,400 past invoice date
8 lines
MilestoneOrderAmountPlanned invoice dateInvoicedStatus

The customer invoice is created in ProfitTracker and transferred to your accounting software. Its status comes back with each synchronisation.

05Project profitability in real time

See your forecast project profit while the project is running.

Follow budgeted and forecast revenue and costs on every project. Spot variances down to budget line level and see what is driving forecast profit.

HVAC upgrade, Westhaven platform
P-24112In progressNorthfield Energy Ltd · project manager Kate Morgan
Budgeted profit£370,00020.0% margin
Forecast profit£309,245at delivery 15/12/2026
Forecast margin16.3%target 20.0%
Budget variance−£60,755−3.7 pp
LineBudgetPlanned+Committed+Actual=TotalVariance

Select a total row to see its budget lines, and a budget line to see the orders, purchases and entries behind the figure.

06Cash flow

Follow forecast cash flow through the whole project.

See when cash is expected to come in and go out, based on invoicing, committed purchases and planned costs. Follow it month by month, for each project and across all of them.

Cash flow
Net and cumulativeSelect a month
Net per monthNegative netCumulative

07Learning

Every project makes the next one more profitable.

Use what you learned on previous projects to build better estimates and quotes. ProfitTracker analyses variances and gives concrete recommendations you can take into your next project.

Profit Loop
  1. 01EstimateBudget and quote
  2. 02DeliverPurchasing, hours, stock
  3. 03ReviewPost-project review
  4. 04Learn and improveAdvice for the next estimate
1Previous project
P-24087HVAC upgrade, Northport office buildingClosed
Installation, budget
300,000
Installation, actual
336,000
Variance
+12%
2Generated recommendation

Installation hours on similar projects came in 12% over budget. Consider adjusting the hours estimate in your next quote.

3Adjusted estimate
New estimate · HVAC upgradeBased on the budget for P-24112
BeforeAfterChange

You approve the change yourself before the estimate is used in a quote. The quote is not sent automatically.

Every feature. All in one place.

Explore the features that help you plan, deliver and follow up your projects.

Project and budgetBudgets, templates and forecast profit per project7
  • Project budget and profitabilityBudget lines for revenue, cost of goods and hours.
  • Planned, committed and actual costsPlanned + committed + actual = forecast.
  • Margin and budget varianceVariance against budget per line and per project.
  • Target status per projectGreen, amber or red against the target margin from the estimate.
  • Projects and subprojectsSplit large projects up and follow each part on its own.
  • Project templates and copiesStart new projects from a template or a previous project.
  • Dashboard for all projectsMargin, cash flow and invoicing in one view.
Purchasing, stock and hoursEvery cost linked to the right project7
  • Planned purchasesWhat should be ordered, and when.
  • Purchase ordersFor projects and stock, with a separate number series per project.
  • From supplier quotesUpload the quote and the purchase order is filled in for you.
  • Goods receipt and back ordersPart deliveries, outstanding items and discrepancies on the purchase order.
  • Inventory and stock withdrawalsItems taken for a project are charged to it at standard cost.
  • Products and supplier itemsYour own products and your suppliers’ items.
  • Hours overviewHours per employee and project, with hourly cost rates. Imported from Excel or fetched from your accounting software.
Sales orders and invoicingFrom orders and milestones to invoices5
  • Sales orders and variation ordersThe customer’s order, with separate lines for variations.
  • Milestones and billing scheduleMilestones spread the order value across invoice dates.
  • Invoices and credit notesCreated in ProfitTracker and transferred to your accounts.
  • Invoiced and left to invoiceHow much of the order value has been invoiced, and what is left.
  • Foreign currency ordersInvoiced milestones are locked to the exchange rate on the invoice date.
Profitability and cash flowForecast profit, cash in and cash out5
  • Forecast project profitPosted, committed and planned costs combined per project and budget line.
  • Drill-down to entriesFrom total row to budget line, then on to orders, purchases and entries.
  • Cash flow forecastCombined, per project or for stock.
  • Expected cash inFrom the milestones and the billing schedule.
  • Expected cash outFrom committed and planned purchases.
Integrations and administrationAccounting software, customers, suppliers and settings4
  • Accounting softwareTripletex, PowerOffice Go, Xero and QuickBooks Online. See the integrations
  • Customers and suppliersKept up to date between ProfitTracker and your accounting software.
  • Contracts and documentsContracts with attachments, linked to the project.
  • Project settingsNumber series, categories and budget codes.
Learning and quotesLessons from past projects used in the next estimate4
  • Post-project reviewBudget against actual outcome per project and budget line.
  • Generated recommendationsConcrete advice based on variances in previous projects.
  • Lessons carried forwardUse figures from previous projects when you estimate new ones.
  • Quote preparationBuild quotes from an estimate and choose which recommendations to apply.

See how ProfitTracker works on your projects.

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