Project Profitability Tracker Template
This tracker puts every project on one row and works out what each one really earned: the fee, the hours it took, what those hours cost, and the direct costs bought for that job alone. The project everyone remembers is usually the biggest invoice. It is rarely the most profitable one.
The calculation that matters here is profit per hour, not margin percentage. Margin flatters large projects: a 30% margin on a big fee looks better than a 50% margin on a small one, right up until you notice the big project consumed four times the team's capacity to get there. Dividing profit by the hours actually worked puts projects of every size on the same scale, and it is usually the small, tightly scoped work that comes out ahead.
Cost per hour is the input people get wrong. It is not the rate you bill and it is not salary divided by 160 — it is everything a person costs you, including taxes, equipment and paid leave, divided by the hours you genuinely pay for across a year. Use a rate that is too low and every project on the sheet will look profitable while the bank balance says otherwise.
The second tab reads the same table as a gap between hours quoted and hours worked. That gap is the number most agencies never price in: work delivered in full, invoiced to nobody, and absorbed quietly by whoever was available. Finmap keeps project costs and revenue in one place as they happen, so the comparison is there at the end of the month rather than reconstructed from timesheets two quarters later.
