Frequently asked questions

Can't find your answer? Contact support. We reply within 1 business day.

What it does

Is contribution the same as profit? No. Contribution is net fees minus direct delivery costs (your team's hours at an internal cost rate, plus external costs such as freelancers). It is before overhead like rent, software and admin time, so it is not net profit, and it is not cash flow. The guide to contribution before overhead works through an example.

Can I mix currencies? Yes. Each row has its own fee currency and cost currency, and the Summary reports in one of 10 currencies: USD, EUR, GBP, AUD, CAD, NZD, JPY, SGD, HKD or CHF. You enter the monthly rates yourself; there is no live rate feed.

Do the exchange rates update automatically? No. You enter one rate per currency for each month, with a short note of the source. That keeps the numbers fixed once a month is closed, and you decide which rate your business uses. The guide to recording exchange rates monthly explains where to find rates and how to convert them.

Why are rates entered in Australian dollars when I report in US dollars? The workbook uses the Australian dollar as a fixed reference, so one rate per currency lets it convert between any two supported currencies. You still choose USD, or any of the 10 currencies, for the report. The Guide shows a worked conversion.

What happens to a row with a problem? It is marked "Review", stays visible in the Work log and the review count, and is left out of the totals until you fix it. Missing details, duplicate rows, text typed as numbers and missing or wrong-month rates are all caught. A negative contribution is not an error; it stays in the totals.

How many clients or rows can it handle? In version 1.1.0-rc1, the version sold today, there is no fixed limit. The Work log is an Excel table that grows as you add rows, and the client list builds itself. The release was tested with 251 rows and 31 clients. From version 2.0.0, sheets are protected, so the workbook is pre-sized to 1,000 Work Log rows, 600 rate rows and 200 clients, and the Guide explains how to add more.

Does it connect to my accounting or time-tracking software? No. You type or paste the month's figures in. There are no macros, external connections or automatic refreshes, which also means nothing in the file can break when another service changes. If you're weighing a spreadsheet against software, see spreadsheet or software for agency finance.

Is this the Client Fees & Delivery Tracker? Yes. It was first released under that name, and it is the same workbook; the files for version 1.x keep the original name.

Compatibility

Which version of Excel do I need? Excel 365 on a Windows desktop computer. That is where the current version is tested. Excel for the web, mobile Excel, Excel for Mac, LibreOffice and Apple Numbers have not been tested yet, so check results carefully if you use them. The compatibility page has the details.

Is there a Google Sheets version? A native Google Sheets edition is in progress, and it is included free for all buyers when it ships. Importing the Excel file into Google Sheets has not been tested; use it only to look around, not to report from.

Buying and downloading

What happens after I pay? Checkout is handled by Payhip. You get a download link on the confirmation page and by email: one ZIP file with a blank workbook, a filled-in example workbook and six short documents, including the license terms.

I can't find my download link. Search your inbox and spam folder for "Payhip". If it isn't there, email [email protected] with the address you used at checkout and we'll resend it.

Is sales tax included in the price? Prices are in US dollars. Any sales tax or VAT that applies to you is shown at checkout before you pay.

License

Can my whole team use it? Yes, if they all work for the one business that bought it. A separate business, including a client or a related company, needs its own license. Agencies keeping working copies for client businesses (up to 5) should use the Agency/Team license.

What is the difference between the two licenses? Single-business (US$49) covers one business and everyone who works in it. Agency/Team (US$99) covers your agency plus separate working copies for up to 5 client businesses you manage. The workbook is the same; only the license differs. The license page has the full terms.

Can I change the workbook? Yes, for your own business. Keep an untouched copy first. Changes to any cell that isn't yellow can stop the checks working, and support is easiest to give on the original file.

Can I share the reports with my clients? Yes. You can share any report or result the workbook produces. What you can't do is give an editable copy of the workbook to anyone outside the business (or, on Agency/Team, outside your agency).

Updates

Do I get updates? Yes. Every buyer gets free updates to the 2.x line, delivered through your Payhip download link. That includes version 2.0.0 when it ships, even if you bought version 1.1.0-rc1.

Will I get the Google Sheets edition? Yes. The Google Sheets edition is included free for all buyers when it ships.

Refunds and support

What if it isn't right for me? Email us within 30 days and you'll get a full refund to your original payment method. No questions asked, and your rights under consumer law are not affected. The refunds page explains how.

How fast do you reply? Within 1 business day. Business days are Monday to Friday, Australian Eastern time.

What does support include? Help getting the workbook working as described, and fixes for anything that doesn't. It doesn't include custom setup, importing your data, redesigning formulas, or accounting and tax advice.