Client Profitability Tracker · Excel 365
For small agencies, studios and consultancies billing several clients a month, in one currency or several.
Contribution by client, project and month, before overhead.
01What it answers
Contribution and margin for every client in the month you pick.
Contribution per delivery hour shows which work paid for the time, and negative results stay visible instead of being hidden.
Bill in pounds, pay freelancers in euros, report in dollars. Every money figure converts to the report currency you choose.
02Demonstration
| Client | Net fees | Total delivery cost | Contribution | Margin | Status |
|---|
Live demo: change the report currency or a rate and the totals update. Three sample records across two months, running in your browser.
Walkthrough video coming
A captioned screen recording of one month of demo work, from Work log to Summary. Until it is recorded, the live demo and the sheets below show how the workbook works.
Work log. One row per client project per month. You fill in the yellow cells; the remaining columns calculate each row and check it for missing or duplicate details.
FX rates. Choose the report currency, then enter one rate per currency per month, with a note of where it came from. A missing or duplicate rate flags the row instead of guessing.
Summary. Pick a month to see net fees, delivery cost, contribution and margin by client, plus all-period totals and a count of rows that need review.
Guide. Every input, calculation and check explained inside the workbook, so you can use it without this website.
03What's inside
Demo dataOne row per client, project and month: fees billed (before sales tax), credits, fee currency, external costs, cost currency, delivery hours and internal hourly cost.
Add rows through the Excel table and the formulas and checks extend with them. There is no row or client limit.
Demo dataChoose the report currency: USD, EUR, GBP, AUD, CAD, NZD, JPY, SGD, HKD or CHF. Enter each month's rates by hand.
Rates are entered as Australian dollars per 1 unit of each currency, so one rate per currency covers every pair. Same-currency rows need no rate.
Demo dataPick a reporting month. See net fees, delivery labor cost, total delivery cost, contribution before overhead, margin and contribution per hour for each client, plus all-period totals.
Rows marked "Review" are counted and listed, and left out of the totals until they are fixed.
Demo dataSetup steps, a definition for every field, how each figure is calculated, and what the workbook does not do.
Read it in Excel, or print it with the rest of the workbook.
One ZIP file (about 71 KB), delivered by Payhip straight after payment.
| File | What it is | Size |
|---|---|---|
| xlsxclient- |
The workbook for your own data | 24 KB |
| xlsxclient- |
The same workbook filled with demo records and sample rates | 32 KB |
| htmlSTART- |
Open this first: what each file is and where to begin | 11 KB |
| mdquick- |
Setup steps and how to read the result | 8 KB |
| mdmetric- |
Every field and calculation defined | 8 KB |
| mdsupport- |
What is tested, what isn't, and how to ask for help | 7 KB |
| txtsingle- |
The license terms | 4 KB |
| mdrelease- |
What is in this version | 5 KB |
04Setup
Save a copy of the blank workbook under a name with the month or year.
About 1 minute.Set the report currency and this month's rates on FX rates, noting where each rate came from (your bank or another source you trust).
About 5 minutes.Log the month on Work log, one row per client project.
About 2 minutes per row.Estimate: a first month with 10 client projects takes about 30 minutes, including setup.
05Worked example
Fictional example
Northfield Studio is a fictional four-person design studio that bills clients in US dollars, pounds and euros. In August it logged seven client projects; two rows were flagged for review until the August euro rate was added. The Summary then showed US$38,400 in net fees, US$24,100 in delivery cost and US$14,300 contribution before overhead, a 37% margin. One London retainer billed £4,000 (US$5,080 at their August rate) but took 71 hours at an internal cost of US$60 an hour, plus US$900 of freelance illustration, which left −US$80. They repriced that retainer for October and left the other six projects as they were.
| Net fees | US$38,400 |
|---|---|
| Delivery cost | US$24,100 |
| Margin | 37% |
| Contribution before overhead | US$14,300 |
| Fee billed £4,000 | US$5,080 |
|---|---|
| 71 hours × US$60 | −US$4,260 |
| Freelance illustration | −US$900 |
| Contribution before overhead | −US$80 |
Northfield Studio is not a real business. The figures are illustrative, are not a customer result, and are not the data in the worked-example workbook.
06Fit
07Tested on
The Testing Standard page explains how releases are tested. "Not yet tested" means exactly that: it may work, but we haven't confirmed it.
Latest test run
| Environment | Status | Checks | Version and build | Last tested | Notes |
|---|---|---|---|---|---|
| Excel 365, Windows desktop | Tested | 18/18 passed | Workbook 1.1.0-rc1 · Excel 16.0 (Microsoft 365, Windows) | Sep 13, 2026 (print review Sep 20, 2026) | Calculation, table growth, client list and rate checks passed. Worked-example print reviewed at A3 landscape. |
| Excel 365, Mac desktop | Not yet tested | — | — | — | Planned for a future release. |
| Excel for the web | Not yet tested | — | — | — | No macros are used, so nothing is blocked; results are not yet confirmed. |
| Excel mobile (iOS, Android) | Not yet tested | — | — | — | Not recommended for data entry. |
| Google Sheets (native edition) | Edition coming | — | — | — | Will be tested to the same standard before release. |
| Google Sheets (importing the .xlsx) | Not yet tested | — | — | — | Use only to look around. |
| LibreOffice Calc | Not yet tested | — | — | — | — |
| Apple Numbers | Not yet tested | — | — | — | — |
Mixed fee and cost currencies, with a report currency you choose.
Inputs affected: Yes. Fee currency and cost currency columns were added to the Work log.
08What you get
Each purchase includes the files above, updates, email support and a license for your business.
Previously released as Client Fees & Delivery Tracker. Same workbook; the files for version 1.x keep the original name.
09License
Two licenses. Both let you edit the workbook, keep backups and share the reports it produces. Neither lets you pass the editable file to another business.
included at US$49
For one business or sole trader, and everyone who works in it: staff and contractors.
30-day money-back guarantee. No questions asked.
US$99
For an agency and up to 5 client businesses it manages, and everyone who works in the agency.
The full terms are in the download and shown before checkout. Nothing in them limits rights you have under consumer law. Read the full license terms.
10Guarantee
If the tracker isn't right for your business, email [email protected] within 30 days of purchase with your order number. You'll get a full refund to your original payment method. No questions asked and no forms to fill in; we only ask that you delete your copies. This guarantee is in addition to your rights under the Australian Consumer Law and any other consumer law that applies to you.
11FAQ
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 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.
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.
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. An agency that keeps separate working copies for client businesses it manages should use the Agency/Team license, which covers up to 5 client businesses.
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.
Yes. The Google Sheets edition is included free for all buyers when it ships.
Yes. It was first released under that name, and it is the same workbook; the files for version 1.x keep the original name.
More answers in the setup guide and the help center.