Costing & Profitability

Article author
Aleks Petrovic
  • Updated

Track estimated and actual costs and billables per task or sitewide using Uptick's profitability calculations. 

Setup

Permissions

Can view pricing information is needed to see most of the task's profitability on each task, minus the cost breakdown section.

Can view task Profitability is needed to see the cost breakdown section of the task's profitability on each task.

 

Labour Rates and Multipliers

It's very important for Uptick to capture base pay rates for your field staff in order to capture true labour costs. Uptick also provides you with the option of creating rate multipliers with can be applied to certain tasks and sessions by the office in order to multiply your base rates where needed.

Contact your manager if you don't have the permissions. 

Navigation: People > Users > Labour Rates. 

Read more about Labour Rates here.

 

Adding Labour Estimates to Tasks

This is optional for you to do as a business.

Estimating labour costs can be tricky, but also quite important when understanding technician efficiency, how much labour you should be quoting for, or whether a certain site is just consistently not meeting what you've estimated and hence should be reviewed. It will also allow you to forecast estimated labour costs for the current, and future months to help you understand cash flow.

Uptick provides customers with the ability to add estimated duration to each contract added to an individual property which, in turn, will automatically apply itself to all routine maintenance tasks, and also to all products in your product catalogue which, in turn, applies itself to quotes when those products are used. Estimated Duration can also be manually added to individual tasks.

Adding estimated time to your products: Billing > Product Catalogue > Edit each product and apply the appropriate time estimate for that product. Update time estimates on your products in bulk using the Product importer.

Adding estimated time to your routines or services: 

For Customers on Routines: Customer Data > Properties > View a property > Manage Routine Services > Edit each level and apply the appropriate time estimate for that level. You also can bulk import your routine estimates using your Routine Service Level importer.

For Customers on Services: Customer Data > Service Contracts > update each service for each property and apply the appropriate time estimate. You also can bulk import your estimates using your Service Contract importer.

 

Task Profitability Breakdown

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Estimates

  • Estimated cost, sell and profit come from quotes that the task may come from, so only repair tasks that come from an Uptick quote will have estimations. These estimates are broken down by the types of products that have been estimated - labour, subcontracted labour, materials, equipment or general expenses.

Actuals

  • Actual cost comes from what you actually did on the task - purchase order costs, technician labour sessions and work tab costs that haven't been covered by sessions or purchase orders.

More specifically, your actual cost will come from:

    • All Purchase Order Bill costs (ordered materials or subcontracted labour)
    • All recorded Session costs - base wage x time (labour)
    • All material, equipment and expense Work tab items with a cost, that has been performed and hasn't been added to a purchase order (materials, equipment, expense or subcontracted labour not on a purchase order)
  • Actual sell comes from what you've actually invoiced on that task.

Labour time

  • Estimated labour time comes from your task's estimated duration. As explained above, this estimated duration is automatically populated from your quotes or your property's routine maintenance OR be manually inputted or changed on that individual task.
  • Actual labour time comes from your task's sessions which, in turn, comes from your field staff recording their time onsite, as well as travel time. Onsite time is started and finished automatically for your field staff via our apps if they forget to turn them on before starting to touch the task. We try to automate travel time by prompting them to start recording when they try and open Google and Apple map directions via the apps.

What your office staff should be looking for:

  • Quoted Works: Variations between the estimated cost and actual cost - this will help them understand quote variations at a glance. The calculations will turn red if something is under quoted.
  • All tasks: Differences between estimated and actual labour time - this will help them understand short and long term, field staff efficiency or whether the routine maintenance for a certain site just hasn't been estimated correctly and should be escalated to a supervisor.
  • All tasks: Once an invoice is created, what the profit and margin will be - are you making enough money?

 

 

System-wide Profitability Reports

Our site-wide profitability reports should be used by supervisors and business owners for various, high level, profitability insights. Many of our profitability reports can be grouped by client, property, technician, service group, cost centre, branch etc so you can understand exactly who is costing you money and what areas of your business are most profitable.

 

Accessing the profitability dashboard

Click on Insights and Reports > Finance > Profitability

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Terminology:

Estimated Cost or Quoted Cost: What your estimated cost was for all quoted tasks.

Quoted Sell: What your estimated sell was for all quoted tasks.

Estimated Hours: What your task's total estimated duration is (see above).

 

Projected Sell: What your predicted sell will be at all times, even while your field staff are performing that task. This will come from all items on your Task's Work tab.

 

Committed Cost: Costs committed from your raised purchase orders which are in an Approved, Submitted, Invoice Received or Paid status.

 

Incurred Hours: Total hours from your current, recorded sessions.

 

Incurred Cost: Total, current costs (see above for further breakdown)

Invoiced: Total sell on all raised invoices (except ones that have been deleted), regardless of if that invoice has been sent or not.


Viewing and filtering

The profitability dashboard includes searching and filtering tools so you can search, filter and favourite the information you're looking for. Large data sets have a display limit of 1000 records, so make good use of filters to avoid errors. Data isn't filtered in real time, so to see the updated results:

  • Click Apply filters > Refresh data 

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Expandable columns

Columns with a "+" symbol next to them are columns that can be expanded to reveal more detailed information. Below is a breakdown of the expandable columns and the information they contain:

The Budget and Actual columns expand to reveal another set of columns.Those columns can also expand to reveal more headers as defined by the bullet points.

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Arranging and sorting data - basic

Non-expandable columns (without the + symbol) can be clicked on to sort that column by ascending or descending order. The position of these columns is dynamic so you can click and drag them in the order you like.

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Arranging and sorting - advanced

You can drag non-expandable columns into the topmost header of the profitability table in an order of your choosing to create row groups. These groups follow a group-by, then-by type of arrangement. For example if you drag the Client header to the top, then drag the Property header next to it, your profitability data will be grouped by client, then each client can be clicked to see their properties. You can keep adding subgroups to organise your profitability data and make it easier see the information you're looking for.

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