Understanding the task profitability window

Article author
Aleks Petrovic
  • Updated

This is a detailed breakdown of the profitability window that is found on the main tab of a task. This article will help you understand what each section means and where the data it's using is coming from. The task profitability window consists of 3 parts:

  • A progress indicator at the top
  • Profitability breakdown in the middle, split into 3 sections:
    • Costs 
    • Labour(hrs) 
    • Estimated and Actual subtotals
  • Timestamps at the bottom which displays recorded time and date for when:
    • Someone was on-site.
    • The task was performed, completed, invoiced and archived.

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Understanding Estimated and Actual values

Estimated time/values can come from:

  • Costs of products from a quote
  • Estimated time on tasks

Note: Estimated labour in the Costs section is not applicable and will only display the actual value upon submission of a timesheet.

Actual time/values can come from:

  • Submitted timesheets 
  • Purchase order bills
  • Performed service tasks

Progress indicator

Shows how many out of the total tasks have been completed, visualised by a progress bar underneath.

Profitability breakdowns

Costs

Shows a breakdown of costs. The indicators available will only show the types of costs that apply to that particular task (in the example screenshot above, materials and labour). This section will display costs from the following:

  • Session times calculated by time and labour after a session has been submitted
  • For each of the following product types:
    • Materials
    • Equipment
    • Subcontracted
    • Expense

Notes:

  • When creating a purchase order, the products already added to the task will be selectable during the purchase order process. If these are not ticked you're telling the system that the purchase order is not for those items but rather additional products that have not been added to the task.
  • Purchase order bills will automatically add billable line items to the Work tab when the All goods received box has been ticked. If the items ordered were not ticked during the purchase order process, you run the risk of doubling up the line items on the task.
  • It's important to have a well defined product catalogue to make it easier to spot where your costs are coming from. Too many titles such as "Misc" or "Other" can make this more difficult.
Labour

This section provides measures of time spent on the task in 3 categories:

  • On-site
    Tracks any sessions configured to be Taskable and On-site
  • Travel
    Tracks the time spent in Travelling status
  • Other
    Tracks any other Taskable sessions that are not considered On-site

You can read our Timesheets article to learn more about configuring sessions.

Estimated/Actual

Cost/sell subtotals showing:

  • The Estimated Cost, which is the combined total of all estimated costs in the Costs section, excluding those where an estimation is not applicable (i.e labour from unsubmitted timesheets)
  • The Actual Cost is the combined total of all Actual costs from the Costs section
  • The Sell value is the total amount invoiced on this task (excluding voided and deleted invoices)
  • Profit and Margin values display the difference between cost and sell by amount (Profit) and percentage (Margin). Profit and loss are indicated by green and red text respectively.

Timestamps

On site

Timestamp defined by the task being placed into the In Progress status. This can be manually updated.
Performed Timestamp defined by the task being placed into a status that is part of the performed stage. Can also be manually updated and a link to the Assurance Report dashboard will become available once a performed status has been set against the task. This will allow you to see a detailed report of when each asset was serviced and well as location and session information regarding this task.
Completed Timestamp defined by the task being marked as Complete.
Invoiced Timestamp defined by when the invoice was raised.

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