Free tool for bookkeepers
Do you know what your business actually needs to earn?
Five numbers. One calculator. Clarity on exactly what it takes…
Two ways to use this tool
01
Planning
You know what you want to earn. Work out what it's going to take.
Plug in your target net profit, your expenses, your rate, and your GP% — and the calculator tells you the revenue required and how many billable hours a week you need to get there. Then you can see the gap and figure out what fills it.
02
Diagnosis
You're busy. But the money doesn't match the hours you're putting in.
Plug in your actual numbers and see what the revenue should be at your current rate and capacity. If there's a gap between what you should be earning and what's hitting your account, this is where you start to find out why.
Before you start
The five numbers you need to know
Two of them you probably know off the top of your head. The other three are worth taking a moment to think about — especially your effective hourly rate if you charge fixed fees.
Play with these variable numbers and see what changes for you in the outputs section.
Your inputs
1
Target net profit — what you want to take home each month. It might be your breakeven - enough to pay yourself what you need to live on - or it might be a stretch goal.
2
Hourly or effective hourly rate — your charge-out rate. If you bill fixed fees, divide your total monthly revenue by total hours worked to get your effective rate. That's the number to use here.
3
Gross profit % — gross profit divided by sales. If it's just you, you're likely at 95–100%. Bring on a subcontractor or employees, or start oncharging software subscriptions, and that number comes down.
4
Monthly expenses — your overheads: subscriptions, insurance, professional memberships, anything that's not a direct cost of delivering the work.
5
Number of staff (including you) — play with this one. See how the hours per person change if you bring on more team.
try it now
| Cost of Sales | — | |
| Gross Profit | — | |
| Expenses | — | |
| Net Profit (EBITDA) | — |
If the numbers don't add up
Busy but not making what you should be? There's usually a leak somewhere.
The amount of work you're doing should be commensurate with how much you're getting paid. If it's not — if you're flat out but the revenue isn't there — it's worth finding out where the time is going.
There are three places it usually hides.
Giving away time
Scope creep, unpaid admin, over-servicing. Clients getting more than they're paying for — often without either of you realising it.
Undercharging
Your rate hasn't kept up with your experience, your costs, or the value you deliver. The work is priced for where you were, not where you are.
Leaving money on the table
Work you're doing that isn't being billed. Time that's slipping through without making it onto an invoice.
Ready to look at the real numbers?
A Breakthrough Session is a free 30-minute call to work through what's actually going on
We'll look at your pricing, your capacity, and what's standing between you and the profit your hours should be generating.
30 minutes · No obligation · stephaniecrawford.co
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