This report helps you answer a simple but essential question: Is each person in the team generating more revenue than they cost?
The User Profit Report shows the individual profitability of users by comparing:
the estimated billable revenue they are expected to generate,
with the internal cost of their time.
You’ll also get insights into how much of their available time is utilized, and how much of that is billable. This gives you a clear picture of who’s overbooked, underused, or most profitable.
🔐 Access Permissions
Only the following roles have access to this report:
Managing Director
CFO
Admin
All other roles do not have access.
📊 Key Performance Indicators (top of report)
Regardless of the data source selected, the report always includes top-level indicators summarizing overall results for all listed users:
💰 Revenue Estimate – How much billable income they’re expected to generate.
💸 Internal Costs – Their cost to the company, based on internal hourly rate and full available capacity.
📊 User Profit – The difference between the two: profit = revenue – cost.
🔹 Billable utilization: How much of users' available time is planned or tracked as billable work.
To make these numbers meaningful, the report also includes info about tracked and planned hours, so you can immediately see if someone’s underutilized or overloaded.
📅 Filters and Controls
Date picker – Select the date range for your analysis.
Group by – View users grouped by team, position, month, or week.
Filters – Filter by individual user, team, or position.
Export to Excel – Export the report for further analysis or use with AI tools.
Column visibility – Customize your view by hiding or showing table columns as needed.
🔄 Switching Data Sources
At the top of the report, you can choose between:
Tracked & Allocated Hours
Task Budgeted Hours
Pick the one that best reflects how your team’s work is planned.
Data Source 1: Tracked and Allocated Hours
📌 When to use:
For teams that primarily plan work using Planning. Common in creative departments or dynamic production teams.
🧠 How Revenue Estimate is Calculated:
For past days (until yesterday): counts tracked billable hours.
For upcoming days (from today): counts allocated hours in Planning.
Both are multiplied by the project hourly rate assigned to the position the user tracks under.
Only billable hours are included in revenue calculation.
📻 Internal Costs Calculation:
Internal hourly rate of the user × full available capacity (based on daily capacity settings).
Does not take vacation/time off into account – assumes 100% working capacity.
📊 Table Columns:
Field | Description |
User name | Name of the user |
Team | Team they belong to |
Position | Position assigned in user settings |
Available capacity | Daily capacity × working days, minus time off |
Tracked + Allocated (total) | All hours (billable + non-billable) tracked (until yesterday) + allocated (from today) |
Tracked + Allocated (billable) | Only billable hours, same time logic |
Tracked time | Total billable time tracked (until yesterday) |
Allocated time | Planned billable hours (from today onward) |
Unused hours | Available capacity – total tracked + allocated |
Overtime | Hours above user’s available capacity |
Revenue estimate | (Tracked past + allocated future billable hours) × position hourly rate in the project |
Internal costs | Full working hours × internal hourly rate |
User profit | Revenue – internal cost (also shown in %) |
Utilization | (Tracked + allocated total) ÷ capacity |
Billable utilization | (Tracked + allocated billable) ÷ capacity |
Data Source 2: Task Budgeted Hours
📌 When to use:
For teams where work is planned mainly through budgeted hours in tasks rather than Planning.
🧠 How Revenue Estimate is Calculated:
Looks at the number of billable task budgeted hours assigned to the user in the selected date range.
Hours are evenly distributed between task start date and end date.
Each day gets an equal share of hours, which may spread across different months.
Important: Start and end dates in tasks are required for accurate revenue estimates.
Example: A task with 10 billable hours from June 30 – July 1 will be split as 5h for June and 5h for July.
📻 Internal Costs Calculation:
Same as in the first data source:
Internal hourly rate × total daily capacity of user in the selected period (based on user capacity settings).
📊 Table Columns:
Field | Description |
User name | Name of the user |
Team | Team they belong to |
Position | Position assigned in user settings |
Available capacity | Daily capacity × working days, minus time off |
Task budgeted (total) | Total budgeted hours from tasks in the selected period |
Task budgeted (billable) | Only billable task budgeted hours |
Tracked time | Time already tracked (until yesterday) |
Unused hours | Available capacity – task budgeted hours |
Overtime | Task budgeted hours exceed capacity |
Revenue estimate | Task budgeted billable hours × project rate |
Internal costs | Full working hours × internal hourly rate |
User profit | Revenue – internal cost (also shown in %) |
Utilization | Task budgeted total ÷ capacity |
Billable utilization | Task budgeted billable ÷ capacity |