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Project Profitability Tracking Workbook
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A single source of truth for project cost, revenue, variance, forecast, resource profitability, and margin — built for creative agencies.
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HOW THIS WORKBOOK IS ORGANIZED
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CONFIG (the knobs you turn)
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 1. Setup & CBS
Project metadata, phases, cost categories, variance thresholds, FX, billing & revenue method. Every other sheet reads from here.
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 2. Rate CardInternal cost rates, contractor rates, and client billing rates per creative role. Locked at kickoff.
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 3. BudgetPhase × Category grid. Base budget + contingency + management reserve as three distinct layers.
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INPUTS (where cost & time enter the system)
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 4. TimesheetDaily time entries. Cost and billable amount auto-compute from Rate Card lookup.
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 5. Non-Labor ExpensesVendor invoices, software, print, media, travel. Tracks committed vs. invoiced vs. accrued so accruals don't slip.
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 6. Change LogScope changes with cost, hours, and revenue impact. Forces impact assessment BEFORE work begins.
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OUTPUTS (where decisions get made)
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 7. DashboardBudget vs. actual by phase, CPI, CV, EAC, burn-vs-milestone gap, variance status lights.
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 8. ForecastEAC computed three ways (top-down, CPI-based, bottom-up) side by side.
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 9. Resource Profitability
Per-resource chargeability, rate realization, and labor gross margin. Where you catch a resource dragging down margin.
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 10. KPIs & P&LProject P&L, projected gross margin, billable utilization, revenue leakage, change-order impact.
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 11. Post-MortemFinal actuals vs. original budget vs. approved changes, by phase, with root-cause notes. Closes the loop at wrap.
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HOW TO USE IT
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 Step 1Open 'Setup & CBS'. Replace yellow cells with your project's phases, categories, thresholds, dates.
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 Step 2Open 'Rate Card'. Add your roles and their internal cost + billing rates.
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 Step 3Open 'Budget'. Allocate budget per phase × category. Keep contingency/reserve separate.
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 Step 4Log time DAILY in 'Timesheet'. Log invoices in 'Non-Labor Expenses' as they arrive.
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 Step 5Review 'Dashboard' and 'Resource Profitability' weekly. Re-forecast when variance exceeds threshold.
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 Step 6At wrap, complete 'Post-Mortem' to feed learnings into your next estimate.
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COLOR CODING
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 Light pink cellsInputs you change.
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 Purple textHardcoded inputs.
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 Black textFormulas — don't overwrite.
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 Pink textLinks pulling from another sheet.
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