Marketing Agencies

Agency Project Profitability

Revenue is vanity, profit is sanity. This template tracks hours, internal costs, and billable rates across every project so you can see your real margin — not just what you invoiced. Spot the clients and projects that are quietly losing you money.

What's Inside

Project Log — One row per engagement. Client name, project name, type (Retainer / Project / Campaign), start and end dates, status, total budget, amount invoiced, and calculated margin. Your bird's-eye view of every deal.
Time Tracking — Individual time entries. Date, team member, project name, hours worked, and task description. Each entry auto-looks up the team member's billable rate and internal cost rate to calculate revenue and cost per entry.
Team Rates — Reference table with each team member's name, role, billable hourly rate, and internal cost rate. Update once and every calculation across the sheet adjusts automatically.
Dashboard — Profit margin by project, margin by client, revenue vs. internal cost breakdown, projects running over budget (flagged red), team utilization (billable hours / available hours), and monthly profit trends.

Key Features

Real profit margin per project — revenue minus actual internal cost, not just gross billing
Flags projects going over budget before they finish bleeding
Team utilization tracking shows billable hours vs. total available hours
Automatic rate lookups — log hours, the margin math handles itself
Compare retainer vs. project vs. campaign profitability across your book
Works for hourly billing, project-based, or blended retainer models

Sample Formulas

Here are some of the formulas powering this template:

Project profit (revenue minus internal cost)

=SUMPRODUCT((Time!C:C=A2)*Time!D:D*VLOOKUP(Time!B:B,Rates!A:C,2,0))
 -SUMPRODUCT((Time!C:C=A2)*Time!D:D*VLOOKUP(Time!B:B,Rates!A:C,3,0))

Project margin percentage

=IF(G2=0,"No revenue",1-(H2/G2))

Team utilization rate

=SUMIFS(Time!D:D,Time!B:B,A2,Time!A:A,">="&DATE(YEAR(TODAY()),MONTH(TODAY()),1))/(Rates!D2*4.33)

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Need this connected to your time tracker?

We build custom profitability systems that sync with Harvest, Toggl, or Clockify — real-time margin tracking with automatic rate calculations and budget alerts.

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