Billing & Profitability
Work delivered.
Ready to bill.
From the fee you sold to the margin you keep. Hours, progress and staff cost tell the story together.
$13,500
Ready to invoice- Fee$45,000sold
- Work141hlogged
- Progress70%complete
- Earned$31,50070% of the fee
- Invoiced40%$18,000
- Ready to invoice$13,50030% of the fee
- Staff cost$10,661141h at wages
- Margin$20,83966.2% before overhead
Barker St Apartments · $45,000 fee
$13,500 ready to invoice.
70% complete. 40% invoiced. Client Billing carries the difference forward, grouped by client.
- Uninvoiced
- $13,500
- Complete
- 70%
- Invoiced
- 40%
| Project | Fee | Uninvoiced fees | Uninvoiced | Invoiced | Complete |
|---|---|---|---|---|---|
| Barker St Apartments | $45,000 | $13,500 | 30% | 40% | 70% |
- Fixed fees bill on hours-weighted completion less the share already invoiced. Hourly projects bill unbilled billable hours at the project rate.
- Open View Tasks to see the entries behind the amount before the billing run, and place a client On Hold when the next invoice needs to wait.
- Currency subtotals convert into your practice’s currency for one combined uninvoiced total.
Ready for an invoice in Xero.
Choose one project or the client’s outstanding work. Review the contact, lines, account and tax rate, then create the Xero draft.
- Fixed-fee percentage lines and hourly quantity × rate lines, built for you.
- An Excel workbook, one worksheet per project, attached to the draft when a client wants the detail behind the hours.
- Past invoices and their PDFs stay visible against the project, with what is still due.
- Client
- Riverside Family
- Xero contact
- Riverside Family · matched
- Projects
- All outstanding projects
| Project | Basis | Amount |
|---|---|---|
| Riverside House | 32.8% of $12,000 | $3,936 |
| Terrace House Interior | 9 hours × $165 | $1,485 |
| Total | $5,421 |
A fixed-fee claim and nine hourly hours combined into one draft for the client.
- Entries
- Uninvoiced work
- Period
- September 2026
- Include
- Description · Person · Work type · Hours · Billable · Invoiced
- Include
- Fee type · Completion · Fee · Invoiced · Uninvoiced
Choose the period, billed or unbilled entries and the columns to include.
Revenue earned. Delivery cost. Margin.
Barker St Apartments has earned $31,500 against $10,661 in wages. Allocated overhead completes the picture.
| Project | Fee | Staff Cost | Earned | Margin | Overhead |
|---|---|---|---|---|---|
| Coastal Pavilion | $60,000 | $6,65592h logged | $28,800 | 76.9% | — |
| Barker St Apartments | $45,000 | $10,661141h logged | $31,500 | 66.2% | — |
| Fitzroy Warehouse | $24,000 | $2,38030h logged | $13,200 | 82% | — |
| Northgate Studio | $18,000 | $1,34119h logged | $7,200 | 81.4% | — |
| Riverside House | $12,000 | $1,82525h logged | $6,336 | 71.2% | — |
- Fee · $45,000
- The agreed project fee.
- Staff Cost · $10,661
- 141 logged hours, at each person’s wage rate.
- Earned · $31,500
- 70% of the agreed fee.
- Margin · 66.2%
- Earned fees less staff cost, before overhead. The separate Overhead column has no allocation in this example.
| Project | Staff Cost | Earned | Overhead | Profit | Net Margin |
|---|---|---|---|---|---|
| Hilltop Pavilion | $5,92694.5h logged | $7,072 | $1,383 | −$236 | −3.3% |
| Riverside House | $1,65925h logged | $6,336 | $416 | $4,262 | 67.3% |
| Terrace House Interior | $56011h logged | $1,815 | $183 | $1,072 | 59.1% |
A busy project is not always a healthy one: Hilltop Pavilion at a net margin of −3.3% beside Riverside House at 67.3%, once overhead is in.
Account for the cost of running the practice.
Choose your Xero overhead accounts or enter a monthly figure. TrackerPlus allocates the cost across logged project hours.
How the figures are calculated
Earned fees: fixed fee × weighted completion, or billable hours × charge-out rate.
Staff cost: logged hours × each person’s wage rate, including non-billable delivery time.
Net margin: earned fees less staff cost and allocated overhead, as a share of earned fees.
- Include
- Professional indemnity · Software subscriptions · Studio rent
- Manual monthly overhead
- $350 AUDUsed when Xero has no figure. Tax exclusive; excluding wages.
Choose the expense accounts to include, or set a manual monthly overhead when Xero has no figure.
Work completed becomes work billed
Delivery
Task completion and logged time establish what the practice can invoice.
Time & Progress Drawings & QAPractice and client views
Owners see billing and margins across the practice. Clients see their fees and invoices; studio costs stay private.
Practice Overview Client portal billingTake a closer lookExplore the product views behind this page.
The live practice
Find the $13,500.
Find the uninvoiced work, then follow the project into its costs and margin.
Enter with your name and work email. No card required.All of it at once: what needs the owner’s attention across the practice right now.