See if a project's on budget while it's still running
Compare the hours and costs you sold with what's being delivered, by person, discipline and task, and get an email before the budget runs out.
You find out after it's finished
Most agencies only learn a project went over when someone exports the timesheets at the end. By then the hours are spent, and the conversation with the client is harder.
It isn’t a lack of effort. The proposal, the tasks and the time sit in different places, so nobody can see the gap opening up.
In Rofinery, time is logged against tasks that are linked to the proposal lines they came from. So the comparison is already done.
What the performance screen shows
A Performance tab on every approved proposal, for the people you let see the financials.
Hours against what you sold
See the hours used out of the hours approved, what's left, and how many subtasks are complete. Look at the whole proposal, or one month at a time.
Where the hours went
Break the hours down by person and by discipline, with the value, cost and profit of each. A month-by-month chart plots hours, cost and expenses against the budget.
The tasks that ran over
See the subtasks that went over their estimate, the completed ones that came in under, and the ones nobody has logged time on. Extra hours someone asked for count as part of the plan.
Nothing hides outside the budget
If a noticeable amount of time is logged on tasks that aren't linked to the proposal, Rofinery warns you and shows how much, with a link to review the tasks.
The figures at a glance
Cards across the top of the screen, worked out live - including timers that are still running.
Hours
Hours logged, split into billable and non-billable
Hours left
What's left of the budget, and how many subtasks are complete
Pace
On a retainer, whether hours are ahead of or behind where they should be by today. Otherwise, how much of the budget is used
Revenue
What the work is worth, with the effective hourly rate
Cost
What the work cost you, with the average hourly cost
Profit
Profit and margin, coloured against your own targets
Expenses
What's left to spend, or how far over you are
Show the working
Click a value or a cost to see the hours and rate behind it
An email before the budget runs out
When a proposal’s hours pass 25%, 50%, 75% and 100% of its budget, Rofinery emails the project manager. If the project doesn’t have one, the email goes to the team owner.
Past 100%, it emails again at every further 10%, so an overrun can’t grow quietly.
For retainers, switch on the weekly summary as well. It shows hours used against each month’s allowance, with a link straight to this screen.
Where the numbers come from
Budget tracking works because the rest of Rofinery is already joined up.
Hours come from time tracking
Every entry is logged against a task linked to a proposal line
Costs come from your rate cards
Hours are priced at your own cost and sell rates
Over-servicing across clients
See the same gap across every client and project
Profit across the agency
Every proposal's profit feeds the agency's figures
Questions about budget tracking
People with permission to see project financials. Everyone else doesn't see the tab at all.
Yes. Budgets and fees are worked out per month, and the pace card shows whether hours are ahead of or behind where they should be by today.
It's counted separately. When enough time sits outside the proposal, a warning shows how much, with a link to review the tasks.
Yes. The figures are worked out live, running timers included.
Catch overruns while you can still act
Or see what feeds the figures.