Read your financial table and enter your costs
Follow revenue, costs and margins over the period of your choice, enter your fixed costs and set the price of your variable costs.
The financial table works out, from your jobs and your rates, the revenue, the costs and the margins. Use it to read a month, compare your clients or your properties, and keep your costs up to date. The margins are only right if the costs are entered: start with them.
Read the overview
Step by step
- 1
Open the Finance › Financial table menu. The page opens on the “Overview” tab.
- 2
In “Period”, choose the “Start” and the “End”.
- 3
In “Cleanings counted”, at the top right, choose “Company setting”, “Cleanings created” or “Actual invoiced”. The line under the buttons says what the choice counts.
- 4
Read the four figures at the top, then the chart “Revenue and gross margin per week” and the “Cost breakdown”.
| Figure | What it shows |
|---|---|
| Revenue excl. tax | What the jobs of the period bring in |
| Variable costs | What these jobs cost: cleaners, linen, consumables, deliveries |
| Gross margin | The revenue minus the variable costs |
| Net margin | The gross margin minus the fixed costs |
Compare by client, by property or by cleaner
Step by step
- 1
In Finance › Financial table, open the “Table” tab.
- 2
In “Group by”, choose what you want to compare: clients, apartments, buildings, sectors, tags or cleaners.
- 3
Choose “Amounts” or “Quantities”.
- 4
Click a column header to sort. Drag it to move the column.
- 5
To get the figures out, click Export.
Add a fixed cost
A fixed cost comes back every month: rent, insurance, a subscription.
Step by step
- 1
Open the Finance › Costs menu, “Fixed costs” tab.
- 2
In “Label”, enter the name of the cost.
- 3
Choose its “Category”.
- 4
In “Type”, choose a fixed amount or “% of revenue”.
- 5
Enter the “Amount / month”, or the percentage.
- 6
Click Add. The message “Cost saved” appears and the cost goes into the table.
In the table, the columns “Start (YYYY-MM)” and “End (YYYY-MM)” limit the cost in time: outside these months, it is not counted.
Set the variable costs
A variable cost depends on the number of jobs: the cleaners' time, the linen, the consumables, the deliveries.
Step by step
- 1
Open the Finance › Costs menu, then the “Variable costs” tab. The table at the top gives each cost, its source and its cost per cleaning.
- 2
Scroll down to “Variable cost rates”.
- 3
Enter the reference “Hourly rate”: it pays the hours of a cleaner who has no hourly rate.
- 4
Enter the price of each item listed.
- 5
Under “Property sheet items”, click Activate to count a numbered cell of your sheets, then enter its price.
| Variable cost | Where its cost comes from |
|---|---|
| Cleaner cost | The total of the Finance › Cleaner payroll screen over the period: hours × hourly rate of each cleaner |
| Linen (laundry) | The variable cost rates |
| Consumables | The property sheets |
| Deliveries · visits | Cleaner payroll › Payroll rules › Delivery: delivery drivers paid per visit or hourly (automatic line) |
| Linen losses | The Losses tab of the Linen screen |
Frequently asked questions
Where are the salaries of monthly salaried employees counted?
In the fixed costs. Each salary appears there with the label “automatic · Salaries page”, and the “Salaries” card, further down the “Fixed costs” tab, gives the details per cleaner.
Where are deliveries counted?
It depends on how each delivery driver is paid, set in Finance › Pay › Cleaner payroll › Payroll rules › Delivery. Per visit or hourly: a variable cost, spread over the properties delivered (“Deliveries” column of each property, and gross margin); Variable costs shows the automatic line “Deliveries · visits”. Monthly: a fixed cost, never spread, as an automatic line “Deliveries ·” followed by the delivery driver's name in Fixed costs. An employed delivery driver stays in Salaries, never counted twice. The delivery driver's verified invoice replaces the estimate, on the same side.
Why does the net margin change when I filter?
Because the fixed costs are then counted pro rata. The line under the net margin says so.
What is the difference between “Company setting”, “Cleanings created” and “Actual invoiced”?
“Company setting” counts cleanings like payroll and invoices do, according to Settings › My company › Organisation › “When is a cleaning counted?”; the setting in force is written under the buttons. “Cleanings created” counts all cleanings of the period that are not cancelled, approved or not, upcoming ones included. “Actual invoiced” starts from what has been invoiced. Each time it opens, the screen goes back to “Company setting”. When cleanings are waiting for approval, the “Revenue excl. tax” card offers “See the cleanings to approve”.
Can a manager open the financial table?
No. The screen is reserved for administrators.