In PSA, customer-specific budgeting can be performed and tracked as Goals from the customer card. In the Goals settings, you can enable budgeting and select the items to be tracked. If needed, you can also activate an additional budgeting level or goals tracking by project type.
Permissions: Admin
PSA plans: Enterprise, Enterprise+
Define goals to track
Before a goal can be allocated to a customer, the budgeting method(s) must be selected in the settings. There are four available options, and each selected method is budgeted and tracked separately in the customer card.
Net profit and gross profit
In actual profit tracking, the calculation follows target vs. actual (invoicing - costs). Invoicing refers to all invoices that have been sent forward (excluding waiting or draft invoices). The two options are distinguished by their calculation as follows:
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Net profit = Project profit takes into account all real-time project costs (internal hourly cost, subcontracting, and expenses/travel expenses).
- Calculation formula: invoicing - (internal hourly cost + bills + travel expenses/expenses).
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Gross profit does not include the internal hourly cost rate, meaning the cost of own work is excluded.
- Calculation formula: invoicing- (bills + travel expenses/expenses).
Net margin and gross margin
In estimated margin tracking, the focus is on the budgeted costs of quotes for won projects. These calculations do not consider actual invoicing or incurred costs. The margins differ as follows:
- Net margin = Project margin: Includes all budgeted costs from the quote (internal hourly cost rate, subcontracting, and expenses/travel expenses).
- Gross Margin: Does not consider the internal hourly cost rate in the quote costs. These are identified from the quote rows marked as Hours in the Types column.
Activate commitment-level
In Heeros PSA, the budget can be displayed at three different levels: Target, Commitment, and Forecast. The use of these levels can be controlled through permissions based on roles.
This setting allows activating an additional budgeting level called Commitment if needed. Some companies may require an additional level beyond the target to create annual budgets. This level is independent of the annual target and can, for example, be used for the management team, where the budget is typically higher than the company’s annual target.
Define goals tracking of project types
In PSA, projects can have a project type, and if needed, budgeting can be done at the project type level within a customer. In basic use, this level of detailed budgeting may not be necessary.
First, add the project types in the Projects settings. Then, in the budgeting settings, you can select which project types should be budgeted (max. 3).