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Agency client profitability

Calculate profit by client from Harvest exports. Add retainer and project fees, then subtract the cost of staff time.

Someone typed

“calculate profit by client: retainer and project fees minus the cost of hours logged by staff”

The agent read it as

Calculate profit by client: retainer and project fees minus the cost of hours logged by staff from Harvest clients, Harvest invoices and Harvest time entries, counting paid and open invoices only.

What the agent built

6 steps, each one an ordinary Mammoth step you can open and change.

File

Harvest clients

CSV export · 10 rows

File

Harvest invoices

CSV export · 14 rows

File

Harvest time entries

CSV export · 30 rows

Step

Total paid and open fees

Step 1

Step

Total staff costs

Step 2

Step

Make client match key

Step 3

Join

Bring in client fees

8 of 10 paired

Join

Bring in staff costs

7 of 10 paired

Step

Calculate client profit

Step 6

Result

Client Profit

10 rows

Schedule

Runs when you say

Proposed

File
Harvest clients
CSV export · 10 rows
File
Harvest invoices
CSV export · 14 rows
File
Harvest time entries
CSV export · 30 rows
Step
Make client match key
Step 3
Step
Total paid and open fees
Step 1
Step
Total staff costs
Step 2
Join
Bring in client fees
8 of 10 paired
Join
Bring in staff costs
7 of 10 paired
Step
Calculate client profit
Step 6
Result
Client Profit
10 rows
Schedule
Runs when you say
Proposed

Checked on the sample files: every step ran, 10 rows came out, and the join paired 8 of 10 rows; the join paired 7 of 10 rows.

Download Harvest clients sample (10 rows)Harvest: Reports > Clients > Export
Download Harvest invoices sample (14 rows)Harvest: Reports > Invoices > Export
Download Harvest time entries sample (30 rows)Harvest: Reports > Time > Detailed report > Export

What you get back

The result of that run, the rows to look at first.

Client ProfitSample data10 rows

Client	Profit (USD)	Retainer fees (USD)	Project fees (USD)	Staff cost (USD)
Northstar Biotech	15,290	3,000	15,000	2,710
Luma Retail	23,350	16,000	9,000	1,650
Cobalt Ventures	6,043	0	7,000	957
Harbor Kitchen	6,626	2,500	5,000	874
Willow Fintech	8,923	0	11,000	2,077
Atlas Health	5,800	0	6,500	700
Papertrail Media	6,906	0	7,500	594
Oak & Anchor	4,800	0	4,800	0
Summit Schools	0	0	0	0
Brightgrid Energy	0	0	0	0

10 rows in the result. Sample data: illustrative figures, not business results.

How do you calculate client profitability from Harvest exports?

Export your clients, invoices, and time entries from Harvest, then upload them as spreadsheet files. The workflow totals paid and open invoice fees, totals staff time costs, matches each row to the right client, and subtracts costs from fees to give you client profit.

How it works

How to use the Client Profit workflow

1Get early accessWe invite people in small batches, job by job. You'll land on this workflow, already built and checked on the sample files.
2Swap in your exportsUpload your own files as they come out of your tools. The agent checks the workflow on your rows.
3Change it in words, then turn it onSay what to change and see the new result before anything saves. Then choose when it runs.

Client Profit: questions

Which Harvest exports do I need?

Use the clients export, the invoices export, and the time entries export. The workflow reads these files and uses them together to calculate profit by client.

What happens if a row does not match a client?

Rows that do not match a client key are left out of the client total for that step. You can check the unmatched rows in the source file and fix the client name or key, then upload a new export.

How do I change the rules for what counts as profit?

Edit the steps in words, then rerun the workflow. For example, you can change which invoice statuses count, or change how staff time is costed before the profit calculation.