Automatic service pricing calculator and job profitability analysis
From manual calculator-based calculations to a single click. The system automates service pricing based on the job type, item value and applicable rates — taking into account taxes, official fees and discounts. Integration with the time-tracking module provides a complete real-time view of the profitability of every job.
Manual pricing calculations and no visibility into job profitability
A professional services company priced every job manually, using rate tables, a calculator and expert knowledge. The calculation required taking into account the service type, item value, applicable percentage rates, taxes, official fees and possible discounts. With more than a dozen service types, each with different calculation logic, the employee had to remember the rules or check them every time.
Pricing errors occurred regularly — an incorrect percentage rate, an omitted additional fee or incorrect rounding. Every error required a correction and additional communication with the client. The company also had no tool for analysing job profitability. Employee working time was not tracked systematically, so there was no way to know how much delivering a given job actually cost. Discount decisions were made intuitively, without data.
End-of-month financial reports were prepared manually — collecting revenue data from multiple sources, attempting to estimate labour costs, and compiling everything in a spreadsheet. The process took several hours and provided only an approximate picture. The company did not know which service types were the most profitable and which generated losses after taking the team’s working time into account.
Automated pricing calculator with a real-time profitability module
The implemented business rules engine automates the entire pricing process. The employee selects the service type from a list and enters the item value — and the system automatically calculates the rate, taxes, official fees and final amount. The calculator supports more than a dozen service types, each with its own calculation logic, including exceptions and value thresholds. The result is ready in seconds, with no risk of calculation errors.
The time-tracking module allows employees to log time against each job down to the minute. The system automatically calculates labour costs based on employees’ individual hourly rates. Each job summary combines revenue (from the pricing calculation) with cost (from logged time), providing immediate visibility into profitability. The data is available per job, per employee and per service type.
The reporting dashboard provides a view of all jobs with automatically calculated columns: revenue, labour cost, profit and profitability percentage. Filtering by month, employee, client and service type gives immediate answers to business questions. Export to Excel enables further analysis. For the first time, the company has a complete, data-driven picture of its profitability — and makes better decisions on pricing and resource allocation.
Before and after implementation
Concrete automation results
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Book a free consultationPricing a single service required manually checking several rate tables, calculating taxes and additional fees — it was easy to make a mistake. Now I select the service type, enter the value and the system calculates everything automatically. And at the end of the month, I can see exactly how much we earned on each job.
Professional services firm, 50+ jobs per month
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