Job Management Metrics

Definition & Business Impact

Formula Logic

Standard Dashboards Available

Open Jobs

Refers to ongoing client jobs that have been started but not yet marked as completed, indicating active work in progress.

Monitoring open jobs helps manage team capacity, prevent bottlenecks, and ensure timely job completion to maintain operational efficiency and delivery consistency.

Open Jobs = Count of jobs where the job status is not marked as "Completed"

Overdue Jobs

Open jobs that have passed their due date without being completed, signalling delays in delivery.

This can impact client satisfaction, revenue timing, and overall team capacity planning. This increases the risk of missed deadlines, delayed billing, and potential write-offs.

Overdue Jobs = Count of open jobs that are past their due dates

Completed Jobs

Completed Jobs are jobs that have been marked as completed and delivered to the client, indicating that all work has been finalised.

This serves as a key trigger for billing, contributes to job completion metrics, and helps track delivery output and team productivity over time.

Completed Jobs = Total number of jobs where Job Status = "Completed"

Days Since Last Timesheet

Shows how many days have passed since the last timesheet entry was recorded for a job.

It helps identify stalled jobs, delayed submissions, or lack of progress, supporting accurate job tracking and resource management.

Days Since Last Timesheet = Maximum value of Current date - Date of last timesheet entry.

Job Budget in $

The total dollar amount allocated for a specific job to help control costs and manage resources.

It acts as a financial benchmark to track whether a job is progressing within planned limits, supporting profitability and client expectations.

Job Budget in $ = Sum of amount in from the budget field in the job.

Task Budget in Hours

The estimated number of hours allocated to complete specific tasks within a job.

It serves as a time-based benchmark to monitor progress, manage team capacity, and ensure tasks are completed efficiently and within scope.

Task Budget in Hours =

Sum of estimated hours from the tasks in the jobs.

Job Turnaround

The number of days it takes to complete a job from start to finish.

It’s a key measure of efficiency that impacts billing cycles, resource planning, and overall client satisfaction. Faster turnaround times help convert work into billable revenue more quickly, improving cash flow and increasing the value of Billable WIP.

Job Turnaround Time = (Completed Date – Job Start Date) / Total Completed Jobs

Job Aging

Measures how long a job has remained open or inactive, often highlighting delays or a lack of progress.

High job aging can lead to cost overruns, delayed billing, and reduced team efficiency. Monitoring aging jobs helps firms protect margins by addressing delays early, keeping work on track, and ensuring jobs are billed in full and on time to avoid unnecessary write-offs.

Job Aging = Today’s Date – Job Start Date

Job Status

Tracks where each open job sits in the workflow—Planned, Pre-File Review, In Progress, Partner Review, or Finalisation.

It helps you manage workload, identify bottlenecks, and keep jobs moving toward completion.

Job Status = Status assigned to an open job based on its current stage (e.g., Planned, Pre-File Review, In Progress, Partner Review, or Finalisation)

Timesheets Metrics

Definition & Business Impact

Formula Logic

Standard Dashboards Available

Billable Hours

Timesheets recorded on client-related work that can be invoiced.

Tracking billable hours helps measure team productivity, drive revenue, and ensure time is spent on value-generating tasks.

Billable Timesheets = Sum of Billable Hours recorded on timesheets where Billable checkbox is ticked.

Non-Billable Hours

Timesheets logged for internal, admin, or other non-client work that can’t be invoiced.

Monitoring these hours helps manage operational efficiency and ensures team capacity is focused on revenue-generating tasks.

Non-Billable Timesheets = Sum of timesheet hours marked as non-billable, excluding leave hours.

Leave Hours

Recorded time off for annual leave, sick leave, holidays, or other non-working periods.

These reduce a team member’s available capacity, which in turn lowers their total expected working hours and directly impacts productivity calculations.

Leave = Sum of all Leave hours recorded on timesheets on capacity reducing jobs or tasks

Total Timesheets

The full number of hours recorded by a team member, including billable, non-billable, and leave hours.

This provides a complete view of overall time spent and helps assess team capacity, workload distribution, and engagement levels.

Total Timesheets = Sum of all hours recorded on timesheets

Capacity Hours

Total number of hours a team member is expected to work in a given period, typically based on standard workdays and hours.

They serve as a baseline for measuring productivity, planning workloads, and ensuring resources are used efficiently across billable and non-billable tasks.

Capacity = Total available hours for a given period (e.g., 8 hours/day * number of workdays)

Productivity

Measures how effectively a team member’s available working hours (excluding leave) are used for billable work.

It reflects the firm’s ability to convert capacity into revenue and helps identify whether individuals or teams are performing at, above, or below expectations.

Productivity = Billable Hours / (Capacity Hours - Leave Hours) x 100.

WIP Metrics

Definition & Business Impact

Formula Logic

Standard Dashboards Available

WIP Added

Total dollar value of billable work recorded through timesheets, disbursements, and interims that increases the firm’s WIP balance.

It reflects the gross production being generated and helps track how much billable value each team member or client group is contributing.

WIP Added = Sum of Billable Amount from all WIP entries (time, disbursements, and interims) based on their record date.

WIP Invoiced or Removed

It is the total WIP amount invoiced, written off, or washed up.

It is used as a comparison for how much WIP was written on or off vs. Billing.

WIP Invoiced or Removed = Sum of Billable Amounts from timesheets, disbursements, and interims on the date they were invoiced or removed om each WIP recorded in time, disbursement, and interims at the invoiced or removed date.

WIP Movement

It is the overall change in the firm's WIP balance. It is calculated by subtracting what's been invoiced or removed from what’s been added.

It shows if unbilled work is piling up or being turned into revenue, helping manage billing and workload.

WIP Movement = WIP added - WIP Invoiced or Removed.

Unbilled WIP Balance

It is the total value of finished work that hasn’t been invoiced yet. It helps understand billing timing, manage workload, and predict revenue.

Keeping it under control supports healthy cashflow and ensures no work gets missed.

Unbilled WIP Balance = Sum of Billable Amount from WIP entries with no invoice date or invoice number.

WIP Aging

It shows how many days work has been recorded but not yet billed.

Tracking it helps spot jobs that may be written off if delayed too long and highlights delays or inefficiencies in finishing work.

WIP Aging = Number of days between the WIP record date and today.

WIP Target

WIP Target is the billing benchmark of a firm. It is the ideal level of unbilled work a firm should carry, based on billing cycles, job durations, and revenue goals.

Staying close to this target helps maintain healthy cash flow and prevents delayed billing or excessive WIP build-up. It ensures work is progressing efficiently and revenue is being realised on time.

WIP Target = Target set by the firm that reflects the ideal amount of unbilled work to maintain steady cash flow and timely billing.

WIP Days

The average number of days work remains unbilled from the time it is recorded.

It indicates how quickly jobs are progressing toward billing and helps identify delays that may impact cash flow and job efficiency.

WIP Days = (Unbilled WIP Value ÷ Total Annual Billings) × 365

Production

Refers to the total hours worked—both billable and non-billable—calculated using the standard billable rate, representing the value of work (in $) completed before invoicing.

Tracking production ensures all work effort is captured, supports balanced workload allocation, strengthens recoverability, and helps prevent revenue loss from unbilled time.

Production = Sum of Billable and Non-Billable Hours × Billable Rate

Billing Metrics

Definition & Business Impact

Formula Logic

Standard Dashboards Available

Total Billing

Total Billing is the revenue earned from client invoices.

It is one of the key indicators of a business’s financial health, showing how much money has been made for the work done.

Total Billing = Sum of all invoice amounts

WIP Billing

It is the amount billed from WIP for time and disbursements on jobs, including any interim invoices absorbed.

WIP Billing = Sum of invoice amounts directly from billing Time, Disbursement and Interims WIP.

Miscellaneous Billing

It includes invoices that can’t be tied to a specific job or WIP. These amounts may be assigned to a team member, interim billing, or marked as miscellaneous.

Miscellaneous Billing = Sum of invoice amounts from invoices that don’t have jobs or WIP.

Recoverability

Recoverability measures how efficiently WIP is converted into client billing, with a higher percentage indicating better revenue capture and fewer write-offs.

Improving recoverability strengthens profitability by ensuring billable work is invoiced promptly and accurately.

Recoverability = WIP Billing ÷ (WIP Billing - Write Ons/Offs)

WIP Hourly Rate

It is the average billable rate per hour for invoiced timesheets

WIP Hourly Rate = Billable Amount from Time WIP ÷ Total Billed Hours

Billed Hourly Rate

It is the average rate per hour charged on invoiced timesheets.

Billed Hourly Rate = Invoiced Amount from Time WIP ÷ Total Billed Hours.

Write Ons/Offs

It measures the difference between work completed and what is billed—Write Ons indicate additional revenue captured, while Write Offs reflect lost revenue from underquoting, doing extra work not billed, or fee reductions.

Monitoring these metrics helps firms reduce revenue leakage, improve pricing practices, and protect profitability.

Write Ons/Offs = Billed Amount – WIP Amount
​ (If positive, it's a Write On; if negative, it's a Write Off)

Production

Production is WIP Added with Write Ons/Offs Production

Sum of WIP Added and Write Ons/Off Production.

Write Ons/Offs Production

Total amount of Write Ons/Offs based on Invoiced Date with Disbursement WIP. This will be used exclusively for calculating Total Production.

Sum of Write Ons/Offs based on Invoiced Date and Disbursement WIP.

Billing Matrix

The Billing Matrix lets you break down billed amounts using filters like Client Partner, Job Manager, Task, Team Member, and Month.

It helps uncover revenue trends and highlights top-performing clients, teams, and services.

Billing Matrix = Sum of billed amounts grouped and filtered by fields such as Client Partner, Job Manager, Job Category, Task, Team Member, and Month.

Multi Year Billing

Multi Year Billing displays billing totals across multiple financial years to show how revenue has changed over time.

It helps identify growth trends, compare billing performance year-on-year, and guide long-term strategic planning.

Multi Year Billing = Sum of billed amounts grouped by Financial Year

Average per Client Billing

Calculates the average billing per active client.

Useful for evaluating client profitability and identifying opportunities to increase revenue per relationship.

Average per Client Billing = Overall Billing ÷ Number of Active Clients

Retainer Billing

A fixed-fee billing model where clients are charged regularly for ongoing services, regardless of actual hours worked.

While it offers predictable revenue, it requires clear scope, regular WIP monitoring, and periodic pricing reviews to avoid over-servicing and ensure long-term profitability.

Retainer Billing = Sum of fixed-fee invoices issued on a recurring basis (e.g., monthly, quarterly) for ongoing services.

Retainer WIP

The value of work completed under a retainer agreement that has not yet been billed or used up against the retainer.

It helps firms monitor how much time is being spent on retainer work to ensure effort stays within scope and margins are protected.

Retainer WIP = Hours Logged to Retainer Jobs x Billable Hourly Rate

Retainer Balance

Retainer Balance is the difference between the total retainer billed and the value of work completed (Retainer WIP).

It highlights whether the firm is ahead (positive balance) or over-servicing (negative balance), enabling better pricing reviews, scope management, and client profitability tracking.

Retainer Balance = Total Retainer Invoiced – Retainer WIP

Out of Scope Billing

Out of Scope Billing refers to fees charged for work that falls outside the original scope of a fixed-fee or retainer agreement.

It ensures firms are compensated for additional services or special requests, helping protect revenue and manage client expectations.

Out of Scope Billing = Total Amount Invoiced for Work Outside the Agreed Scope

Out of Scope WIP

Out of Scope WIP is the value of unbilled work completed that was not included in the original agreement.

Tracking it helps firms identify extra work being performed and decide whether it should be billed, written off, or used to review client scope.

Out of Scope WIP = Hours Logged to Out-of-Scope Work × Billable Hourly Rate

Out of Scope Balance

Out of Scope Balance is the difference between what has been billed for out-of-scope work and the value of that work completed.

It helps firms monitor whether they are recovering the full value of additional work or potentially over-servicing without compensation.

Out of Scope Balance = Out of Scope Billing – Out of Scope WIP

Billing Rate

Shows the average hourly rate billed.

A benchmark for pricing strategy and team efficiency.

Billing Rate = Invoiced Amount from Time WIP ÷ Total Billed Hours

Debtors

Outstanding amounts owed by clients.

Impacts cash flow and highlights potential collection issues.

Debtors = Sum of all unpaid client invoices

Debtor Days

The average number of days it takes for clients to pay their invoices.

It’s a key cash flow indicator that helps assess how efficiently the firm collects revenue and whether follow-up processes need improvement.

Debtor Days = (Total Debtors ÷ Total Annual Billings) × 365

Client Group Analysis

Groups clients by categories (e.g. size, industry) to analyse billing and job data.

Reveals high-value client segments and supports targeted growth strategies

Client Group Analysis = Sum of billing and job metrics grouped by Client Group categories (e.g., size, industry, partner assignment)

Lock – Up Days

The sum of WIP and Debtors, expressed in days.

Shows how much cash is tied up in unbilled work and unpaid invoices — a critical cash flow metric.

Lock-up = ((WIP + Debtors) ÷ Total Annual Billings) × 365

Profitability Metrics

Definition & Business Impact

Formula Logic

Standard Dashboards Available

Cost

Cost represents the estimated expenses incurred to deliver client work, including disbursements and labor costs based on billable hours and salary rates.

The cost can be based on either WIP added, which includes all work recorded during the period, or WIP invoiced, which includes only the work that was billed during the period.

Monitoring costs helps firms ensure profitability by identifying high-cost areas, optimising resource allocation, and maintaining healthy margins where billing consistently exceeds expenses.

Cost = Sum of Billable Disbursement Amounts + (Billable Hours from Timesheets × Salary Hourly Rate)

Profit

Profit measures the financial gain achieved by subtracting costs from billing, providing a clear view of whether the firm’s work is generating positive returns.

Tracking profit helps firms identify high- and low-performing clients, optimise cost and billing strategies, and maintain a sustainable, healthy business.

Profit = Billing - Cost

Profit %

Profit % shows the proportion of profit earned for every dollar of revenue, helping firms assess how efficiently they convert billing into financial gain.

Monitoring this percentage helps identify areas where costs can be reduced or billing increased, enabling better pricing strategies, improved team productivity, and stronger overall profitability.

Profit % = (Profit / Billing) * 100

ROI %

ROI % measures how much profit is generated for every dollar spent on delivering work, indicating the return on investment for jobs or team members.

Tracking ROI % helps firms identify high-performing areas, manage costs effectively, and ensure resources are allocated to the most profitable clients and services.

ROI % = (Profit / Cost) * 100

Team Member Profitability

Compares revenue generated by a team member against their cost.

Highlights which individuals are driving profit and where support may be needed.

Team Member Profitability = Revenue generated by the team member – Cost of the team member

Tax Lodgments Metrics

Definition & Business Impact

Formula Logic

Standard Dashboards Available

Income Tax Lodgements

Tracks the number and status of income tax returns prepared for clients.

Ensures compliance deadlines are met, and resources are allocated accordingly.

Income Tax Lodgements = Count of Income Tax Returns prepared, lodged, or pending per client

BAS Lodgements

Shows lodgement activity and outstanding BAS returns.

Critical for meeting compliance obligations and maintaining client trust.

BAS Lodgements = Count of Business Activity Statements (BAS) prepared, lodged, or outstanding per client

Data Integrity Metrics

Definition & Business Impact

Formula Logic

Standard Dashboards Available

Client Data

Highlights issues like missing client groups, managers, or partners, and flags duplicate client names.

It serves as a data integrity check to ensure your records are complete and accurate for reliable reporting.

Client Data = Identify clients with missing Client Group, Client Manager, Client Partner, or duplicate client names

Open Job Data

Supports your data integrity efforts by identifying open jobs missing key details like job category, job manager, job budget, or job partner.

It helps ensure your job records are complete and ready for accurate reporting and analysis.

Open Job Data = Identify open jobs missing key fields like Job Category, Job Manager, Job Budget, or Job Partner

Completed Job Data

Contributes to data integrity by flagging completed jobs that are missing essential details like job category, job manager, job budget, or job partner.

This ensures your historical job records remain accurate and reliable for reporting and performance reviews.

Completed Job Data = Identify completed jobs missing fields like Job Category, Job Manager, Job Budget, or Job Partner

WIP Wash-Up Calculator

Estimates how much unbilled work (WIP) will likely be recovered, written off, or billed in the future.

It helps firms reconcile outstanding WIP, assess job profitability, and make informed billing decisions.

WIP Wash-Up Calculator = Estimate of WIP expected to be billed, written off, or unrecoverable based on current job and WIP data

XPM Vs. ATO

Compares the number of tax lodgements recorded in Xero Practice Manager (XPM) against those lodged with the ATO.

Highlights discrepancies to ensure all completed work is properly recorded, billed, and compliant.

XPM vs. ATO = Compare count of tax lodgements in Xero Practice Manager (XPM) vs. ATO lodgement records

Xero XPM Metrics

Definition & Business Impact

Formula Logic

Standard Dashboards Available

Group Reconciliation

Group Reconciliation compares transactions between Xero and Xero Practice Manager (XPM) to identify any missing entries or mismatches in key details such as contact names, dates, or amounts.

This process ensures financial data is accurately synced across both systems, supporting reliable reporting, and reduces time spent on manual error checks.

Group Reconciliation = Sum of Billable Amount from XPM WIP where no matching invoice exists in Xero or matching invoice exists, but has different Contact, Date, or Amount.

Invoice Reconciliation

Invoice Reconciliation compares XPM Billing, Xero Invoice Billing, and Xero P&L Billing to surface discrepancies such as date, amount, missing invoices, client mismatches, and credit notes—allowing users to drill into invoice-level details like contact, amount, and discrepancy type by clicking 'View More'.

Invoice Reconciliation = Sum of invoice amounts from XPM and Xero, highlighting differences where an invoice exists in one system but not the other, or where the same invoice has mismatched contact, date, or amount.