The problem
Work that never gets billed, customers who pay late, discounts, and overtime each take a little. Most owners never see what they add up to.
What this shows
Revenue against target, where money is leaking, and which customers, services, and crews need attention, all in one place.
Try it
Put your own numbers in the calculator below. Then open Billing & Collections to see where the cash gets stuck.
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Business Snapshot: Revenue of $1.86M tracks 4.1% below target. Demand is steady, but $41K of completed work hasn’t been invoiced, customers take 52 days to pay, and overtime runs at 11.8% of hours. Together, unbilled work, write-offs, and excess overtime add up to about $118K in leakage. Immediate focus: close out unbilled jobs weekly and work the 60+ day list.
What could unbilled work and slow payments be costing you?
$0
lost each year to unbilled work and write-offs
A rough estimate from your inputs, not a measurement. This sample uses targets of 0.5% unbilled, 0.5% written off, and 30 days to get paid.
Total Revenue
$1.86M
YTD Actual
▼ 4.1% vs target
Unbilled Work
$41K
Target: ≤ 1% of work done
2.2% of completed work
Days to Get Paid
52
Target: 35 days
▲ 17 days over target
Overtime Share
11.8%
Target: ≤ 6% of hours
▲ 5.8 pts above target
Revenue Leakage
$118K
Unbilled + write-offs + excess overtime
6.3% of gross revenue
Revenue vs Target — Monthly
Cost Breakdown — YTD
Billing Health
Billed Within 3 Days
71%
Paid Within 30 Days
46%
Invoice Error Rate
3.4%
Unbilled Work
2.2%
Labor & Capacity
Crew Utilization
74%
Overtime Share
11.8%
Drive & Idle Time
14%
38 field staff across 12 crews
Customers
Repeat Customers
82%
Top 10 Share of Revenue
41%
Average Discount
4.6%
Avg Satisfaction
4.3/5
Customer Scorecard — Top 8 Customers by Revenue
| Customer | Type | Revenue | Margin | Days to Pay | Unbilled | Status |
|---|---|---|---|---|---|---|
| Northfield Property Group | Property management | $214K | 34% | 38 | $1.2K | On Track |
| Bayou Logistics | Warehousing | $186K | 22% | 71 | $6.8K | At Risk |
| Cedar Grove Dental Group | Healthcare | $142K | 37% | 29 | $0.4K | On Track |
| Stonebridge Builders | Construction | $131K | 18% | 84 | $9.1K | At Risk |
| Harborview Hospitality | Hospitality | $118K | 31% | 44 | $2.6K | Monitor |
| Meridian Auto Group | Automotive | $97K | 29% | 41 | $1.9K | Monitor |
| Lakeside Realty | Real estate | $88K | 35% | 33 | $0.7K | On Track |
| Ironwood Manufacturing | Manufacturing | $76K | 16% | 66 | $5.3K | At Risk |
Billing & Collections: $41K of completed work is still unbilled, and 22% of open invoices are more than 60 days past due. Three customers (Stonebridge, Bayou, and Ironwood) account for 52% of overdue dollars. Billing jobs within 3 days and a weekly collections call list could free up roughly $95K in cash.
Unbilled Work
$41K
Completed, not invoiced
2.2% of completed work
Days to Get Paid
52
Target: 35 days
▲ 6 days vs prior yr
Overdue 60+ Days
$88K
53 invoices
22% of open invoices
Written Off
$26K
YTD
1.4% of revenue
Where Unbilled Work Comes From
| Cause | Jobs | % of Total | Unbilled | Trend |
|---|---|---|---|---|
| Change orders not invoiced | 46 | 34.6% | $14,200 | ▲ Rising |
| Extra time not logged | 61 | 23.9% | $9,800 | ▲ Rising |
| Jobs closed out late | 38 | 18.0% | $7,400 | ▼ Improving |
| Materials not passed through | 29 | 12.9% | $5,300 | Stable |
| Pricing errors | 17 | 7.1% | $2,900 | Stable |
| Other | 11 | 3.4% | $1,400 | Stable |
Open Invoices by Age
| Age | Invoices | Amount | % of Open |
|---|---|---|---|
| Current (0–30 days) | 212 | $214,600 | 53.7% |
| 31–60 days | 74 | $97,300 | 24.3% |
| 61–90 days | 31 | $51,200 | 12.8% |
| 90+ days | 22 | $36,800 | 9.2% |
$399,900 open across 339 invoices
Days to Get Paid — Monthly
Margin: Overall gross margin is 30.8% against a 34% target. Recurring maintenance earns 41%, while one-off projects earn 19% after overtime and write-offs. Discounts averaged 4.6% of list price, and four customers sit below a 20% margin.
Gross Margin
30.8%
Target: 34.0%
▼ 3.2 pts below target
Discounts Given
$86K
YTD
4.6% of list price
Customers Under 20%
4
$312K of revenue
Review pricing
Avg Invoice
$474
3,920 jobs completed
▲ $12 vs prior yr
Margin by Service Line
| Service Line | Revenue | Share | Margin | Overtime % | Status |
|---|---|---|---|---|---|
| Recurring maintenance | $742K | 39.9% | 41% | 6.2% | On Track |
| Scheduled service calls | $486K | 26.1% | 33% | 9.8% | Monitor |
| One-off projects | $318K | 17.1% | 19% | 17.4% | At Risk |
| Emergency & after-hours | $214K | 11.5% | 27% | 31.0% | Monitor |
| Materials & resale | $100K | 5.4% | 12% | — | Small Line |
Discounts & Credits by Reason
Price match / bid
$38K
Service complaints
$21K
Loyalty discounts
$17K
Late-job credits
$10K
$31K of credits trace back to service problems: complaints and late jobs.
Financial Position: Margin of 30.8% trails the 34% target. Labor (48%) and materials (23%) are the two largest costs, and overtime premium alone adds $96K. The gap to target widened in July and August. Billing faster and cutting excess overtime are the quickest ways to recover margin.
Total Revenue
$1.86M
YTD
Target: $1.94M
Total Operating Cost
$1.29M
YTD
69.2% cost ratio
Gross Margin
30.8%
Target: 34.0%
▼ 3.2 pts below target
Cash Tied Up
$171K
Beyond 30 days
From slow payments
Monthly P&L Summary
| Month | Revenue | Target | Cost | Margin | vs Target |
|---|---|---|---|---|---|
| Jan 2026 | $212,000 | $221,000 | $149,000 | 29.7% | ▼ $9,000 |
| Feb 2026 | $205,000 | $214,000 | $146,000 | 28.8% | ▼ $9,000 |
| Mar 2026 | $231,000 | $238,000 | $159,000 | 31.2% | ▼ $7,000 |
| Apr 2026 | $238,000 | $242,000 | $164,000 | 31.1% | ▼ $4,000 |
| May 2026 | $244,000 | $251,000 | $168,000 | 31.1% | ▼ $7,000 |
| Jun 2026 | $229,000 | $240,000 | $160,000 | 30.1% | ▼ $11,000 |
| Jul 2026 | $252,000 | $265,000 | $172,000 | 31.7% | ▼ $13,000 |
| Aug 2026 | $249,000 | $269,000 | $170,000 | 31.7% | ▼ $20,000 |
YTD Cost Mix
Labor
$612K
Materials
$298K
Admin & Office
$140K
Overtime Premium
$96K
Vehicles & Fuel
$84K
Other
$58K
Labor 48% · Materials 23% · Admin 11% · Overtime 7% · Vehicles 7% · Other 4%
Workforce: Crews are booked 74% of available hours, yet overtime runs at 11.8% of hours. Work bunches up early in the week and on emergency calls, so the same team sits idle some days and works overtime on others. Scheduling from expected demand could cut overtime roughly in half, about $48K a year.
Field Staff
38
12 crews
▲ 2 vs prior yr
Crew Utilization
74%
Target: 85%
▼ 11 pts below target
Overtime Share
11.8%
Target: ≤ 6% of hours
▲ 5.8 pts above target
Overtime Premium
$96K
YTD
~$48K avoidable
Crew Scorecard
| Crew | Main Work | Jobs | Utilization | Overtime % | Callbacks | Rating |
|---|---|---|---|---|---|---|
| C-01 | Maintenance | 412 | 86% | 5.1% | 1.2% | Top Perf. |
| C-04 | Maintenance | 398 | 84% | 6.0% | 1.6% | Top Perf. |
| C-02 | Service calls | 356 | 79% | 8.8% | 2.4% | Strong |
| C-07 | Service calls | 331 | 76% | 10.4% | 2.9% | On Track |
| C-05 | Emergency | 214 | 61% | 24.6% | 3.8% | Monitor |
| C-09 | Projects | 188 | 68% | 17.2% | 4.1% | Monitor |
| C-11 | Projects | 162 | 58% | 21.3% | 5.6% | Needs Review |
| C-12 | Emergency | 149 | 55% | 27.9% | 4.9% | Needs Review |
Crew Utilization by Day
Monday
96%
Tuesday
91%
Wednesday
78%
Thursday
66%
Friday
58%
Overtime clusters on Monday and Tuesday, while Thursday and Friday have open capacity.
Action Items
| Priority | Action | Owner |
|---|---|---|
| High | Invoice all completed jobs within 3 days; review the unbilled list every Friday | Office Mgr |
| High | Weekly call list for invoices 60+ days past due, starting with Stonebridge and Bayou | Owner |
| Med | Move flexible maintenance visits to Thursday and Friday | Scheduler |
| Med | Reprice one-off projects to cover real labor and overtime | Owner |
| Low | Require change orders in writing before extra work starts | Crew Leads |
Key Numbers
Total Revenue
Revenue invoiced for completed work in the period. Work done but not yet invoiced is shown separately as unbilled work.
Revenue Leakage
Money the business earned or could have kept but didn’t: unbilled work, write-offs and credits, and overtime above target.
Gross Margin
(Revenue − Operating Cost) ÷ Revenue. Target is 34% in this sample.
Billing & Cash
Unbilled Work
Completed jobs, extra time, change orders, or materials that never made it onto an invoice.
Days to Get Paid
The average number of days between sending an invoice and receiving payment.
Cash Tied Up
Money owed to the business beyond 30 days of payment terms. It’s earned, but you can’t use it yet.
Written Off
Invoices or portions of invoices the business has given up collecting, plus credits issued to customers.
Labor
Crew Utilization
Hours spent on billable work divided by hours available. Target is 85% in this sample.
Overtime Share
Overtime hours as a share of all hours worked. Target is 6% or less.
Drive & Idle Time
Paid hours spent traveling between jobs or waiting for work.
Callbacks
Jobs that needed a return visit to fix or finish work. Callbacks cost labor and usually can’t be billed.
Customers & Pricing
Customer Margin
Revenue from a customer minus the labor, materials, and overtime spent serving them, as a share of their revenue.
Average Discount
The average reduction from list price across invoices.
Repeat Customers
Share of revenue from customers who bought more than once in the last twelve months.
Want to see this for your business?
This is sample data. For a client, it’s built from your own invoices, job records, and payroll, so you can see exactly where the money goes.