Know what every project earns. Based on what each hour costs you.
KPilot costs every hour from salary, employer taxes and overhead, then rolls it up into a P&L for each project, client, team and company.
Hannah GoldsteinSenior ConsultantHow KPilot calculates margin
The steps behind every margin figure, in the order KPilot runs them.
Know what an hour of each person costs
Hannah’s hour costs $88.67: her salary and employer taxes, divided by the hours she can work, plus her team’s share of overhead. KPilot recalculates it when her contract changes.
- Salaried, hourly and 1099 contractors
- Employer taxes with their annual caps
- Actual payroll from Gusto for closed months
Hannah GoldsteinSenior Consultant · Austin, TXSalaried exemptAllocate overhead to the teams that bill
KPilot spreads rent, software, finance and HR across your delivery teams by revenue, labor cost, headcount or capacity. Each team gets an overhead rate per hour.
- General, support and delivery cost centers
- Booked QuickBooks expenses replace the plan
- A starting setup proposed from your accounts
See which clients make money
Each client is ranked by contribution margin: invoiced revenue minus the loaded cost of the hours and direct expenses, in US dollars.
- GBP, CAD and EUR converted at monthly rates
- A profitability tab on every client
- Partial views labeled clearly
Combine every company into one P&L
Mesabrook’s Austin company and its Guadalajara subsidiary appear side by side and combined. Staff lent between them is eliminated, and pesos are converted each month.
- Group, company or department views
- Invoiced and cash-basis views
- Break-even hourly rate for US companies
Give each partner their own P&L
Grant a role on a department, and that partner sees the P&L, people and time for that department only.
- Roles built from permissions
- Granted by company or department
- Enforced on the server
Understand why margin changed
Compare today with yesterday, a month end or your budget. KPilot breaks the change down by driver, and the drivers add up to the total.
Settings
Set up cost centers, exchange rates, adjustments and tags to match how your firm reports.
General and auxiliary centers are spread onto the principal ones, the teams that deliver. $143,000 in November.
EleanorNov 2, 09:10GBP → USD1.2688 → 1.2702Screen4
LucyNov 1, 06:00MXN → USDnew → 0.0543Central bank12LucyNov 1, 06:00CAD → USDnew → 0.7250Central bank3A corrected rate reprices the documents of its month, and the change trail says how many.
An adjustment books a correction on an activity’s P&L, split by department, without touching the invoices.
Tags group activities across clients and departments: filter the P&L by any of them.
Questions
Where does the cost of an hour come from?
From each person’s contract: gross pay and the employer charges of the company template, over the hours they can work that month, plus their team’s share of overhead. When Gusto payroll is connected, real employer taxes and benefits replace the computed charges for closed months.
How is overhead spread?
Through cost centres in three tiers: G&A, support teams and delivery teams. Each tier is spread onto the next by a key you choose: revenue, direct labor, headcount or capacity. A key that cannot be computed shows an error, never zero.
What if someone does not log their time?
Their full cost stays in the department and company P&L, because it comes from the contract. A “Not logged on projects” line shows the cost of workable hours nobody logged, and a project warns when its team logged less than 90% of its hours.
Does KPilot replace QuickBooks?
No. KPilot reads invoices, payments, credit memos and expense totals from QuickBooks, and creates invoices there once finance approves a request.
Our books are on a cash basis. Will the numbers match?
The P&L has an invoiced view and a cash view. The cash view counts revenue when it is paid, as cash-basis books do.
Know what every project earns.
Start with the Mesabrook demo, or connect your own books.