Products
Project profitabilitySee what every engagement earnsMargin GuardFind the work you haven’t billedSales and quotingQuote from the delivery planPeople and capacityStaff by skill and availabilityDelivery and timePlans, timesheets and approvalsInvoicing and cash flowBill on time, see cash 13 weeks outWorkflows and approvalsRules, forms and deadlinesSecurity and accessRoles, permissions and sign-in
OrkestraWhy is Lone Star losing money?OrkestraLone Star’s margin at completion is −9.7%, against 28.0% sold. The team logged 395 days of the 300 planned.3 sourcesMeet Orkestra
Digital agencies
Know which clients are profitable. And keep retainers within their fee.
KPilot ranks every client by margin after actual cost and overhead, tracks retainers against their fee, and shows who owes you money.
Found moneyDaily run, as of Nov 4
Mesabrook Advisory LLCFirst found This quarterThis week’s brief
Found$0
Approved$0
Invoiced$0
Collected$0
Brazos Valley Bancorp NewDelivered, not invoiced$41,300Found
Northshore Boreal LogisticsPlanned invoice overdue$13,050CAD 18,000Approved
Sierra Vista Health Network NewRetainer served beyond its fee$9,600Found
Ironwood Precision ManufacturingDelivered, not invoiced$71,400Invoiced
Thamesford Capital PartnersPlanned invoice overdue$34,850GBP 27,440Invoiced
Sierra Vista Health NetworkPlanned invoice overdue$36,600Collected
Platform Engineering & OperationsHours not logged64 h4 peopleData gap
RequestsInvoice
Brazos Valley BancorpCloud resilience · planned from the findingProposed by KPilot$41,300
To reviewCreated · INV-2026-071
Lucy Hargrove, Finance
Lucy Hargrove, FinanceManaging client profitability
The questions agency owners ask, answered from your books.
01Client margin
Rank clients by profitability
See revenue minus the cost of hours and direct expenses for each client, in US dollars, whatever currency they pay in.
- GBP, CAD and EUR converted
- A profitability tab on every client
- Partial views labeled clearly
Client profitabilityFiscal year 2026
ClientRevenueCostContribution marginMargin %
Thamesford Capital PartnersGBP, converted$174,900$108,300$66,60038.1%
Northshore Boreal LogisticsCAD, converted$109,600$71,800$37,80034.5%
Sierra Vista Health Network1 engagement$212,400$151,200$61,20028.8%
Brazos Valley BancorpTime and materials$294,500$247,100$47,40016.1%
Ironwood Precision ManufacturingFixed price$238,000$201,300$36,70015.4%
Lone Star Rail & Transit AuthorityFixed price$265,000$259,700$5,3002.0%
All clients listed$1,294,400$1,039,400$255,00019.7%
Contribution margin: the revenue invoiced, net of tax, in USD, minus the loaded cost of the hours logged and the direct expenses. Overhead is not allocated.
02Overhead
Include overhead in client margin
Spread rent, tools and admin costs across the teams that bill. Booked QuickBooks expenses replace the plan once the month closes.
- General, support and delivery cost centers
- By revenue, labor, headcount or capacity
- Plan, booked amount and accounts side by side
Cost centres$143,000 spread
Mesabrook Advisory LLC · NovemberBooked in QuickBooks through October
G&ASpread by revenueOffice, 600 Congress Ave$21,500Software$11,200Insurance$3,800Leadership$26,500Total$63,000
OverheadSupport teams, spread by direct laborFinance & Accounting$24,800People & Talent$18,600Internal IT & Systems$14,200Business Development$22,400Total$80,000
Delivery teamsStrategy & Digital Advisory3,080 h of delivery$54,300$17.63 an hourTransformation & Change2,483 h of delivery$43,700$17.60 an hourPlatform Engineering & Ops2,412 h of delivery$45,000$18.66 an hour
Booked expenses replace the plan once a month is booked. A key that cannot be computed shows an error, never zero.
03Collections
See overdue invoices first
Ironwood owes $166,600 past due. The list shows how late each invoice is, in which currency, and what is due next.
- Partial payments and credit memos synced
- Each client’s payment history
- Reminders you can pause
InvoicesMost overdue first
To collectAll invoicesCredit memos
InvoiceDue dateLeft to collect
INV-2026-041Ironwood Precision ManufacturingAug 1483 d late$95,200
INV-2026-059Ironwood Precision ManufacturingSep 2739 d late$71,400
INV-2026-064Northshore Boreal LogisticsOct 315 d late$53,813CAD 74,225
INV-2026-067Thamesford Capital PartnersNov 9In 4 days$34,849GBP 27,440
INV-2026-062Lone Star Rail & Transit AuthorityNov 19In 14 days$79,500
5 invoices$334,762
04Retainers
Track retainers and support plans
See subscribers and monthly recurring revenue for each product. Support plans track tickets or prepaid days and flag when effort exceeds the fee.
- Ticket bundles and prepaid days
- Effort compared with the fee
- Renewals with or without unused days
ProductsNew product
ProductSubscribersMRR
Managed analytics serviceDashboards and monthly insight reviews3$14,500
Maintenance KPI subscriptionKPI framework, hosted and updated2$6,800
Prepaid advisory daysSupport · prepaid days--
Subscriptions bill on their cadence; support contracts draw down tickets or prepaid days.
Utilization by company
Compare billable and available days by role and by month.
UtilizationProducing roles
Company
Resource utilization78%Producing vs total available days
Total producing days7,214Days allocated to productive work
Non-allocated capacity2,036Available resource days
Resource utilization86%Producing vs total available days
Total producing days3,101Days allocated to productive work
Non-allocated capacity505Available resource days
By roleBillable and non-billable roles separated.
By monthWith a total for the period.
By personExport every employee to Excel.
Included in GrowthFrom $599 a month for up to 10 full users. Team members $8 each.
Questions
Our clients are on retainers. Does it fit?
Yes. Retainers, support bundles and subscriptions each have their own overview, and Margin Guard watches them every day.
Can we see margin per client?
Yes, ranked by contribution margin after loaded cost and direct expenses, including overhead.
We already have a fractional CFO.
Keep them. KPilot produces the numbers they work from, every day, from QuickBooks, payroll and timesheets.
Know which clients are profitable.
Start with Mesabrook’s clients, or connect your books.