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Consulting firms

Protect your margin on every engagement. Built for fixed-fee and retainer work.

KPilot costs every hour from actual pay, tracks each engagement against the margin you sold, and drafts a change order before an overrun becomes a loss.

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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.
TimesheetsBy personTo approve3

The entries of the last 8 weeks waiting for your approval, by activity, the oldest first.

ActivityMan-daysOldest entry
ACT-2025-H01Lone Star Rail & Transit · 18 entries, 4 people9.5Oct 27ApproveOpened
ACT-2026-H02Brazos Valley Bancorp · 11 entries, 3 people6.0Oct 29Approve
ACT-2026-H04Thamesford Capital Partners · 6 entries, 2 people3.0Nov 2Approve
01Loaded costKnow the cost of every hour02Engagement viewSee budget and progress together03Change ordersRaise a change order before you lose money04BenchStaff based on availability

Managing an engagement

What a partner at Mesabrook sees from sale to delivery.

01Loaded cost

Know the cost of every hour

Hannah’s hour costs $88.67, including salary, employer taxes and her team’s share of overhead. Every hour she logs is costed at that rate.

  • Salaried, hourly and 1099 contractors
  • Overhead allocated to delivery teams
  • Actual payroll for closed months
Explore project profitability
Hannah GoldsteinSenior Consultant · Austin, TXSalaried exempt
Annual base salary (gross)$108,000
Social Security, employer 6.2% up to $176,100$6,696
Medicare, employer 1.45%$1,566
Federal unemployment (FUTA) 0.6% of the first $7,000$42
Texas unemployment (SUTA) 2.7% of the first $9,000$243
Loaded pay$116,547
÷ Productive hours 220 working days, minus 15 days off1,640 h
Cost per productive hour$71.07
+ Overhead share Transformation & Change, November$17.60
Loaded cost per hour$0.00
Tue, Nov 3 · Lone Star · 7.5 h × $88.67$665.03
Employer charges from Mesabrook Advisory’s company template.
02Engagement view

See budget and progress together

The engagement header shows budget, invoiced, spent and margin, along with what the client has paid. Lone Star has cost $82,600 more than the client has paid so far.

  • Planning, staffing and risks
  • Action items sorted by amount
  • Forecast end date next to the planned one
Explore delivery and time
ActivityPlan an invoice
LSProjectACT-2025-H01StartedRegional transit maintenance operating model overhaulLone Star Rail & Transit Authority · Led by Cedric Ellington · Dec 2 → Nov 19 · Forecast end Dec 11
OverviewPlanningPeople and effortInvoicingRisks4
Budget, net of tax$0Fixed price
Invoiced, 100% of budget$03 invoices
Spent, 101% of budget$0395 of 300 md
Margin, at risk−1.2%−9.7% at completion
Client paid$185,500
Invoiced$265,000
Spent$268,100
Budget $265,000

The work has cost $82,600 more than the client has paid so far: that part is funded by us until the next payment.

What needs you
INV-2026-062 is due Nov 19$79,500, the last payment of the fixed priceOpen
03Change orders

Raise a change order before you lose money

Lone Star was sold at a 28.0% margin and is now forecast at −9.7%. Margin Guard drafts a $58,400 change order that restores a 10.1% margin, for a partner to approve.

  • Forecast margin against sold margin
  • Four change requests priced
  • Sent only after approval
Explore Margin Guard
Draft a change orderMargin at risk
Margin at completion below the sold marginLone Star Rail & Transit AuthorityFixed price · $265,000 · 395 of 300 planned days logged
Sold margin28.0%At completion−9.7%With the change order10.1%
Change order
Raise$58,400
More units72 days
WhyFour change requests and eight regional workshops, outside the fixed price
DocumentsCR-2026-031 to 038 · Workshop schedule
Create the change requestCreated · Proposed by KPilot · Waiting for approval
04Bench

Staff based on availability

Compare allocations with the days each consultant can work. Patrick is above 100% on 9 days, and Madeline has time from mid-November.

  • By person, project or allocation
  • Holidays and leave included
  • Staff new work from the gaps
Explore people and capacity
WorkloadBy person
Patrick Callahan is above 100% on 9 days · heaviest Nov 18, 140%See their allocations
Total allocated man days1,284Total available man days1,452Overall allocation88%
Employee nameNov 2Nov 9Nov 16Nov 23Nov 30Dec 7
Patrick Callahan100%118%124%112%100%80%
Hannah Goldstein96%100%100%92%60%40%
Anthony Guerrero100%100%104%96%88%72%
Valerie Holbrook80%80%72%60%60%52%
Madeline Cho40%48%52%60%76%80%
Carlos Arredondo100%100%100%100%100%92%
1 to 60%61 to 100%101 to 120%Over 120%

See why your margin changed

Compare today with yesterday, a month end or your budget. Each driver links to its records.

P&LLive
Mesabrook Advisory LLCInvoicedCompared with
Full-year operating margin14.1%against 14.2% on Yesterday−0.1 pts
Where the move comes from
Team and staffing−$4,800
Late invoicing−$2,400
Actuals+$600
Change in operating income−$6,600
Full-year operating margin14.1%against 15.6% on Oct 31−1.5 pts
Where the move comes from
Team and staffing−$61,400
Deals+$38,500
Planned invoicing−$47,600
Late invoicing−$31,200
Budgets+$18,600
Actuals−$34,900
Change in operating income−$118,000
Full-year operating margin14.1%against 17.5% on Budget, saved Jan 5−3.4 pts
Where the move comes from
Team and staffing−$142,000
Deals+$64,000
Planned invoicing−$88,500
Late invoicing−$52,300
Budgets+$31,500
Actuals−$80,000
Change in operating income−$267,300
Pick a version: the bridge splits the move by driver, and the tiles add up exactly to the change.
StaffingExtra days and who worked them.
InvoicingInvoices that were delayed or sent late.
DealsWeighted deals added to the year.
Included in GrowthFrom $599 a month for up to 10 full users. Team members $8 each.
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Questions

We bill fixed fees and retainers. Does it fit?

Yes. Margin at completion, change orders and Margin Guard are built for fixed-price and retainer work. Time and materials is billed per man-hour or per man-day, at each client’s rates.

Where does the cost of a consultant come from?

From their contract and the company’s charges template, over the hours they can work, plus their team’s share of overhead.

Can each partner see only their practice?

Yes. Grant a role on a department, and the P&L, people and time follow that scope on every screen.

Works with the rest of KPilot

Project profitabilityWhat every engagement earnsMargin GuardThe work you haven’t billedPeople and capacityWho is free, and what they cost

Protect your margin on every engagement.

Start with Mesabrook’s engagements, or bring your own.

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