WheelOS: Know which clients make you money

Profit by client, worst margin first
Client	Revenue	Costs	Profit	Margin
Juniper Home Goods	$270,000	$251,640	$18,360	6.8%
Cobalt Peak Brewing	$405,000	$375,030	$29,970	7.4%
Brightwater Dental	$414,000	$355,800	$58,200	14.1%
Tidewell Logistics	$140,000	$114,400	$25,600	18.3%
Saltmarsh Foods	$245,000	$194,200	$50,800	20.7%
Meridian Health Group	$660,000	$520,400	$139,600	21.2%

Does any of this sound familiar?

The planning model lives in a spreadsheet that only one person really understands.
Every year, someone copies last year's file and starts over.
Finance and staffing live in different places, disconnected.
Profit by client or engagement is a guess.
You can't compare this year to last year by client, or project what comes next.

Your hours, payroll and contracts sit in different tools, and a spreadsheet is the only thing joining them.

Revenue, people and the P&L in one model

All three feed one view of profit. Every number traces back to the same source.

What you can answer once it's connected

Which engagements, clients and practices make money?

See profit four ways: by engagement, client, account manager and practice, worst margin first. Each row is revenue less direct labor, COGS and allocated SG&A. The totals agree across every view and tie back to your P&L.

Profit by engagement, worst margin first
Engagement	Revenue	Labor	COGS	SG&A	Profit	Margin
Cobalt Peak: Launch Campaign	$95,000	$113,600	$4,750	$9,500	($32,850)	(34.6%)
Brightwater: Measurement Retainer	$54,000	$63,600	$3,200	$5,400	($18,200)	(33.7%)
Juniper: Dashboard Build	$70,000	$73,760	$4,200	$7,000	($14,960)	(21.4%)
Meridian: Growth Strategy	$240,000	$173,400	$3,600	$24,000	$39,000	16.3%
Juniper: Paid Media	$200,000	$140,680	$6,000	$20,000	$33,320	16.7%
Tidewell: Paid Media	$140,000	$97,600	$2,800	$14,000	$25,600	18.3%
Saltmarsh: Analytics Retainer	$160,000	$102,000	$9,600	$16,000	$32,400	20.3%
Cobalt Peak: Search and Shopping	$310,000	$206,880	$9,300	$31,000	$62,820	20.3%

Illustrative data: worst margin first. Pick a view and the same totals roll up four ways.

Does our team have capacity for more work?

Every person and team shows how much of their capacity is booked, with time for expansion and new business in its own column. You can see who is overloaded before you sign the next contract.

Resource load by team member

One row per person, grouped by team. Share of monthly capacity by kind of work.

Share of monthly capacity by person and kind of work
Name	Client	Internal	Marketing	Product	Total	Expansion/BD	Hours
Paid Media 3
Riley	78.0%	6.0%	0.0%	0.0%	84.0%	12.0%	134
Jordan	92.0%	4.0%	0.0%	0.0%	96.0%	8.0%	154
Casey	61.0%	5.0%	0.0%	0.0%	66.0%	0.0%	106
Strategy 2
Morgan	88.0%	8.0%	4.0%	0.0%	100.0%	14.0%	160
Quinn	54.0%	6.0%	0.0%	0.0%	60.0%	22.0%	96
Analytics 2
Avery	96.0%	5.0%	0.0%	6.0%	107.0%	0.0%	171
Sasha	74.0%	4.0%	0.0%	0.0%	78.0%	10.0%	125

Illustrative data: one month, made-up people and figures

What does next quarter look like?

Revenue is split by how firm it is: actual, committed, pipeline, and a plug for what you haven't identified yet, each with a confidence level. You can see which dollars are firm and which are still hoped for.

Engagements and opportunities

$1,640,000

Actual · 100% confidence

$1,284,000

Committed · 95% confidence

$420,000

Pipeline · 75% confidence

$256,000

Plug · 25% confidence

$3,600,000

Grand total

Monthly revenue by engagement. Shaded rows are contracted; amber rows are open opportunities.
Engagement	Jan	Feb	Mar	Apr	May	Jun	Total
LRK Larkspur: Paid Social and Search	$40,000	$40,000	$40,000	$40,000	$40,000	$40,000	$240,000
MER Meridian: Paid Media	$35,000	$35,000	$35,000	$35,000	$35,000	$35,000	$210,000
BRW Brightwater: Paid Media	$30,000	$30,000	$30,000	$30,000	$30,000	$30,000	$180,000
CBP Cobalt Peak: Search and Shopping	$25,800	$25,800	$25,800	$25,800	$25,800	$25,800	$154,800
NRT Northgate: Display Expansion	–	–	$12,000	$12,000	$12,000	$12,000	$48,000
TDW Tidewell: Analytics Build	–	$8,500	$8,500	$8,500	–	–	$25,500

Illustrative data: cards are for the year; the table shows the first six months

Where did our unused time go, and what did it cost?

WheelOS prices hours nobody was assigned to at payroll cost and shows them on their own Open Capacity line, below your client work. The margin you see is what you earned after paying for them.

Client work, internal work, open capacity, pipeline and plug, down to the grand total
Name	Revenue	Hours	Labor	COGS	SG&A	Profit
Client engagements	$2,924,000	31,690	$2,021,680	$88,350	$292,400	$521,570
Internal engagements	–	1,200	$76,555	–	–	($76,555)
Open capacity	–	1,110	$70,813	–	–	($70,813)
Pipeline, not yet won	$420,000	–	–	–	–	$420,000
Plug, unidentified	$256,000	–	–	–	–	$256,000
Grand total	$3,600,000	34,000	$2,169,048	$88,350	$292,400	$1,050,202

Open capacity is payroll for hours nobody was assigned to. Labor is priced from payroll, so client work, internal work and open capacity together add up to full payroll.

Illustrative data: one year, made-up figures

Built by an agency, on a decade of running it this way

WheelOS grew out of the planning workbook Wheelhouse used to run its own agency for more than ten years. Revenue, people and the P&L all lived in it. We rebuilt that model as software your whole leadership team can use, instead of a file only one person can touch.

You control who sees what

Privacy

WheelOS stores no salaries.

Labor cost comes in as payroll totals by practice, never per person.
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