Project Analysis Overview
The top section of the budget tab is called Project Analysis, and it includes the following key metrics:
Contract Value: The total dollar amount from all signed quotes related to the project, whether signed internally by team members on the account or externally by the contact.
Revenue: The cumulative payments collected to date for the project.
Cost: The total actual costs incurred.
Commission: The amount owed in commissions, calculated based on the commission profile assigned to the project.
Service Tax: Taxes applied to the project, either set from the quote or set manually in this section.
Gross Profit: Revenue minus total cost, displayed as a dollar amount.
Gross Margin: The gross profit represented as a percentage.
1. Revenue
Clicking on the Revenue dropdown reveals:
Gross Revenue: This is the total of all money collected for this project
Merchant Fees: If ACH or Card fees were charged to you, the contractor, for this quote you will see the final cost here.
This will only appear for transactions using ProLine’s internal payment processing.
Refunds: If any money is returned to the customer, the total amount will be shown here.
This is only available for payments being processed and refunded through ProLine’s internal payment processing.
Chargebacks: If a customer were to start a dispute on a card transaction processed in ProLine this is the total that would be given back to the customer.
This will only appear for transactions using ProLine’s internal payment processing.
ACH Returns: If the ACH transaction fails to fully process or it is rejected by the bank, that value will be listed here. Common reasons could be:
Insufficient funds
Incorrect account information
Authorization issues
Net Revenue: This is the total money collected after all fees/charges have been accounted for within the sections above.
Important note: All logged payments, whether processed internally or externally, contribute to revenue totals. These payments are listed on the billing tab within the same project.
2. Costs
This section shows the overall total cost on this project. When you push on the dropdown option it will present a detailed view of:
Cost Category totals
Detailed breakdown of each cost category is listed within the “Cost Line Items” section below. These are the costs associated with the signed quote and any manual entries to the Cost Line items after the quote has been signed.
Cost Category Variance Percentage
This is the colored bubble shown to the right of each category total.
It shows the difference between:
Planned costs – The original quoted amount.
Actual costs – Planned costs plus any costs manually added in the Cost Line Item section after signing.
Clicking the variance percentage opens a detailed view with the quoted amount in dollars for easy comparison.
Color Indicators
Before the project is marked as Closed:
The bubble appears gray.
Only the subitems in the Cost section display color at this point. These colors come from the Cost Category settings you configured in your Price List under Company Settings.
After the project is marked as Closed:
The variance percentage bubble will show either Green or Yellow color.
How the Colors Work
Green – Percentage is less than or equal to 0%, meaning you stayed within or under the planned budget.
A negative percentage means you spent less than planned.
Yellow – Percentage is greater than 0%, meaning you went over the planned budget.
Cost Line Items
This section at the bottom of the Budget tab is where all bills and expenses are entered. If you’re using detailed pricing quotes (where all materials, labor, and additional costs are itemized), these entries will be added automatically from your signed quote. but you can also add entries manually. To do so:
Click the Add Cost button
Enter the name of the cost item (ex. ABC materials, Decking, Home Depot)
Enter the amount of the cost item
Select the type
This is where you will assign the category this cost item is associated with, for example, is it material or labor cost?
Enter the due/paid date (optional)
Select if you want to Add to QuickBooks Now for the cost to be pushed over to QBO.
See item 7 in this article for more details on sending cost line items to QuickBooks.
Once all is entered, click Save
3. Commission
The Commission section shows what the overall commission is to the assigned user, but also how that number was configured below it. When the drop down is opened, the details go:
(1) Job Total Commission
This is the percentage you’ve set in the commission profile, applied directly to the total revenue.
Example: If your revenue is $10,000 and the commission profile specifies a 10% of job profit (with a 50/50 split), then the Job Total Commission would be $1,000.
Job Profit for Commission
This is the revenue minus the Job Total Commission and costs.
Example: If costs are $250, then:
$10,000 – $1,000 – $250 = $8,750
(2) Company Overhead
This deduction is calculated using the percentage and method defined in the commission profile. That percentage is applied against the Job Profit for Commission.
(3) Job Profit Commission
This is the percentage of the job profit, after the overhead deduction, that will be paid as commission.
Total Commission (1 + 3)
The final commission is the sum of the Job Total Commission and the Job Profit Commission.
Assigned User: Which user is getting this commission for the project
Assigned Commission: This will show the assigned commission structure that the assigned user has attached to their ProLine profile.
Note: If you’re using the Job Total Commission method, only the Job Total Commission (1) will be calculated for the payout. The other fields won’t be factored into the Total Commission (1+3).
Commission profiles are configured at the “manage teams” section, to see a more detailed breakdown of how commissions work and are calculated, please follow the article here!
Other important notes:
You can also manage commissions directly from the Budget tab. Click the filter icon next to the Commission title to reassign the user or change the commission profile.
This is a dynamic feature and will update as revenue is collected or changed to another user/commission profile
4. Service Tax
Service tax will be inherited from the quote but can always be modified or added within the budget tab. Click the filter icon next to the Service Tax title to add or remove a service tax.
Should there be more than one service tax attached to a project you will be able to click on the dropdown of this section to see all the taxes that are associated with the project. Each tax will show its percentage being charged and what that equals to in dollar value.
5. Gross Profit
This section will tell you the dollar amount of your gross profit. This is calculated by taking your revenue and subtracting your costs, commissions and service tax of the project:
Gross Profit = Revenue - Costs-Commission-Service Tax
Gross Profit Variance
You can also see a Gross Profit Variance **** (Percentage next to Gross profit dollar amount), which displays:
Planned Profit– calculated as Revenue minus Planned Costs, initial commissions, and taxes.
Keep in mind: your commission value might be affected if you add cost line items after the quote is signed or if you transfer the commission to another user.
Actual Profit – This is your Gross profit calculated as Revenue minus Actual Costs, commissions, and taxes
Clicking the variance percentage opens a detailed view with the quoted amount in dollars for easy comparison.
Color Indicator
Before the project is marked as Closed:
The bubble appears gray.
After the project is marked as Closed:
The variance percentage bubble will show either Green or Yellow color.
How the Colors Work
Green – Percentage is greater than or equal to 0%, meaning you met or exceeded the planned gross profit.
Yellow – Percentage is less than 0%, meaning the gross profit fell below the planned amount.
6. Gross Margin
This section will tell you the percentage amount of your gross margin. This is calculated by taking your gross profit and dividing it by your revenue.
Gross Margin = (Actual profit / Revenue) * 100
IMPORTANT: Both of these figures provide quick insight into project profitability in real time. This is a dynamic feature that is changing based on money coming in and out of a project throughout its life cycle in ProLine.
7. QuickBooks Integration
If your account is connected to QuickBooks Online (QBO), you can:
View the entire project in QBO
Click View in QBO to open the project directly in QuickBooks Online.
Send cost line items to QBO
Click the QBO icon next to the cost line item.
In the pop-up, enter:
Name
Cost amount
Type
Due date
Click Next.
Choose how to send the item to QBO:
Bill – Payable to a vendor
Expense – Already paid item
Select the vendor from your QBO vendor list.
Choose the expense category in QBO.
Set the billable status of the cost.
Add or edit the bill description if needed.
Click Send to QBO.
Once it's sent to QuickBooks you will see the green QuickBooks icon and can click it to see the reference number.
Note: You can set up your cost line items to automatically pre-populate the information you need, saving you from entering it manually each time. To learn how, check article: Integrations: QuickBooks (Step 4: Bills & Expenses)
Dashboards
Should you want to view your financials at a broader scale rather than the project level please remember that data from the budget tab flows into the following dashboards (reports) for you to analyze:
Marketing
Sales
Cash Flow
Profitability
If you encounter difficulties or have further questions, contact our support team at support@proline.app or through the chat in the lower corner of your screen. We're here to help you with any issues or concerns.