Use the Profit Analysis Report to see how profitable your business is. You choose a group for your report (i.e., session type, client group, lead source, etc.) and the report will calculate revenues and profits for invoices in that group. You will also narrow the report with a filter or date range. 

Sample Report

This sample report is grouped by Client Group and uses a date range criteria of Year-to-Date. 

Key Points and Definitions

• Cost - Use the Reports tab in Company Preferences to set up how you want costs to be calculated for this report. Refer to Company (Studio) Preferences - Reports for more information. Your options include:

  • Item Costs - This option requires you to enter a cost amount on each item in your price list. It requires the most initial setup, but product costs are then calculated automatically. See also: Price List

  • Vendor Invoice - (available in ) This option requires you to enter the actual Vendor Invoice Amount on all your production orders. It requires more ongoing manual input, but should be more accurate than the item costs method. See also: Production Order Reference
    

    

  • Include Pre-Production Costs - (available in ) Including these costs is optional. If you choose this option, make sure to enter actual vendor invoice amount on your preproduction orders. See also: Preproduction Order Reference

• Profit - Profit is calculated by taking the amount an item was sold for on an invoice (less any item discounts) and subtracting what it costs to procure the item.

• Total Revenue - The sum total of all invoice subtotals in the group.

• Average Revenue = Total Revenue / Number of Sessions - Average revenue is calculated based on how many sessions are related to the invoices in the group -- it really is your Average Session Revenue. IMPORTANT! Some grouping options contain client invoices that are not related to a session (sales person, lead source, and client group). Because the total revenue is always divided by the number of sessions, the average revenue may not be as useful in these cases.   

• Total Profit - Total revenue minus the total costs for the invoices the group.

• Average Profit = Total Profit / Number of Sessions - Average profit is calculated based on how many sessions are related to the invoices in the group -- it really is your Average Session Profit. IMPORTANT! Some grouping options contain client invoices that are not related to a session (sales person, lead source, and client groups). Because the total profit is always divided by the number of sessions, the average profit may not be as useful in these cases.  

• Exclusions - There are several items that are NOT reflected on this report, including:

  • Discounts - Invoice-level discounts are NOT subtracted from revenue for this report. (Item-level discounts are subtracted.) See also: Discounting an Invoice

  • Item Exclusions - Each item in the price list includes a checkbox to Exclude Items from Sales Reports. Items that are marked for exclusion are NOT included on this report. See also: Price List
    

    

  • Sales Tax - Sales tax is NOT included. For studios outside the US, the revenue on this report is based on the invoice price MINUS the tax amount. For example, an item priced at $100 on an invoice, with a tax rate of 20% included in the price, will show on this report as $83.33 of revenue. See also: Sales Tax

Running a Profit Analysis Report

1. Go to Reports > Analysis Reports > Profit Analysis Report.

   

2. Choose a Group By from the drop-down list. This is the broad category of invoices you want to consider. You'll narrow your choice with a filter or date range in the next step. Options include:

• None - All invoices will be grouped together as "General Sales."

• Session Type - Include all invoices related to a session. Note: Does NOT include client invoices.

• Photographer - Include session-related invoices that are associated with a photographer. Note: Does NOT include client invoices or session invoices without a photographer.

• Sales Person - Include invoices that have a sales person selected on the invoice. Note: Includes both session and client invoices.

• Lead Source - Include invoices whose parent client record has a lead source. Note: Includes both session and client invoices.

• Client Group - Include invoices whose parent client record has a client group. Note: Includes both session and client invoices.

• Session Promotion - (available in ) Include session-related invoices that also include a session promotion. Note: Does NOT include client invoices.

3. Select one of the following as the Criteria:

• Filter - Depending on the report Group By chosen in step 2, select a filter, client group, or session promotion from the drop-down list. See also: Filters

• Date Range - Use the drop-down list or the mini-calendars to specify the date range.

• Invoice or Posting Date? - When reporting by date range, the report uses the Invoice Date by default. Click Invoice Posting Date to use the posting date instead.

4. Type in or modify the Report Header Description.

5. Click Preview Report to see the report before you print it. 

   HERE'S A FLASH FOR YOU! Take a look at the report ribbon! In addition to standard viewing and printing options, you will also find tools to take a snapshot or select and copy a specific section of the report to your clipboard!

6. You can Print the report or Export it as a PDF or Excel spreadsheet. Use the Subscribe button to receive automated email delivery of this report on scheduled days or date. See also Saved Reports and Subscriptions

7. Close the window when finished.