Creatives & Agencies
The project was profitable until the fifth round of revisions and the freelancer you had to bring in. We track it all so you know what you actually made.
The Project That Ate Itself
You quoted $12,000 for a brand identity. Felt right based on the scope. Then the client wanted to explore a different direction. Then their partner had notes. Then legal wanted changes to the tagline. Then they decided to add a sub-brand. Each revision was small. Together they added 30 hours you didn’t bill for.
Scope creep is the silent killer of creative work. The original fee assumed a certain number of rounds, a certain level of complexity, a client who knew what they wanted. Reality is messier. If you’re not tracking time against projects, you won’t know you’re underwater until the project is done and the invoice is already sent.
Who This Is For
Who This Is For
Design studios, branding agencies, web shops, video production, content agencies, marketing firms. Anyone quoting projects and discovering the scope was optimistic.
The Problem
The Problem
You know what you charged. You don’t know what you spent. By the time the project closes, the margin might be half what you expected or gone entirely.
What the Project Actually Cost
The fee is $12,000. Your time is worth $150 an hour. You estimated 50 hours. But you spent 65, so that’s $9,750 in your time alone. Then you brought in a freelance illustrator for $1,800. Stock assets cost $400. Now you’re at $11,950 in costs on a $12,000 project. You made $50.
Most agencies don’t run this math until year-end, if ever. They know some projects feel profitable and some don’t. But without tracking costs against each project, they can’t tell which ones are actually making money and which ones just felt busy.
Time Tracking
Time Tracking
Hours logged against each project. Yours and your team’s. The labor cost that makes up most of what you spend.
Project Costs
Project Costs
Freelancers, stock, printing, software, everything that touched the job. Assigned to the project so you see the real margin.
The Freelancer Problem
You can’t do everything yourself. A project needs motion graphics, so you bring in someone. Another needs copywriting. Another needs dev work. Freelancers fill the gaps. But each one is a cost that eats into the project margin, and if you’re not careful, you’re paying them more than you’re keeping.
Then there’s the paperwork. Everyone you pay more than $600 needs a 1099 at year end. W-9s collected, payments tracked, forms filed. Miss one and the IRS sends a letter. Scramble in January and you’re digging through invoices trying to remember who you paid for what.
Subcontractor Costs
Subcontractor Costs
Freelancer payments tracked by project. See what outside help is costing you on each job, not just overall.
1099 Management
1099 Management
W-9s collected, payments logged, forms filed on time. No January scramble, no IRS surprises.
Know What's Worth Taking On
Some projects make money. Some break even. Some lose money but you didn’t know until now. When you track profitability by project, patterns emerge. Certain clients are always difficult. Certain project types always run over. Certain price points don’t leave room for the work required.
We give you project-level reporting that shows what you actually made on each job. Over time, you learn which work to pursue and which to avoid. When a new inquiry comes in, you can price it based on what similar projects really cost, not what you hope they’ll cost.
Project Profitability
Project Profitability
Revenue minus time minus freelancers minus expenses. The real number on every project, delivered when it closes.
Smarter Pricing
Smarter Pricing
Historical data on what projects actually cost. Quote the next one based on reality, not optimism.
Greater Richmond's Small Business Bookkeeper
The Next Step:
A Short Conversation
Fifteen minutes to tell us what you're dealing with. We'll let you know how we can help and give you a clear price quote.
