Free Profit Margin Calculator for Excel
Know your real profit on every client and project — not just the invoice. Drop in revenue, hours and costs; margin and profit calculate instantly, and a red / amber / green light tells you which work actually pays.
- Profit & margin per client — see exactly where you make money and where you quietly lose it.
- Red / amber / green health lights — every row scores itself, so under-priced work jumps out.
- Formulas already built — staff cost, total cost, gross profit and margin % all do themselves.
- Portfolio total — one blended-margin number for your whole book of work.
| Client / Project | Revenue | Staff cost | Tools | Other | Total cost | Gross profit | Margin % | Status |
|---|---|---|---|---|---|---|---|---|
| Acme Retail — Website rebuild | £24,000 | £11,700 | £400 | £900 | £13,000 | £11,000 | 45.8% | Healthy |
| Northwind Ltd — SEO retainer | £3,500 | £2,040 | £250 | £120 | £2,410 | £1,090 | 31.1% | Watch |
| Bluewave SaaS — Paid ads | £4,200 | £1,736 | £640 | £180 | £2,556 | £1,644 | 39.1% | Watch |
| Cooper & Sons — Ecommerce build | £15,000 | £14,280 | £500 | £700 | £15,480 | -£480 | -3.2% | At risk |
| Harbor Coffee Co — Social | £1,800 | £1,430 | £90 | £60 | £1,580 | £220 | 12.2% | At risk |
| Vertex Legal — PPC + pages | £6,400 | £2,640 | £520 | £210 | £3,370 | £3,030 | 47.3% | Healthy |
| PORTFOLIO TOTAL | £54,900 | £33,826 | £2,400 | £2,170 | £38,396 | £16,504 | 30.1% | Watch |
Preview of the actual calculator — type revenue, hours and costs; profit, margin and the health light update themselves.
Everything you need to price and protect your profit
Not a blank spreadsheet — a finished tool built by people who run teams. Open it and start typing.
Profit on every line
One row per client or project. Revenue in, costs in — gross profit and margin % out, instantly, with no formulas to write.
Hours become real cost
Enter hours and your blended rate and the tool turns effort into money — so over-servicing shows up as a shrinking margin.
Red, amber, green lights
Each row scores its own health. Under 20% goes red, 20–40% amber, over 40% green — problem clients jump off the page.
Whole-portfolio view
A totals row blends every client into one profit figure and one margin for your whole book — the number your business actually runs on.
Up and running in two minutes
No setup, no login, no learning curve.
Download & open
Grab the .xlsx and open it in Excel (or Google Sheets / Numbers). The Read Me tab explains it in four lines.
Type in your numbers
Fill the white cells: revenue, hours, your blended rate, and any software or other costs per client.
Read the lights
Margin %, profit and the health light update instantly. Green earns, amber needs watching, red is costing you.
Free profit margin calculator — questions
Yes — completely free. Fill in the short form above and the Excel file downloads straight away. No payment, no trial, no catch.
Gross profit = revenue − total cost; margin % = gross profit ÷ revenue. This tool does both for you — you type revenue, hours, your blended rate and any expenses, and it returns profit and margin per client and across your whole portfolio.
Yes. It's a standard .xlsx file, so it opens in Microsoft Excel, Google Sheets and Numbers. The formulas and the red / amber / green colours carry across.
It's your team's average fully-loaded cost per hour — salaries, tax, software and overhead divided by billable hours. A quick start is total monthly staff cost ÷ billable hours; £50–£75/hr is typical for a small UK team. The Read Me tab walks you through it.
For a handful of clients, absolutely — that's what this is for. Once you're juggling time tracking, costs and many projects, keeping a spreadsheet current gets painful — that's where Landing takes over (below).
More free tools
Grab another — all free, no signup to browse.
Meet Landing — live profit per client, without the spreadsheet
A calculator is a great snapshot. Landing keeps it live: time tracked against every client feeds real cost and margin automatically, so profitability updates as the work happens — alongside projects, CRM, invoicing and 40+ connected tools, instead of duct-taped together.
See Landing in action →