Project profitability and budgeting: know what every project earns.

Budgets, expenses, resource costs, quotes, billing and invoicing, with P&L and forecasts, all driven by the work itself. Sync with Xero, QuickBooks and NetSuite when you are ready to book it.

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Finance overview

FY26 ▾ExportShare

Revenue

$4.82M▲ 12%

Cost

$3.01M▼ 7%

Gross margin

38.2%▲ 2.1 pts

Cash collected

$3.9M▲ 9%

Budget vs actual by projectFY26

ProjectBudgetActualUsed

Atlas$420K$388K

Mobile app$610K$574K

Brand refresh$180K$196K

Data platform$340K$212K

Revenue vs cost$K

AprMayJunJulAugSepOctNovDec

What you track

From the first quote to the last invoice.

Budgets

Plan by project, phase and category.

Pipeline created, by monthThis year

Aug

Sep

Oct

Nov

Expenses

Capture, approve and reimburse costs.

Weekly velocityQ4

Resource costs

Hours times rate, updated live.

Timesheet, this week62h

Website relaunch32h

Client onboarding21h

Internal ops9h

Quotes

Estimate, send and win the work.

NameValue

Acme IndustriesAnn HoActive

Paragon LabsClive BakerReview

Pioneer DynamicsKate WilsonActive

Billing and invoices

Bill fixed, milestone or time and materials.

Review Q3 launch planDone

Sign off budgetIn review

Brief the design teamTo do

P&L and forecast

Margin today and where it is heading.

Weekly velocityQ4

Budgets

Set it, then watch it.

Build a budget by phase and category, then see actuals land against it as time and expenses come in.

Budgets by project, phase, task and category

Alerts at the thresholds you choose

Change requests with an audit trail

Atlas · BudgetAt 92%

Budget

$420K

Actual

$388K

Remaining

$32K

Labour$198K / $220K

Contractors$104K / $90K

Software$31K / $40K

Travel$22K / $30K

Marketing$33K / $40K

Contractors are 16% over. At this pace Atlas ends $18K over budget.

Expenses · Atlas+ Add expense

DescriptionByAmountStatus

Client dinner · NorthwindDCDana Cole$184Awaiting approval

Flights SIN-HKGMBMarco B.$612Approved

Design softwareARAisha R.$96Approved

Workshop venuePNPriya N.$1,200Needs receipt

Expenses

Capture it, approve it, bill it.

Snap a receipt or add a cost to any project. Managers approve in one click, and billable costs flow to the next invoice.

Receipts, mileage and per diem

Approval flows by amount or project

Mark costs billable and pass them to the client

Resource cost · Atlas · SepRate card FY26

PersonBill rateCost rateHoursBilled

ARAisha Rahman
Senior Designer$95$62142 h$13.5K

MBMarco Bianchi
Staff Engineer$140$88168 h$23.5K

PNPriya Nair
Product Manager$110$7296 h$10.6K

LFLena Fischer
Data Analyst$100$6680 h$8.0K

Resource costs

People are your biggest cost.

Hours logged are priced at each person or role rate, so labour cost and revenue update the moment time is tracked.

Bill and cost rates by role, person or client

Planned versus actual hours and cost

Contractor rates and overtime rules

Quotes and estimates

Win the work, price it right.

Build a quote from your rate card, see the margin before you send, and convert it to a project when it is accepted.

Quotes from rate cards and templates

Margin shown before you send

One click from accepted quote to project with budget

Quote Q-1042 · Northwind
Valid until Nov 15Sent

ItemQtyRateAmount

Discovery and design80 h$95$7,600

Engineering sprint 1 to 4480 h$140$67,200

QA and launch120 h$85$10,200

Subtotal $85,000Margin 41%

Convert to projectSend reminderDuplicate

Billing and invoicing

Invoice from the work itself.

Bill fixed price, milestones or time and materials. Approved hours and billable expenses are ready to invoice, with nothing retyped.

Fixed, milestone, recurring and T&M billing

Draft invoices from approved time and costs

Track sent, overdue and paid in one view

Invoice INV-2087

Northwind Ltd

Due Nov 4

LineBasisAmount

Sprint 3 milestoneMilestone$22,500

Design hours · SepTime and materials$13,490

Travel expensesBillable cost$612

Total $36,602SendDownload PDF

Revenue FY

$6.1M▲ 9%

Net margin

21%▲ 2 pts

Forecast gap

-$120K▼

Revenue and cost, with forecastDashed = forecast

AprMayJunJulAugSepOctNovDec

RevenueCost

P&L and forecasting

See the year before it happens.

Profit and loss by project, client and team, plus a forecast built from your pipeline, bookings and burn.

P&L by project, client, team and period

Forecast from bookings, pipeline and run rate

Scenarios: what if we hire two more?

Finance dashboards

Dashboards your CFO will actually open.

Executive and project dashboards built from live data. Drill from a number to the project, the invoice or the person behind it.

Revenue, cost, margin, cash and utilisation

Filter by client, team, project or period

Schedule to email, or share a live link

Margin by client

Northwind44%

Acme Co41%

Globex37%

Initech31%

Umbrella24%

Invoices by status

Paid$3.9M

Sent$640K

Overdue$210K

Draft$180K

Cash in vs out$K

AprMayJunJulAugSep

Utilisation and cost

Billable utilisation

76%

Bench cost / month

$38K

Accounting integrations

Xero
Sync invoices, contacts and paymentsConnect

QuickBooks
Push invoices and expenses to your booksConnect

NetSuite
Sync customers, invoices and GL codesConnect

Map customers, tax codes and accounts once, then sync on a schedule or on demand.

Accounting integrations

Your books stay in sync.

Keep Kroolo for the work and your accounting system for the ledger. Invoices, payments and customers sync between them.

Xero, QuickBooks and NetSuite

Map accounts, tax codes and customers

Two-way status: paid in books, paid in Kroolo

Ask AI

Your finance analyst, on call.

Ask about budgets, margin or cash in plain language and get the answer with the numbers behind it.

Explain budget and margin variances

Flag projects likely to overrun

Draft invoices and client updates

Which projects will overrun their budget this quarter?

Two projects are at risk. Brand refresh is already $16K over. Atlas is on pace to end $18K over because contractor cost is 16% above plan.

Show breakdownDraft client updateAdd to dashboard

Why teams switch

Finance that sits on top of the work.

Spreadsheets and separate toolsKroolo Financials

ActualsTyped in by handLive from time and expenses

BillingExported and retypedInvoices from approved work

ForecastingStatic modelsFrom bookings and pipeline

AccountingManual uploadsSyncs with Xero, QuickBooks, NetSuite

FAQs on Kroolo Financials

What can I track?

Budgets, expenses, resource costs, quotes, billing and invoices, plus P&L and forecasts, by project, client and team.

Can I invoice from tracked time?

Yes. Approved hours and billable expenses become draft invoices, billed fixed, by milestone or time and materials.

Does it integrate with accounting tools?

Yes. Sync with Xero, QuickBooks and NetSuite.

Can I forecast profit?

Yes. Forecasts use bookings, pipeline and run rate, and you can model scenarios.

Who can see financial data?

Only people you give access to. Rates and costs follow your workspace permissions.

Make every project pay off.

Start free, or see it on your own projects in a demo.

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