Client Fee Analysis

Audit the health of your client portfolio. See who is sitting below your minimum fee, what each client earns you per hour, and the revenue impact of repricing.

How to use this tool

How the tool works, what to enter, and how to act on what it shows you. Worth a read before you start.

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What this tool does

The Client Fee Analysis tool gives you an overview of the health of your clients, both individually and as a complete portfolio. It lets you model the impact of repricing them, or adding and removing clients. It is a guide only. The quality of the output depends entirely on the accuracy of the figures you enter, so use your actuals: the average of the last 12 months. New to it? Click Try with example data below to load a sample portfolio and see how everything works before you enter your own numbers.

Understanding the columns

Set your Minimum Fee Per Month first. This is your baseline, the number you will not go below. Every client whose average monthly revenue falls below it is flagged in red. The Rate / Hr column shows your effective earnings per hour on that client once their hours are accounted for. It is not a billed hourly rate (ideally every client is on a fixed fee), but what the relationship actually earns you. Be sure those hours are the total hours worked, including write offs and unbilled time, or the rate will look better than it really is. The NEW Monthly Fee column lets you model a repriced fee before you even propose it.

Your minimum fee target

Minimum Fee Per Month

This is your baseline. Any client whose average monthly revenue falls below this is flagged in red.

Your client portfolio

Enter the average of your last 12 months. For hours, count every hour you spend on the client, including time you wrote off or never billed, not just billable hours. Click any column header to sort it (click again to reverse). On a narrow screen, scroll sideways for the remaining columns.

Client Name↕	Billing↕	Hrs / Mo↕all hours worked	Revenue / Mo↕12 month actuals	Annual Rev↕	Rate / Hr↕effective earnings	Fixed Fee↕	Quality↕	NEW Fee / Mo↕	NEW Annual Rev↕	Comments↕

Client ranking

A traffic light ranking of your portfolio. Grade each client honestly, based on the actual relationship, not just the fee they pay.

Portfolio summary

Export your analysis

Download a branded PDF report with current and new fees side by side, plus your annual revenue now versus after the increases.

Tips and what to do next

Getting an accurate read, and acting on what the tool shows you.

Tips for an accurate analysis

Use 12 months of actuals

Ensure you are using your actuals, don't guess time or billings. If a client has not been with you for 12 months, use the monthly average to determine their current annual time and fees.

Count the total hours worked, not just what you have billed

Enter the total hours you actually spend on each client, including any time you wrote off or never invoiced. Your effective earnings rate is only honest if the hours are honest.

Rank every client A to D

A and B are your high value, ideal clients. C clients need to be monitored, with action taken to elevate them. D clients are high risk and potentially damaging to the business, so consider whether they are still the right fit for you and your business.

Model before you propose

It's important to review fee changes on a case by case basis. Ensure you have scope review systems in place so you are repricing to the right fee.

Sort to find patterns

Click any column header to sort: lowest rate per hour, biggest clients, who is below minimum. Click again to reverse the order.

What to do with each client

Below minimum fee

Take action. These clients are not supporting your goals. Set a NEW fee that brings them up to your minimum, or above it. Build the value first, then have the conversation. An A or B client will usually already know your value and be comfortable with a fee increase. A C client will need a full review and strong value conversations, with the aim of elevating them. A D client can still be elevated, but if they will not accept a new fee and they are not ethically aligned with how you work, it may be time to decide whether they are the right fit.

Just above minimum fee

Review regularly. Look for ways to deliver and communicate extra value, and optimise the client's profitability. Keep them on your radar and review them at every fee review.

Well above minimum fee

Protect them. These are your best clients. Look after them, keep delivering and communicating your value, and never take them for granted just because they are easy to serve.

Most business owners are willing to pay for something that they feel delivers real value. And it is your job to ensure that you, and your team, create, deliver, and communicate that value consistently, so that when it comes time for a scope review or fee increase, it is viewed as fair, understandable, and worthwhile.

Related resources in the Academy

Client Scope & Fee Reviews The hub for reviewing client scope, value and fees. Scope Review Checklist Spot and manage scope creep before it erodes your fees. Fixed Fee Pricing & Package Builder Move to value based pricing and build your fee packages. Disengaging D-Class Clients Recognise a D-class client and exit the relationship professionally. Client Handover Document A professional handover template for when you disengage a client.