Profit Goals Calculator

Reverse-engineer your numbers. Know your break-even, your true minimum fee per client, and exactly what you need to bill to hit your profit goals.

Your numbers

Total Annual Revenue

Your total income from clients over a year, before expenses.

Variable Expenses

Costs that scale with the work you do, billable staff, offshore team, etc.

Fixed Expenses

Overheads that stay roughly the same, rent, software, non-billable staff, insurance.

Number of Clients

Total active clients across your portfolio.

Profit Goal

Net profit you want to make, on top of covering all expenses.

Your results

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Once you've entered your numbers above, you'll see all four calculations below:

📊 Break-Even RevenueThe minimum revenue you need to cover your expenses.

👥 Average Revenue Per ClientWhat each client brings in on average, your yardstick.

🎯 Revenue Required for Profit GoalWhat you need to bill to hit your profit target.

💰 Minimum Fee Per ClientYour minimum viable fee, the floor no client should be below.

Current vs Goal

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Enter your current numbers and your goal numbers side-by-side to see exactly what needs to change.

Take your results with you

Download a branded PDF report with your numbers and the coaching commentary.

The thinking behind the numbers, and how to use this tool to make better business decisions.

About your minimum fee

Setting a minimum fee per client helps ensure that you only take on (and keep) clients who support your financial goals. It's the lowest revenue threshold in terms of client viability, anything less may stop you from achieving your profit and lifestyle goals.

It's important to understand that your minimum fee isn't the figure you're going to charge your clients, it's the figure that you simply won't go below, ever. And if a client can't (or won't) meet your minimum fee, it's okay to let them go.

Minimum fees are not a 'one size fits all', everyone's will be different based on their business and personal situation and goals. And your minimum fee will change over time as your business, experience, team, clients, and goals evolve.

Once you've determined the fee that's right for you, it must be your non-negotiable. If a client comes along with only a few transactions or a small job, they still need to meet your minimum fee. If they engage you, that's awesome and they see your value. If they don't, let them go as they are too small for you.

How to use this tool

Use real numbers

Pull figures from your actual P&L, not estimates. The accuracy of the outputs depends entirely on the accuracy of your inputs.

Review regularly

Your minimum fee isn't a one-time calculation. Revisit it at least annually, and whenever your team, clients, or goals change.

Compare scenarios

Switch to Compare mode to reverse-engineer your goals. Model what changes, more clients, higher fees, lower variable costs, will get you where you want to be.

Audit your client list

Compare each client's current annual fee against your minimum fee. Anyone below the line needs a conversation, a price increase, a scope change, or a graceful exit.

Have the value conversation

Knowing your numbers is half the work. The other half is being able to confidently communicate your value to clients, especially when raising fees or holding the line on your minimum.

For the full framework on having value-led pricing conversations with clients, see the Value Conversations Workbook and Fixed Fee Pricing resources in your Bookkeeper's Academy member portal.

Setting a goal is the easy part. Setting one you'll actually hit takes a bit more thought. Here's what to consider before you commit.

Make your goal SMART

The numbers above tell you the maths. But a goal you'll actually achieve needs to pass the SMART test before you commit to it:

Specific. "$150,000 net profit by 30 June" is specific. "More profit" isn't a goal; it's a wish.

Measurable. You can track this against your monthly P&L. Set a monthly check-in so you know if you're on track or drifting.

Achievable. Your current gross profit margin, team capacity, and time horizon must support it. If the path above says "acquire 30 new clients in 90 days", ask yourself honestly, with what?

Relevant. Aligned with the bigger picture. Does this revenue support the lifestyle, hours, and team you actually want, or are you chasing a number for the sake of it?

Time-bound. By when? End of this financial year? Within 12 months? "Someday" is not a goal. Pick a date.

Don't forget capacity

A revenue goal you can't physically deliver is a fast track to burnout. Before you commit, check whether you (or your team) have the hours.

As a working benchmark, plan around 32 billable client hours per FTE per week. If your average client takes 6 hours/month and you need 5 new clients, that's 30 extra hours/month of delivery, roughly an extra FTE.

Quick capacity check before you sign on more clients:

Average hours per current client

Total monthly client hours ÷ current clients = your benchmark.

Spare hours available

FTEs × 32 hours per week × 4 weeks − current allocated hours.

Hours needed for new clients

New clients × average hours per client per month.

If spare < needed

You'll need to hire, outsource, automate, or restructure first. Don't say yes to clients you can't deliver well for.

Pick your path, then commit

The three paths above (add new clients, raise fees, or a mix) aren't mutually exclusive. Most members do a combination. Once you've decided your approach:

Break it into quarters

A 12-month goal divides into 4 quarterly milestones. Hit the first one before worrying about the fourth.

Identify 3 actions for this week

What can you actually do in the next 7 days? Reach out to a referral source? Email a client about a fee increase? Write a proposal? Big goals are won in small actions.

Review every 90 days

Come back to this calculator, plug in your updated numbers, see whether the gap is closing. Adjust the plan if needed.

Tell someone

Accountability multiplies follow-through. Tell a peer, mentor, or coach what you're committing to and your deadline.