Let's get started!
Engineer cost and revenue tracking is used to help you and your business measure the profitability and productivity of your field engineers.
Enable the following user rights to get full functionality:
The Engineer Holidays access right in Service Geeni allows users to manage engineer leave schedules.
The Engineer Expenses access right in Service Geeni allows users to record and manage expense claims submitted by engineers.
The Expense Type access right in Service Geeni allows users to manage categories used for expense tracking.
Getting There
You can access the cost and revenue section by selecting Engineers from the Settings cog.
From here, select edti on an engineer.
Scroll down to find the section.
Cost & Revenue Per Hour
This section is where you define the rates per hour for different types of work (labour, travel, etc.) and different cost rates (salary, overheads, etc.) for each engineer.
Direct Costs: salary or hourly wages, benefits, tools, uniforms, training.
Indirect Costs / Overheads: administrative costs, utilities, office expenses etc.
Here’s a breakdown of how engineering costs and revenue typically work.
Engineer Revenue is the income generated by an engineer through the completion of billable work. It includes:
Labour charges: Billed to the customer based on time spent.
Call-out fees or fixed-rate job fees.
Parts and materials used which can be billed.
Service contracts or recurring work are attributed to the engineer.
How it's tracked:
Jobs completed by an engineer are linked to invoices.
The system calculates how much revenue each job brought in.
Revenue is allocated to the engineer who completed the job (either directly or by weighted contribution).
Engineer Cost: This is the cost to the business for employing or contracting the engineer, including:
Hourly or salaried wage (including on-costs like tax, NI, pension).
Travel expenses, fuel, accommodation, etc.
Tools, equipment, and uniforms.
Training and certifications (amortised if necessary).
How it's calculated:
A cost rate (e.g., £25/hour) is set for each engineer in the system.
The system multiplies this by the hours logged or assigned to jobs.
Additional overheads or fixed costs can be added manually or factored in.
Profitability Analysis
Service Geeni uses the revenue and cost figures to provide:
Gross profit per job.
Profit per engineer.
Job costing reports.
Engineer productivity KPIs.
You can view:
Jobs that generated high or low margins.
Engineers who are most or least profitable.
Work types that are most cost-effective.
Job | Engineer | Revenue | Cost | Profit |
AC Repair | John | £300 | £120 | £180 |
Boiler Service | Sarah | £250 | £200 | £50 |
Rates and costs are configurable per engineer or team.
You can set non-billable time (e.g., travel, admin) to still count towards cost, but not revenue.
Data feeds into dashboards and reports for operational decisions.
Engineers can be set up with various Cost bases, and in turn, this will calculate the revenue the engineer generates when setting up engineers
Costs and Revenue Per Hour
Whatever way you calculate yourengineer'sr hours rate
Direct Costs: Include the engineer's salary, benefits, and any direct expenses (e.g., software licenses, travel).
Indirect Costs: Cover administrative expenses, office space, utilities, insurance, and other general business costs.
Let's say a mid-level engineer with 5 years of experience. They have a monthly salary of £2,000.
Their direct costs (mobile, software, uniform and tools) are £500, and they need to cover £2,000 in overhead costs. Their desired profit margin is 20%.
Base Hourly Rate (excluding profit)
(£2,000 salary + £500 direct costs) / 160 hours (assuming 40 hours/week * 4 weeks)
= £2,500 / 160
= £15.63 per hour
Total Cost (including overhead)
£15.63 per hour + (£2,000 overhead / 160 hours)
£15.63 + £12.50
= £28.13 per hour
Profit Margin
£28.13 * 0.20 = £5.63 per hour
Final Hourly Rate (with profit)
£28.13 + £5.63 =£33.75 per hour
By carefully considering these factors and using a reliable calculation method, you can determine a base rate that is fair to the engineer, profitable for the business, and competitive within the market.
Cost per Hour
Let break this down
on the right we have the Rates
the
Its up to you how you calculate the cost per hour this may include the base rate of an engineer with other factors included, uniform, training and other cost base.
The rate maybe be adjusted but the key here to take into account the knowledge and skills each engineer
You may also chose to include some in-direct costs that keep the cogs in motion in the background.
Rate Types
Standard = this is the default charge rate
Charge code also play a big part here so
Out of Hours = this is the cost for Hour of Hours working
Weekend and Bank Holiday: Rate for weekends and bank holiday - these is pickup from your system settings - Set Public Holidays
Labour
For each rate type enter the rate for Cost, Nominal code, Department code and Cost Centre (if required) this information will be used in your financial package.
Travel
For each rate type enter the rate for Cost, Nominal code, Department code and Cost Centre (if required) this information will be used in your financial package.
Other
For each rate type enter the rate for Cost, Nominal code, Department code and Cost Centre (if required) this information will be used in your financial package.
Revenue per hour
Revenue per hour has rate for Labour, Travel, Call Out and Holiday.
Rates
Labour
Travel
Call Out
Holiday
Standard = this is the default charge rate
Charge code also play a big part here so
Out of Hours
Weekend and Bank Holiday: Rate for weekends and bank holiday - these is pickup from your system settings - Set Public Holidays
Add link to article if not require here
Overtime
Other Rates
For setting up additional Rates in addition to the above see
in this example you can see a rate called test
Non-standard Rate Allocation
Rate used for work on any given day and time through the week and weekend.
Click on the dropdown to select the rate type.
Here enter the hours where this rate will be applied.
Using the + next to the day will add a new line for that day.
This is helpful when entering rate allocation that spans midnight of in this example Monday night - to Tuesday morning
So in this example the Out of Hours working rate is from 6pm to 8am Monday to Friday and all day at the weekends.
Once you have entered to start and end time click the tick 
to save the entry.
Use the 
delete button to remove the line.
Make sure you click save to save all changes to the engineer.
Bank Holiday
Although in the UK Bank Holidays tend to fall on a Monday or Friday
Christmas, Boxing Day and other events such as a coronation maybe fall onto a different day of the week where you wish to charge a different rate for different hours outside of your normal working and out of hour working.
Once the rate have been saved
You can view the rates
Use the scroll on the right hand side
Exporting
here you can export the settings
