Contractor Spreadsheet: Job Costing, Estimates & Profit Tracker

See which jobs make money before cash-flow surprises you. This contractor spreadsheet combines estimates, job costing, overhead, cash flow and profit tracking in Excel and Google Sheets—without expensive monthly contractor software.

Most contractors can tell you their bank balance. Very few can tell you which job actually made money after rent, insurance and admin wages take their share. This workbook is one connected file: log a job once and see its material, labor, subcontractor, equipment and permit costs, its gross profit and margin — and its true net profit after a fair share of your overhead.

WHAT THE ENGINE ACTUALLY DOES
· Job-by-job true profit — the Jobs tab carries contract price, direct cost, gross profit, allocated overhead and true net profit for every job. In the fictional sample business, a healthy-looking 31.77% gross margin becomes a 13.51% net margin once $95,040.00 of annual overhead is fairly allocated — the number most job costing sheets never show you.
· Overhead allocation, not just overhead tracking — the Overhead tab computes a recovery rate from your indirect costs, and every job carries its share toward job profitability you can trust.
· A contractor invoice log with automatic AR aging — Current, 1-30, 31-60, 61-90 and 90+ buckets. The sample flags $75,550.00 of overdue invoices before they get forgotten.
· A 12-month rolling cash flow — opening balance, inflows, outflows, running balance. The sample sees its low point of $41,734.90 months before it arrives.
· A sales pipeline with win probability and weighted value — the sample carries a $155,725.00 weighted pipeline behind a 77.78% win rate.
· A dashboard with 13 live KPIs, 3 charts and a reconciliation panel that proves Revenue minus Direct Costs minus Overhead equals Net Profit, to the cent. The workbook passed 624 automated checks before listing.
· Everything connected — change a cost or add an invoice once and every downstream KPI recalculates. No copy-pasting between files, no rebuilding your construction budget for every new job.

THE TEN TABS
1. Start Here — orientation, the color key and a tab map
2. Settings — business info, fiscal year start, targets, owner draw, tax set-aside % and labor burden %
3. Jobs — the master job costing ledger with true net profit per job
4. Costs — the direct-cost log, summed automatically by job and category
5. Overhead — indirect costs by category and month, plus the recovery rate
6. Invoices & AR — the invoice log with automatic aging buckets
7. Cash Flow — the 12-month rolling forecast
8. Pipeline — open quotes, win probability, weighted value and win rate
9. Dashboard — every KPI on one screen
10. LISTS — a hidden helper tab that powers the dropdowns; you never touch it

HOW MUCH IT HOLDS
Jobs: 300 rows · Costs: 800 rows · Invoices & AR: 400 rows · Pipeline: 200 rows — room for years of small-business bookkeeping in one file.

WHAT YOU RECEIVE — ONE ZIP, INSTANT DOWNLOAD
· ContractorBusinessDashboard.xlsx — the blank template, ready for your own jobs
· ContractorBusinessDashboard_SAMPLE.xlsx — a fully worked fictional example business
· Tutorial-Walkthrough.mp4 — a short screen tour through every tab
· User-Guide.pdf — how each tab works, the color key and a worked example
· Google-Sheets-Instructions.pdf — the 30-second import
· Licence.pdf — single-business use, plain language
· START-HERE.txt — what to open first

COMPATIBILITY
Microsoft Excel 2016 or newer, including Microsoft 365, and Google Sheets via a 30-second import — the import instructions PDF is included. No macros and no XLOOKUP dependency — every lookup uses INDEX/MATCH with IFERROR, so it behaves the same in both. Works on Mac and PC. Light blue cells are inputs; everything else calculates.

PAIRS WITH
This is the money layer; the quoting layer is in this shop too — the Construction Bid & Project Tracker Bundle for bid-to-build work, or the HVAC Estimate & Invoice Template for service trades.

FAQ
q: Will this work in Google Sheets, or only Excel?
A: Both. It is built with Google Sheets-safe functions only (INDEX/MATCH with IFERROR, no XLOOKUP, no macros), so it behaves the same after the 30-second import — see the included guide.
Q: Is this a subscription?
A: No. It is a one-time download you keep and reuse for every job and every fiscal year.
Q: Does it just track my overhead, or allocate it to each job?
A: It allocates it. The Overhead tab calculates a recovery rate from your indirect costs, and every job on the Jobs tab carries its own fair share — so true net profit reflects rent, insurance and admin wages, not just direct costs.
Q: How many jobs, costs and invoices can it hold?
A: The Jobs tab holds 300 rows, Costs holds 800, Invoices & AR holds 400 and Pipeline holds 200.
Q: Do I need add-ons or a paid subscription from Microsoft or Google?
A: No. It opens directly in Excel (2016 or newer, including Microsoft 365) or in a free Google account — no add-ins, nothing extra to install.
Q: Can I use it for my own contracting business right away?
A: Yes. Every light blue cell is an input — overwrite the sample business with your own jobs, costs, overhead and invoices, and every calculated cell updates.
Q: Is this financial, tax, legal or accounting advice?
A: No. It is a planning tool — verify your numbers with your own bookkeeper or accountant before making business decisions.

THE FINE PRINT
If a file won't open or a formula misbehaves, message me here on Etsy and I'll fix it or replace the file. I read and answer every message myself.
All numbers shown in the images are from a fictional sample business used for demonstration.
Designed and built by me with AI assistance, then tested against independently computed check-numbers before listing.
Microsoft, Excel and Microsoft 365 are trademarks of Microsoft Corporation. Google Sheets is a trademark of Google LLC. This product is an independent template and is not affiliated with, endorsed by, or sponsored by these companies.