Daily results and finances

EVoShift sets what your team costs against what the workplace earns, day by day. The money screens are for the owner and managers with finances.

Sales, revenue and labour %

• All amounts are net, without VAT: sales targets, takings and fixed revenue.
• Your revenue is the commission you earn on the net sales (the workplace's commission %) plus the fixed revenue. The sales themselves are the commission's base, not your revenue. A commission of 100% means the whole net sales are yours.
• Result = revenue − costs (labour cost and the other costs).
• Labour cost is what the shifts cost you as the employer: gross pay plus the employer's contributions (see Labour cost). It is a planning estimate; your accountant calculates the actual pay.
• Labour % = labour cost ÷ your income × 100: how much of what you earn goes on staff. Your income here is the commission on the net sales plus the fixed revenue (its share of the day, when it is spread over the days); one-off and recurring revenue items are left out, since they do not carry a day's staff. Without a commission the income is the net sales, and labour % is labour cost ÷ net sales × 100, as in any shop or restaurant. The plan uses the planned shifts and the day's target; the actual uses the clocked hours and the takings you entered.
• Every labour % says what it is measured against: of income with a commission, of sales without one. With a commission, the day's card in Enter results shows both.

A labour % that keeps rising above the plan is a sign to trim shifts or move them to busier days.

Example. A café keeps a 25.2% commission on its net sales and a fixed revenue of 9,000 a month, spread over a 30-day month (300 a day). On a day with 4,000 of sales and 900 of labour:

22.5% of sales looks lean, but staff take more than two thirds of what the café keeps. The month's labour % adds up the days the same way: the labour cost of the month ÷ the income of its days.

Each day in the daily records also shows its staffing hint: too few, just right or too many staff for the day's expected sales.

How was this calculated?

Every money figure on the Finances, Labour cost and Daily results screens, on the dashboard's labour card and in the roster's labour budget and shift costs can explain itself: tap it (on a computer, click it; hovering says so). A window shows the formula in words and the real numbers behind the figure, for example the labour cost person by person (hours and cost), the commission as a % of the net sales, the fixed revenue for the days counted, or a person's gross pay, contributions and take-home. People whose pay is not set yet are listed as not counted. The parts always add up to the figure you tapped.

Enter the day's takings

At the end of the day, Home asks Fill in the day's result? for today or yesterday, with the day's Target (net). Type the Takings (net) and save. That is all it takes to keep the numbers live.

To catch up on several days, open Money → Show daily records and tap Enter results. The days come one after another (Day 3 of 12): enter the takings and tap Save and next, or move with Previous day and Next day.

Daily records

Daily Records lists every day of the month with the plan and the actual side by side: sales, costs, result, hours and labour % (on a phone each day's card also shows your revenue). The day's result is the commission on its sales plus its share of the fixed revenue (if spread over the days), minus the labour cost and the other costs. Tap a day to open it (for example Friday, 16 October):

• Takings (net): what you actually took. It comes first and is ready to type in; Done on the keyboard saves the day.
• Planned sales (net): the target for that day, from the weekday's sales target. Change one day's target with the pencil; leave it empty to go back to the weekday's target.
• Comments: e.g. "Busy Sunday, ran out of milk".
• Lock day (under the fields, apart from Save): closes the day once it is reconciled, so it can't be changed by mistake. The app asks first, naming the day and the typed takings; Save and lock day saves what you typed together with the lock. The owner or a manager with finances can open a locked day again with Reopen day.
• Shifts: everyone working that day with their planned times and their actual (clocked) times, or No actual times.

Suggested targets from your sales history

Once the daily records hold at least 8 weeks of takings, the daily log suggests a target for each day still to come (closed days excepted), worked out only from your own takings:

• The weekday: the average of the last 6 days like this one (the last 6 Fridays, say); public holidays are left out. A trading Sunday is compared with the Sundays you were open.
• The trend: the last 4 weeks against the 4 weeks before, halved and kept within ±10%, so "+4%" is exactly what was added.
• Public holidays: a holiday you are open on moves the way your past holidays did against a usual day. With no past holiday to go by, that day gets no suggestion.

Open a day's target (the flag) to see the suggestion, why it is what it is, and the hours and people it carries at your sales per labour hour goal (or your own figure over the last 8 weeks). Use puts it in the field, still editable; Use suggested targets sets every day at once. Days without a target in the staffing hints expect the suggested sales. With less history nothing is suggested.

Confirm all as planned

When people worked as rostered but nobody clocked in, there is no need to type their times. In Daily data under Shifts:

• Confirm all as planned copies the plan into the actual times of every shift that day.
• Copy plan next to a person does it for that one shift.

Times someone already clocked are kept: if there are any, the app asks Overwrite clocked times? and you choose Overwrite, Only shifts without times or Cancel. Open shifts (nobody on them) are skipped. The day's actual hours and labour cost follow at once. A locked day shows the shifts but cannot be changed, and nothing can be changed once your plan has ended.

Who actually worked

For a day that has passed (or today), Who worked… under a shift says who was really there:

• As planned (the default): the person on the roster. The actual times come from their clock-in and clock-out, or from the plan when nobody clocked; change them if it was different.
• Someone else: choose the colleague who came instead. The roster still shows who was planned, but the hours, the labour cost, the exports and both people's own hours and pay estimates count the person who worked.
• Nobody came: the shift has no hours and no cost. Add a reason if you like, and record the planned person's absence that day (sick leave, leave on request and so on) in the same step.

The shift then shows "Actually: … (planned: …)" or "Nobody came". Confirm all as planned fills in the plan for every shift of the day nobody clocked.

Split a shift

When someone falls ill (or has to leave) during a shift and a colleague takes over, use Split shift…: enter the handover time (it must fall inside the shift), choose who takes over, add an optional reason and tick Because of illness to record the sick leave for the rest of the day. The first part stays with the person on the roster and ends at the handover; the second part is the colleague's from the handover to the end, and they get a notification. Costs and sales per hour follow both parts. Undo split puts the shift back together. In the roster builder you can also split a coming shift ahead; both parts then wait for publishing like any change.

The Money tab

Money sums up the month in the top bar (‹ › or tap its name to choose another):

• Financial health (plan + actual): net sales, labour cost and labour % for the month (of income with a commission, of sales without one; red above your labour target), with the days already behind you counted as actual and the rest as planned.
• Plan vs actual: the planned figures next to the actual ones to date.
• Monthly result: the month's profit, plan against actual.
• Cost breakdown: Labour costs, Fixed and other costs and Total expenses.
• Costs and revenue this month: the month's items, copied from the monthly costs and revenue or added for this month only.

From here open Show daily records and Labour cost. The owner's Home also shows charts: net sales and labour cost through the month, labour cost month by month, and planned versus worked hours. The labour % line is drawn against your labour target.

Monthly result

Money → Monthly result puts the whole month on one card, the plan next to the actual, like a profit and loss sheet. All amounts are net. Your revenue is the commission you earn on the net sales plus the fixed revenue; the net sales are shown first as the commission's base.

Under the card, Actual so far: 12 of 31 days with takings tells you how much of the month the actual covers, and Forecast for the whole month is the result with the actual for the days with takings and the plan for the rest. The month's costs and revenue items count once, in full, in all three. The fixed revenue is spread over the month's days: the plan and the forecast hold all of it, the actual the share of the days with takings, so the actual result and the Actual (to date) labour % agree. Because every cost counts in full, the actual result is low early in the month and catches up as takings come in.

The labour cost on this screen is worked out from the shifts and their cost when you open it, the same as in the daily results, on the dashboard and in the roster.

Bonuses, deductions and expense refunds are not in the result: see them per person in Labour cost. The fixed revenue of a month that has ended stays as it was, even if you change the setting later.

Monthly costs and revenue

Rent, electricity and other regular bills, and regular income such as a sublease, are kept by the owner in More → Monthly costs and revenue: Add cost or revenue, choose the Type (Cost or Revenue), give it a Name, an Amount, a Frequency (monthly, weekly or yearly) and the Workplace it applies to. The list shows the items of the workplace in the top bar; switch the workplace there to see another one's. Revenue shows in green with a "+". Items saved before the type existed are costs.

When you create a new month, the items are copied into its roster as they are at that moment, with their type. Changing or deleting one later leaves the months already created untouched, so past months keep their true history. Your Profile shows the totals of the costs per month, day and year.

A one-off item belongs to one month: a repair or new chairs (a cost), or a catering order (revenue). Open Money for that month and press Add one-off cost or revenue under Costs and revenue this month. Choose the Type, give it a name, the net amount, the day and a note if you like. The month's list shows every item, marked Fixed or One-off, and Revenue for revenue; only one-off items can be changed or deleted there. Costs count in the month's other costs and on their day in the daily records; revenue counts in the month's revenue and in its day's income. One-off costs added earlier as recurring rules are moved into the current month the next time the owner opens the monthly costs and revenue.

Shared business costs

Some costs belong to the business as a whole, not to one workplace: the accountant, software, the owner's car or the company insurance. The owner keeps them in Profile → Shared business costs, apart from the workplaces' monthly costs. Add a shared cost, give it a Name, the Total amount, How often (one-off with its date, monthly or yearly from a month, optionally until a month) and How to split it across your workplaces:

• Percentages: each workplace's share; they must add up to 100%.
• Fixed amounts: each workplace's amount; they must add up to the total.
• Proportionally: by each workplace's net sales, income or labour cost of the month, or in equal parts.

The Split preview shows each workplace's part as you type, and a line says whether the parts add up; Save stays off until they do. Grosze left over by rounding go to the largest share, so the parts always add up to the total exactly.

Each workplace's part becomes a cost of its month, marked Shared, with where it comes from (Part of a shared cost: Accountant, 40%). It counts in the workplace's result like any other cost and cannot be changed there. A proportional split follows the month's figures until the month is locked; a recurring cost never changes months that are over, and deleting a cost leaves locked and past months as they were. A workplace whose month is created later gets its part then.

The owner dashboard of someone with two or more workplaces shows The whole business this month: the workplaces' income, costs and result added up, with the shared costs counted once (of which shared costs).

A cost that was entered for one workplace but belongs to the business can be converted once: in Monthly costs and revenue, press Convert to a shared cost on it, set the split and save. The monthly cost leaves that workplace from this month on; earlier months keep theirs. Nothing is converted without you.