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How to configure revenue in Planday
How to configure revenue in Planday

Record revenue in units so that you can track day-to-day labour costs and compare with your actual sales targets for efficient scheduling.

Saad Saeed avatar
Written by Saad Saeed
Updated over a week ago

🎯 For administrators with access to revenue and settings. See Point of Sale integrations supported in Planday. Go to Revenue in Planday - FAQ to find answers to common questions.

If you want to make better scheduling decisions in Planday based on revenue data and the share of labour costs, follow these steps to configure your Planday.

Create Revenue units

A Revenue unit is a cost centre that holds revenue. You can create multiple units for each department in Planday to keep separate data and reporting info. You need to create at least one revenue unit for this feature to work.

Go to Settings > Reports > Revenue > Units to create or modify revenue units and select the department for which you want to create the new unit from the drop-down list > Create. In the edit window, you can choose the following settings:

  • Name - Give the unit an appropriate name.

  • Department - Select the department where you want to create the unit.

  • Allow staff buy-in - This field is usually unchecked.

  • Enter daily revenue - Leave this box ticked to allow the entry of your daily revenue (your sales forecast).

  • Include in total revenue - This box is usually selected. If unchecked, the revenue for this unit will not be included in the total revenue.

  • Sort order - The area with the lowest number is displayed first. You are free to use this field or not.

  • Description - You can optionally enter a description.

Confirm your settings by tapping Save.

Set weekly or monthly budgets

With the basics of revenue in place, you can go to Settings > Reports > Revenue to set weekly or monthly budgets for both revenue and payroll percentage. This can give a more accurate picture of your results week after week.

If you’ve enabled department-specific budgets within the advanced settings, you’ll have the option to enter the budget and payroll percentage forecasts for each of your department, depending on your operational goals.
Entering these forecasts allows you to compare your actual values with those in the overview under Reports > Revenue.

​The following example is for the budget per week option.
Go to Settings > Reports > Revenue > Weekly budget to do this.

In the row above the tables, make sure you have selected the correct year and department.

  • Enter your expected revenue (in your Planday's local currency) per calendar week in the Revenue table. Clicking the ⬇ down arrow will duplicate the value to all fields. The information here often comes from your revenue data of the previous year.

  • In the Payroll % table, you can specify how high your pay percentage (in %) should be per week. Clicking the ⬇ down arrow will copy the value to all the following fields. You can also change the expected labour cost percentage per day if necessary.

Note: This value is used in the Revenue line of the schedule as the Payroll Percentage Target.

  • Optionally, you can also enter any Payroll costs not on the Schedule in the column furthest to the right.

Confirm your settings by clicking Save.

Note: While you can set a monthly budget, it won't be displayed on the schedule.

Set advanced revenue settings

Planday offers a variety of options, such as including or excluding VAT, the consideration of open shifts costs, additional payroll costs, etc. These choices aim to provide you with a more accurate understanding of your labor expenses in relation to your revenue forecasts.

Set additional payroll costs

You can use this option to give you a more realistic view of your labour costs when scheduling. To learn more about additional payroll costs, you can read How to show additional payroll costs on the schedule.

Display the cost of Open shifts on the schedule

Choose this option if you want to display the cost of open shifts on your schedule so that it compares against your budget.

You can set this cost under Settings > Reports > Revenue > Open shifts.

Note: Planday calculates the cost of Open shifts based on the Employee group's default wage. If the Employee group doesn't have a default wage, Planday will then consider the shift's Department Hourly wage you enter manually on the page.

‎cost of open shifts_new.‎001.jpeg

⬆️ You have several options to choose from (4.):

  • Ignore all Open shifts: Open shifts will not have a cost on the Schedule

  • Future Open shifts only: Planday uses the Employee group's default wage.

  • All open shifts past and future: Planday uses the default wage of the employee group for all open shifts.

More advanced revenue settings

In the Advanced tab under Settings > Reports > Revenue > Advanced, you can find several options.
These settings offer various possibilities for displaying and calculating revenue in Planday. You can enable department-specific budgets, choose to display or hide scheduled salary percentages in comparison to the budget, determine whether revenue should exclude sales tax, and set the tax rate as a percentage.

Note: Enabling department-specific budgets allows you to choose a Department when viewing revenue reports under Reports > Revenue from a daily, weekly or monthly perspective.

View your revenue figures on the Schedule

To do this, navigate to the Schedule and press View settings. In the editing window that appears, activate the Revenue option. ⬇️

As a result, a new bar appears at the bottom of the screen with the following information. ⬇️


Here is what each of those figures represents:

  • 1️⃣ Hours / Payroll: This represents the total working hours (excluding breaks) for all shifts in the week and the total payroll costs for that week.

Note: To display payroll costs, you need to enable the Payroll Hours & Costs slider under View settings.

If you have salaried employees, their salary costs will be added here, depending on your allocation settings. Read more in the How to display the payroll costs of salaried employees in the schedule article.

  • 2️⃣ Revenue: You can see a revenue value below each calendar day. This can be a forecasted or actual value. Click on it to change the value, e.g. from a forecast to your actual revenue of that day. The total weekly value is displayed on the side.

  • Payroll percentage for each day - The displayed percentage indicates the share of labour cost for that day. In brackets, you can see a target value, which you defined in the budget. If the value is red 3️⃣, you are above the target value. If it’s green 4️⃣, you are below it or exactly on target.

On the left side of the revenue bar, you will see a summary of the values for the whole week. Additionally, the following calculations are made for the proportion of salary costs:

  • 5️⃣ Target: This represents your expected payroll percentage for the week, as entered when setting up the budget.

  • 6️⃣ Actual: The payroll percentage is calculated based on the total payroll costs for the week and on the daily revenue you have entered.

  • 7️⃣ Forecast: The payroll percentage, calculated based on the total payroll costs and on your sales forecast for the week, as defined during the budget setup.

Enter your daily revenue

To enter your daily sales forecast, click on the revenue value under each day on the schedule, or navigate to the menu Reports> Revenue > Per day and click the link in the Revenue column. The Daily revenue edit window will appear (as shown in the image below)

To get a more realistic view of your labour costs in relation to revenue, enter your forecast for each day of the week.

Once you've done this, you can see daily expenses as a percentage value. If the value is red, you have exceeded your budgeted costs. If the box is green, you are either on or below your budgeted salary/expense percentage. You can also see what your payroll/expense percentage will be if you reach your projected revenue/sales.

Revenue can only be entered if at least one shift exists on that day.

  • If the date is in the future, you can enter your expected revenue (in local currency) as a forecast here.

  • If the date is in the past and you have revenue data available, you can enter your actual revenue.

  • Optionally, enter a Cash difference or a Note as a comment. Confirm by clicking Save.

Update actual sales during the week

As the week goes by, you will need to update your schedule by entering the actual sales into the daily revenue tab. This will either increase or decrease your actual labour percentage as the week continues, allowing you to make better decisions on cutting hours or increasing sales to hit your targeted labour budget.

Note: You can also automatically import revenue figures into Planday via a Point of Sale (POS) integration. In that case, revenue imported via a POS system will overwrite the daily revenue you entered manually.

See your revenue on the home dashboard

  • Activate the revenue widget on the Planday dashboard to see current revenue data on your homepage.

  • By clicking Configure, you can specify the department and period you want to see the revenue.

  • You can also compare the revenue between different departments if you manage multiple departments.

Planday EN Screenshots for HC.001.png

Need more help?

Please search for answers in the 🔍 Help Center or watch our ▶️ video tutorials.

Contact our support team via the blue icon at the bottom if you have more questions.

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