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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.

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

Go to Settings > Revenue > Units to create or modify revenue units.

A Revenue unit is a cost centre that holds both the labour costs and 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 > 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 make 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.

  • 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 can leave this field blank.

  • 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 sales and labour costs. This can give a more accurate picture of your results week after week.

You can enter revenue and labour rate forecasts for each department depending on your operational goals. It's necessary to enter these forecasts to compare your actual values with those in the overview.

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 Salary 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.
Optionally, you can also enter a monthly budget that is not shown on the schedule.

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 will base the cost of Open shifts on the Employee group's default wage, then the manually set Open shifts cost price.

⬆️ You can choose between different options (4.):

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

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

  • All open shifts past and future: Planday takes the Employee group's default wage.

Note: If the shift's Employee group doesn't have a default wage, Planday calculates the cost of Open shifts based on the shift's Department hourly wage that you can provide on the same page.

Set Advanced revenue settings

Advanced revenue settings can be found under Settings > Reports > Revenue > Advanced.

These optional settings let you choose different possibilities for displaying and calculating revenue in Planday. You can enable department-specific budgets, show or hide scheduled salary percentages compared to the budget, specify if revenue should exclude sales tax and set the tax rate as a percentage.

Note: Enabling department-specific budgets will allow you to choose a department if you're looking at revenue reports from a weekly or a monthly view.

Enable the Revenue feature on the Schedule page

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 per day.

Here is what each of those options represents:

  • Hours - The total sum of working hours (without breaks) of all shifts of the day.

  • Hours / Payroll - It is recommended to additionally activate the Payroll hours & costs slider. In this case, next to the hours, you will see the total sum of the labour costs of the day.

Note: If you have fixed employees, their salary costs will be taken into account here, depending on your allocation settings. Read more in How to display the payroll costs of salaried employees in the schedule.

  • Revenue - Here, you can enter expected or actual sales values.

Note: You can also get revenue figures into Planday automatically via a Point of Sale (POS) integration.

  • Labour cost share - The displayed percentage represents your labour cost share for the day. In brackets, you can see a target value (which you have defined in the budget). If the value is red 🔴 , you are above the target value. If the value is 🟢 green, 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. In addition, the following calculations are done for the proportion of salary costs:

  • Target - your expected share of labour costs, as you entered it when setting up the budget.

  • Actual - The payroll cost share is calculated based on the daily revenue you have entered.

  • Forecast - The payroll cost share, calculated based on your deposited sales forecast (when setting up the budget).

Enter your daily sales manually

To enter your daily sales forecast, go to the empty fields under each day on the schedule, or navigate to the menu Reports> Revenue > Per day and press the link in the Revenue column. 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.

In the Revenue line at the bottom of the screen, you will find a value per date in the Revenue line. Click this and the Daily Revenue edit window will appear (as shown in the image above).

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: In addition to manual revenue entry, Planday allows synchronising revenue data automatically via integrations with POS systems. If you're interested in this, visit our collection of articles on integrations or contact our support team. See supported POS systems.

See your revenue on the home dashboard

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

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

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

Planday EN Screenshots for HC.001.png

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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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