A per-client comparison of actual IT labor cost against budgeted allocation, with variance analysis and contract type insights.
A per-client comparison of actual IT labor cost against budgeted allocation, with variance analysis and contract type insights.
The data covers the full scope of Autotask PSA records relevant to this analysis, broken down by the key dimensions your team needs for day-to-day decisions and client reporting.
Who should use this: Account managers, MSP owners, and service delivery leads
How often: Monthly for client reviews, quarterly for QBRs, on-demand when client signals change
A per-client comparison of actual IT labor cost against budgeted allocation, with variance analysis and contract type insights.
A high-level view of IT spend performance across your client base.
EVALUATE ROW("TotalRevenue", SUM('BI_Autotask_Billing_Items'[total_amount]), "TotalHours", SUM('BI_Autotask_Time_Entries'[hours_worked]), "BillableHours", SUM('BI_Autotask_Time_Entries'[Billable Hours]))Detailed comparison of actual IT labor cost against budgeted amounts for each client.
| Metric | Value |
|---|---|
| Revenue | $17,606,769 |
| Total Hours | 50,752 |
| Billable | 38,364 (75.6%) |
EVALUATE ROW("Metric", [Measure Name])A side-by-side bar comparison showing where each client lands relative to budget.
EVALUATE ROW("Metric", [Measure Name])What types of contracts are driving your IT service delivery and cost structure.
| Contract Type | Contract Count | Unique Companies |
|---|---|---|
| Recurring Service | 752 | 120 |
| Time & Materials | 584 | 98 |
| Block Hours | 387 | 85 |
| Fixed Price | 114 | 42 |
Contract types affect how spend is allocated. Time & Materials contracts can create unpredictable variance. Block Hours and Recurring Service contracts tend to track closer to budget, but only if hours caps are enforced.
Understanding where your team spends the most time helps explain budget overruns.
When a small number of clients consume a disproportionate share of hours, it signals possible scope creep, outdated contracts, or underlying infrastructure problems that generate repeat tickets.
Clients that exceed tolerance bands of +10% or -15% warrant a closer look.
Actual spend of €107,496 exceeded budget of €96,709 by €10,787. Review contract terms and ticket volume for this account.
Actual spend of €124,916 exceeded budget of €110,574 by €14,342. Review contract terms and ticket volume for this account.
Across the top 12 clients, total IT spend came in below the combined budget by €178,029 (6.6%). 3 clients ran over budget while 9 stayed within or below their allocated amounts.
The largest budget overruns correlate with high ticket volumes and Time & Materials contracts where hours are not capped. Clients on Recurring Service contracts show more predictable spend patterns because the scope is predefined.
Hours concentration is notable: the top three clients account for 25.0% of all recorded hours. For those accounts, even small changes in ticket volume create large swings in absolute cost.
Practical steps to close the gap between planned and actual IT spend.
3 clients exceeded their budget. Pull each contract, compare hours logged vs hours included, and discuss adjustments at the next QBR.
Time & Materials agreements without hour limits create open-ended cost exposure. Add monthly caps or convert high-volume clients to block hours.
Clients significantly under budget might be disengaged or self-servicing without logging tickets. Confirm they are getting the support they are paying for.
Build a Power BI dashboard that shows live spend vs budget per client. Set alerts when a client crosses 80% of their monthly budget so you can act before overruns happen.
IT spend is calculated by multiplying hours worked (from Autotask time entries) by the blended hourly rate per client. This covers labor cost for ticket resolution, project work, and on-site support.
Budget is derived from the contract value and planned capacity allocation per client. For Recurring Service contracts, it reflects the contracted monthly value. For T&M contracts, it is based on the estimated hours at the agreed rate.
A negative variance means the client used less IT support than budgeted. Possible reasons: fewer incidents, better infrastructure, or the client not reporting issues. Check if the relationship is healthy before celebrating the savings.
Yes. The underlying DAX queries can be wrapped with date filters. In Proxuma Power BI, you can slice by month, quarter, or custom range to compare budget vs spend across periods.
Create a budget table in your data warehouse with columns for company_id, period, and budgeted_amount. Import it into Power BI and join on company_id and date. This replaces the estimated budget used in this demo report with your actual figures.
Connect Proxuma Power BI to your PSA, RMM, and M365 environment, use an MCP-compatible AI to ask questions, and generate custom reports - in minutes, not days.
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