Cupani tools

Owner Calculators.

The shop math owners do on napkins, done for you. Type your numbers and the answer updates as you go, with a plain-English read on what it means.

Everything runs in your browser. Nothing you type is saved or sent. The formulas match the Fancy Terms Glossary. Results are estimates for planning, not financial advice.

Labor & techs

Labor rate analysis

Are you collecting the labor rate you post?

Labor sales Same period as the hours$Billed (sold) labor hourshrsPosted labor rate Per hour, on your board$Those numbers cover

Effective labor rate—

Share of posted rate—

Gap per billed hour—

Lost this period—

Lost per year—

Formula Effective labor rate = labor sales ÷ billed hours. Share of posted rate = effective rate ÷ posted rate. Lost = (posted rate − effective rate) × billed hours, times 12 if you entered one month.

Glossary Effective labor rate Posted labor rate Labor sales

Gross profit per labor hour

How much gross profit does each labor hour bring in?

Total sales Labor, parts, tires, sublet, fees$Total cost of goods sold (COGS) Include tech pay$Billed (sold) labor hourshrsClocked (worked) hours Optionalhrs

Gross profit—

GP per billed hour—

GP per clocked hour—

Gross profit margin—

Formula Gross profit = total sales − COGS. GP per billed hour = gross profit ÷ billed hours. GP per clocked hour = gross profit ÷ clocked hours.

Glossary Gross profit per hour

Tech productivity, efficiency & proficiency

Are your techs busy, fast and billing the hours you pay for?

Available (paid) hours Hours at work, leave out time offhrsClocked hours on ROshrsBilled (flagged) hourshrs

Productivity—

Efficiency—

Proficiency—

Paid hours not billed—

Formula Productivity = clocked ÷ available. Efficiency = billed ÷ clocked. Proficiency = billed ÷ available (= productivity × efficiency). Paid hours not billed = available − billed (zero if billed is higher).

Glossary Technician productivity Technician efficiency Technician proficiency Billed hours Clocked hours

Bay & tech capacity

How many hours could your bays bill, and what are idle hours costing?

Number of techsAvailable hours per tech per monthhrsHours actually billed this month (all techs)hrsTarget proficiency A realistic goal%Effective labor rate$Labor gross profit % Conservative; techs paid hourly add more%

Available hours—

Billable capacity at target—

Unbilled paid hours—

Recoverable labor sales per month—

Recoverable labor gross profit per month—

Formula Available hours = techs × hours per tech. Billable capacity = available hours × target proficiency. Unbilled hours = available − billed. Recoverable sales = (capacity − billed) × effective labor rate up to unbilled hours × effective labor rate. Recoverable GP = those sales × labor GP %.

Glossary Labor capacity Available hours Unbilled hours

Hiring a tech: payback

How fast does a new tech pay for themselves?

Hourly wage$Paid hours per monthhrsPayroll taxes & benefits Added on top of wages%Billed hours per month at full speedhrsEffective labor rate$Parts sales per $1 of labor Parts-to-labor ratioxParts margin%Months to reach full speed Billing ramps up evenlyUp-front cost Recruiting, tools, training$

Loaded cost per month—

Labor + parts sales per month—

Gross profit added per month (full speed)—

Payback—

Formula Loaded cost = wage × paid hours × (1 + taxes & benefits). Labor sales = billed hours × ELR. Parts sales = labor sales × parts-to-labor ratio. Added GP = labor sales − loaded cost + parts sales × parts margin. During the ramp, sales grow evenly (month 1 of 3 = 1/3 speed) while pay is full. Payback = first month the running total of added GP covers the up-front cost.

Glossary Fully loaded labor cost Labor sales per technician Parts-to-labor ratio

Margin & pricing

Gross profit margin

What do you keep from labor, parts and the whole shop?

Labor sales$Labor cost (tech pay)$Parts sales$Parts cost$Tires, sublet & fees sales Optional$Tires, sublet & fees cost Optional$

Labor GP—

Parts GP—

Tires, sublet & fees GP—

Total gross profit—

Total gross profit margin—

Formula Gross profit = sales − COGS. Gross profit margin % = (sales − COGS) ÷ sales × 100, for each line and for the total.

Glossary Gross profit Gross profit margin Labor gross profit Parts gross profit Tire gross profit Sublet gross profit COGS Labor cost percentage

Before-sale cost ticker

Watch each cost eat into the sale, before you quote it.

Quoted price to the customer$Target gross margin%

Total cost so far—

Cost eats from each $1—

Gross profit—

Margin—

Price needed for target—

Change to the quote—

Formula Margin % = (price − total cost) ÷ price × 100. Price needed = total cost ÷ (1 − target margin).

Glossary Margin

Markup vs. margin & parts pricing

Convert markup to margin, and price a part to a target margin.

Part cost$Target margin%Or a markup you use%Or a matrix multiplierx

Price for target margin—

Markup that equals that margin—

Your markup as a margin—

Price at your markup—

Multiplier as a margin—

Price at the multiplier—

Formula Margin = markup ÷ (1 + markup). Markup = margin ÷ (1 − margin). Price = cost ÷ (1 − margin) = cost × (1 + markup) = cost × multiplier. A multiplier of M is a markup of M − 1 and a margin of 1 − 1 ÷ M.

Glossary Markup Margin Markup vs. margin Parts matrix Parts gross profit

Discount impact

How many more cars do you have to fix to make up a discount?

Discount Off the whole RO%Your gross profit margin Before the discount%Typical repair order Before the discount$

Extra ROs needed to keep the same gross profit (extra ROs also discounted)—

Break-even: you need 1 extra discounted RO for every—

Gross profit given away per discounted RO—

Gross profit left on a discounted RO—

Extra discounted ROs needed per discounted RO—

Extra discounted ROs needed per 10 discounted ROs—

If the extra ROs pay full price: extra ROs per 10 discounted—

Formula Gross profit lost per discounted RO = RO × discount. Gross profit left on a discounted RO = RO × (margin − discount). Extra discounted ROs needed per discounted RO = GP lost ÷ GP left = discount ÷ (margin − discount). So 1 extra discounted RO covers (margin − discount) ÷ discount discounted ROs. If the extra ROs pay full price instead: extra ROs per discounted RO = discount ÷ margin.

Glossary Discounts and allowances Net sales

Sales & customers

Cost of a comeback

What does one comeback really cost the shop?

Tech hours to redo the jobhrsTech loaded cost per hour Wage + taxes & benefits$Parts you eat$Other costs (tow, loaner, sublet)$Billable hours lost Paid work that bay could have donehrsEffective labor rate$Chance the customer leaves%Customer lifetime gross profit See Customer lifetime value$Your gross profit margin%Comebacks per month

Out-of-pocket cost—

Lost labor profit (bay time you could have sold)—

Goodwill risk (lost customer value)—

Total cost of this comeback—

Extra sales needed to cover it—

Per year at your comeback count—

Formula Out of pocket = redo hours × loaded cost + parts + other. Lost labor profit = billable hours lost × (effective labor rate − loaded cost), because the tech is paid either way. Goodwill risk = chance the customer leaves × lifetime gross profit. Total = all three. Sales to cover it = total ÷ gross margin. Per year = cost × comebacks per month × 12.

Glossary Comeback rate Warranty

Close ratio & declined work

How much of the work you present gets approved, and what is a better close worth?

Work presented (estimated) This month$Work approved$Target close ratio%Your gross profit margin%

Close ratio (by dollars)—

Declined work—

Extra sales per month at target—

Extra gross profit per year—

Formula Close ratio % = approved $ ÷ presented $ × 100. Declined work = presented − approved. Extra sales = presented × target − approved. Extra GP per year = extra sales × gross margin × 12.

Glossary Close ratio Declined work

Sales goal: car count & ARO

How many cars a day does your sales goal take?

Monthly sales goal$Average repair order (ARO)$Open days per monthCurrent monthly car count Optional

Repair orders needed per month—

Cars per day—

ARO needed at your current car count—

Extra cars per month needed—

Formula Sales ≈ car count × ARO, so car count needed = sales goal ÷ ARO (rounded up); cars per day = that ÷ open days; ARO needed = sales goal ÷ current car count.

Glossary Car count ARO Forecast

Customer lifetime value

What is a good customer worth over the years?

Average repair order$Visits per yearYears they stayGross profit margin%Marketing cost per new customer Optional$

Lifetime sales—

Lifetime gross profit—

Visits to pay back marketing—

Lifetime GP per $1 of marketing—

Formula Lifetime sales = ARO × visits per year × years. Lifetime gross profit = lifetime sales × gross margin. Visits to pay back = marketing cost ÷ (ARO × gross margin). GP per $1 = lifetime GP ÷ marketing cost.

Glossary Customer retention rate Marketing cost per new customer

Planning & value

Break-even sales

How much do you have to sell each month to cover your bills?

Monthly fixed expenses Rent, salaries, insurance, software (not tech pay in COGS)$Gross profit margin%Average repair order Optional$Open days per month Optional

Break-even sales per month—

Cars per month to break even—

Cars per day—

Break-even sales per day—

Formula Break-even sales = fixed expenses ÷ gross profit % (as a decimal). Cars = break-even sales ÷ ARO (rounded up). Per day = ÷ open days.

Glossary Breakeven point Fixed expenses Contribution margin

Shop value at an EBITDA multiple

What could the business be worth at a given multiple?

Annual gross sales$EBITDA margin EBITDA ÷ sales%MultiplexReal estate value (if owned) Separate asset$

EBITDA—

Business value at your multiple—

Range at 1x lower to 1x higher—

With real estate—

Formula EBITDA = annual sales × EBITDA margin. Business value ≈ EBITDA × multiple (range: multiple − 1 to multiple + 1). Real estate is a separate asset added on top.

Glossary EBITDA Multiple

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