Shop profit calculator
Three places shops lose money without noticing: declined work nobody follows up, estimates that sit unapproved, and advisor hours lost to phone tag. Put in your own numbers and see what fixing them is worth, after the cost of the software.
- Deferred work recovered
- $292.50
- Extra approvals
- $585.00
- Advisor time
- $216.67
- Gross per month
- $1,094.17
- Gearboxly AI
- -$249.00
If it only works half as well: $298.08 a month.
Advisor time is 8.7 hours a month. It only turns into money if those hours go to selling and follow-ups, or replace hours you would otherwise pay for.
Results are estimates based on the assumptions you enter, not a guarantee of results. They are for general information only and are not financial, accounting or other professional advice. Your shop’s results will differ.
How it works
Each line is one assumption times another. Nothing is hidden:
- Deferred work recovered = declined work × share won back × gross margin
- Extra approvals = estimates × extra approval points × gross profit per job
- Advisor time = minutes saved per day × working days ÷ 60 × cost per hour
- Net = the three added up, minus the plan price. Yearly = net × 12.
Example with the defaults: $3,900 × 15% × 50% = $292.50 recovered. 60 × 5% × $195 = $585.00 from approvals. 20 minutes × 26 days is 8.7 hours, × $25 = $216.67. That’s $1,094.17 gross, $845.17 a month after the $249 AI plan, or $10,142.00 a year.
Not sure about your approval rate or ARO? Work them out first with the average repair order calculator. For the follow-up itself, read The money sitting in your declined work and see how customer texting handles reminders.
Questions shops ask
Where do the default numbers come from?
They're a worked example for a small shop, not an industry average: $3,900 of declined work a month, 60 estimates, and an advisor at $25 an hour. Replace each one with your own numbers; the result is only as good as what you put in.
How do I find my declined work?
Add up the lines customers said no to on last month's estimates. If your system doesn't track declined lines, go through a week of estimates by hand and multiply by four.
Why does it use margin, not sales?
Because a $1,000 job doesn't put $1,000 in your pocket. Parts and tech pay come out first. Using gross margin keeps the estimate closer to the money you actually keep.
Is saved advisor time really money?
Only if it's used. If your advisor spends the saved hours following up on declined work and selling, or you avoid hiring help, it's real. If not, set the minutes to zero and see if the rest still pays.
What does the 'half as good' line mean?
It halves the gross result and subtracts the full plan price. If that's still positive, the decision doesn't depend on every assumption being right.
Which plan should I pick?
Core has text approval and follow-up campaigns. AI adds AI estimate drafts, inspection write-ups and labor lookup. Growth adds a shop website and online booking. Prices are per location, per month.
What happens to my email if I ask for the report?
We send the report to it. We only send anything else if you tick the second box, and you can unsubscribe at any time.
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