Using data to prioritise high-value clients and projects

TL;DR: Many firms know which clients keep them busy, fewer know which actually keep them profitable. This article explores how architecture, engineering, consulting and creative firms can use data to identify their most valuable clients and projects. You’ll learn practical methods to measure value, focus your pipeline, and stop profit-leak jobs before they grow. WorkflowMax gives teams the visibility, time-tracking, and reporting tools to make those calls with confidence, not guesswork.

Why this matters right now

Every hour, quote, and change request affects your firm’s bottom line. Yet in project-based industries, financial clarity often comes after the job wraps when it’s too late to adjust. Architects absorb unpaid design revisions. Engineers under-estimate labour on complex builds. Consultants over-service long-standing clients “for the relationship”.

The result? Busy teams, slim margins, and no clear sense of which projects truly drive growth.

The firms that outperform are the ones that measure, compare, and act on real data, turning raw hours and invoices into insight.

Understanding client and project value

The common trap: equating volume with value

It’s easy to assume your largest client or most visible project is your most profitable. But when you factor in the time spent on revisions, meetings, and overruns, that may not hold true. A smaller client with efficient communication and clear briefs could deliver a higher margin and less stress.

Profitability isn’t about who pays most, it’s about what remains once the job is done.

Define what “high-value” means for your firm

High-value clients and projects typically share a few attributes:

• Predictable profitability: consistent margins above your baseline target.
  
  
• Low friction: clear scope, timely feedback, and low change frequency.
  
  
• Strategic alignment: work that fits your team’s expertise and builds reputation.
  
  
• Repeatability: potential for ongoing work or referrals.
  
  

Quantifying these attributes requires data that connects time, cost, and revenue across every job. That’s where tools like WorkflowMax’s job costing, time tracking, and reporting dashboards come in, they show not just what you earned, but what it took to earn it.

Step 1: Track the right metrics

For most professional service firms, high-value work can be surfaced by analysing a few core metrics:

1. Gross margin per job: Revenue minus direct labour and expenses.
   
   
2. Effective hourly rate (EHR): Total fee divided by total time spent.
   
   
3. Budget variance: The difference between estimated and actual hours or costs.
   
   
4. Client lifetime value (CLV): Total profit generated across repeat engagements.
   
   
5. Utilisation rate: How efficiently billable hours are being used across staff.
   
   

How WorkflowMax helps

• Job costing & time tracking: Record actual hours and costs against each phase.
  
  
• Estimating & quoting: Compare planned vs actual to refine future bids.
  
  
• Performance & profitability reports: Visualise which jobs or clients exceed or fall short of target margins.
  
  
• Xero or QuickBooks integration: Bring accounting accuracy directly into your project data for a full-picture view.
  
  

Together, these metrics form a profitability map, one that tells you where to double down and where to draw a line.

Step 2: Identify patterns across clients

Once data is flowing, patterns start to emerge.

• Consistently profitable clients may value your expertise and respect your process.
  
  
• Low-margin clients often flag scope creep, poor estimation, or internal inefficiency.
  
  
• High-effort, low-return projects may indicate cultural misfit or lack of clarity at a brief stage.
  
  

Use WorkflowMax’s reporting and custom fields to tag clients by industry, project type, or service line. Then review profitability by category to reveal which segments deliver the strongest returns.

For example:

• An architectural firm might find educational projects consistently run over due to stakeholder complexity.
  
  
• A consultancy may discover repeat clients in infrastructure yield 25% higher margins than one-off advisory jobs.
  
  

That insight informs pricing, resourcing, and business development strategy evidence-based, not instinct-led.

Step 3: Forecast future value

Profitability isn’t static. Market rates, team capacity, and project risk shift constantly. That’s why forecasting future value is as important as analysing past performance.

WorkflowMax’s performance dashboards and Work In Progress (WIP) reporting give you forward visibility:

• See how current jobs track against budget in real time.
  
  
• Spot overruns early and reallocate tasks or renegotiate scope.
  
  
• Model pipeline scenarios: if 20% of proposals convert, what’s the projected margin next quarter?
  
  

For architects and engineers managing multiple phases across long projects, this is vital. It means you can adjust workload and cashflow forecasts before small variances turn into full-scale budget strain.

Step 4: Focus resources where they count

Prioritising high-value clients isn’t about dropping smaller ones. It’s about aligning effort to impact.

• Tier your client base. Use profitability data to classify clients into A/B/C groups.
  
  
• Reinvest strategically. Dedicate senior resources to your A-tier clients and automate or streamline servicing for lower tiers.
  
  
• Optimise project mix. Use WorkflowMax’s job manager and scheduling tools to balance capacity between profitable anchor projects and creative growth opportunities.
  
  
• Review regularly. Run profitability reports quarterly, what was true six months ago may not hold today.
  
  

When you can see where time is going, what it’s costing, and what it’s earning, decisions become clearer and calmer.

Step 5: Communicate value internally and externally

Profitability insights shouldn’t live only with partners or directors. Sharing clear data empowers teams to act with purpose:

• Designers understand how long each task should take based on past projects.
  
  
• Project managers can flag inefficiencies early.
  
  
• Account managers can justify fees with data-backed confidence.
  
  

Externally, these insights enhance client trust. When you can show how scope changes affect margin or delivery time, discussions move from emotional to factual. That transparency builds stronger, longer-term relationships, the foundation of sustainable profit.

How WorkflowMax makes it practical

WorkflowMax isn’t just about tracking; it’s about clarity that creates confidence. The platform brings together:

• Estimating, quoting, and job costing to price work accurately from the start.
  
  
• Time tracking and scheduling to keep projects aligned to real effort.
  
  
• Reporting and dashboards to surface trends in margin, utilisation, and client performance.
  
  
• Integration with Xero or QuickBooks for end-to-end financial accuracy.
  
  
• Client and collaboration management to keep communication tight and expectations clear.
  
  

Each feature contributes to a single goal: turning operational complexity into actionable insight so firms can own their results.

Conclusion

In project-based work, confidence comes from clarity. When your data shows exactly which clients and projects generate real value, you can steer your firm with purpose, not pressure.

WorkflowMax gives architecture, engineering, consulting, and creative firms the tools to see, compare, and act on profitability insights in one place. That’s how control turns into growth.

Discover how WorkflowMax can help your firm deliver projects with confidence. Book a demo