Help & Guides

Step-by-step walkthroughs for using the Profitowable portal. Click any guide to open it.

How to Submit Your Accountability Report

Your monthly numbers, goals, and business update

The Accountability Report is your monthly check-in. It captures how your business performed last month so it's ready to discuss at your Round Table meeting. Plan on about 10–15 minutes, and have last month's revenue, tow count, and bank balance handy before you start.

Open the form from the sidebar: Reports → Accountability Form. It opens on the Accountability Form tab.

Fill in the Report Context

At the top, under Report Context, choose your Round Table Group, your Company, and the Report Month (the month the numbers are for). All three are required — the form won't save without them.

Enter your Key Metrics

Under Key Metrics (KPIs), fill in:

Revenue — Last Month, the same month Last Year, and Month-to-Date.
Tow Volume — Last Month's tow count and the same month Last Year's count.
Total Cash in Bank — your current bank balance.

You don't need to type commas — they're added for you as you type.

Average Revenue Per Tow fills in by itself once you've entered Revenue and Tow Volume. You don't type it — the form calculates it.

Set your 3 Monthly Goals

Under Monthly Goals there are three goals. For each one:

Goal Description — what you're working on.
Target / Metric — how you'll measure it (for example, "$50,000 revenue").
Progress — pick Started, In Progress, or Completed. If you pick Completed, a Completion Date box appears — fill it in.
Status — tap one of the pills: On Track, At Risk, or Off Track.

Write your Business Pulse

Under Business Pulse, share a short Status Update (hiring, challenges, what's going on), any Questions for the Group you'd like feedback on, and your Wins / Highlights for the month. These give the group context before the meeting.

Save the report

Click the green Save Performance Report button at the bottom. You'll see a green "Report saved successfully" message and the page will scroll back to the top. That's it — your report is in.

Submit one report per company per month. If you click Save twice, two reports get created. Made a mistake? See the next step — you can fix it yourself.

Need to fix something? Edit your report

Switch to the View & Edit Reports tab at the top of the page. Find your report card and click the blue EDIT button to change any numbers, goals, or notes. There's also a DELETE button if you submitted a duplicate by accident.

Common questions

I don't have a number for one of the fields yet. What do I put?

Enter your best available figure. If a field truly doesn't apply, you can leave it blank and it will be saved as zero. Just try to be as accurate as you can — the group discussion is only as useful as the numbers behind it.

It says "Please select a group, company, and report month."

Those three boxes at the top under Report Context are required. Scroll up and make sure each one has a selection before clicking Save.

I submitted the same month twice by mistake.

Go to the View & Edit Reports tab, find the extra report, and use the DELETE button to remove it. Then use EDIT on the one you're keeping if anything needs correcting.

Can I still edit after I've submitted?

Yes. Open the View & Edit Reports tab, find your report, and click EDIT. Your changes save right away.

How to Complete the Benchmarking Form

Detailed operational numbers for group comparison

The Benchmarking Form captures a detailed picture of your operations — staff, fleet, income, dispatches, and expenses — so your numbers can be compared against the rest of your Round Table Group. It's split into eight sections, A through H. Sections A & B you fill in by hand. Sections C–H are filled in for you automatically when you upload your P&L and Balance Sheet, so most of the form takes care of itself.

Open the form from the sidebar: Reports → Benchmarking Form. Have last month's P&L statement and Balance Sheet saved as files before you start — the upload step needs them. For getting clean copies of those files, see the next guide below, How to Upload Your P&L and Balance Sheet.

Choose your company and period

At the top, in the green Auto-Fill from P&L & Balance Sheet section, find Step 1. Pick your Round Table Group, your Company, and the Report Month and year the numbers are for. Do this first — the auto-fill won't run until all three are set.

Upload your P&L and Balance Sheet

Under Step 2 there are two upload boxes — one for your P&L / Income Statement and one for your Balance Sheet. Click a box and choose your file. Each accepts a PDF, Excel, or CSV. You can upload one or both; uploading both gives the most complete result.

If you upload a PDF, it must be exported straight from your accounting software (QuickBooks, Xero, FreshBooks, etc.). A scanned or photographed PDF won't work — there's no readable text in it for the form to pull from.

Run the Auto-Fill

Once a file is loaded, the Auto-Fill Form button at the bottom of the green section turns on. Click it. The form reads your statements and fills in Sections C through H — Income, Dispatches, People Expense, Operational Expense, Truck/Shop Expense, and the Balance Sheet. Give it a few seconds; a status line shows the progress.

Fill in Section A — Employees

This section is Manual Entry — the form can't get headcount from a financial statement. Enter how many people you have in each role: Dispatch, Office, Light Duty Operator, MD/HD Operator, Transport, Mechanic/HD Road Service, Owner, Manager, Sales/Marketing, Labor/Misc., Recruitment, and how many were Terminated during the period.

% Time Mechanic RS — the share of your mechanic's time spent on road service. Enter it as a whole percent (for example, 15 for 15%).
Present Total — your total current headcount.

Fill in Section B — Fleet / Trucks

Also Manual Entry. Under Truck Types, enter how many Light Duty, Medium/Heavy Duty, Transport, and HD Road Service trucks you run. Under Fleet Changes, enter Trucks Bought, Trucks Sold, Trucks Owned, and Trucks Financed for the period.

Not sure what a field means? Tap the small + button next to any label for a short explanation. You don't need to type commas in number fields — they're added for you.

Review Sections C–H

Scroll through the auto-filled sections and check the numbers against your statements. You can type directly into any box to correct it. The green TOTAL rows — Total Income, Total Dispatches, the expense totals, and Total Combined Sales — are calculated for you and can't be edited; they update as you change the numbers above them.

Save to the portal

When everything looks right, click the green Save to Portal button at the bottom. You'll see a confirmation message once it's saved. There's also a Download Excel button if you'd like a copy for your own records, and a Clear Form button to start over.

Saving the same company and month again simply updates the existing entry — it won't create a duplicate. So it's safe to come back and re-save if you need to fix something.

Common questions

The Auto-Fill button is greyed out and won't click.

It turns on only after you've added at least one file in Step 2. Click one of the upload boxes and choose your P&L or Balance Sheet, and the button will become active.

Do I have to upload both statements?

No — you can upload just one. But uploading both your P&L and your Balance Sheet gives the most complete auto-fill, since the income and expense sections come from the P&L and the balance-sheet figures come from the Balance Sheet.

The auto-fill got a number wrong.

That can happen depending on how your statement is laid out. Just click into that field and type the correct figure. The green TOTAL rows will recalculate automatically once you do.

Why won't Sections A and B fill in automatically?

Employee headcount and truck counts aren't on a P&L or Balance Sheet, so the form can't pull them. Those two sections are always entered by hand — they're marked "Manual Entry."

My PDF uploaded but nothing filled in.

The most common cause is a scanned or photographed PDF, which has no readable text inside it. Re-export the report directly from your accounting software as a PDF, or upload it as an Excel or CSV file instead.

How to Upload Your P&L and Balance Sheet

Submitting your financial statements

Your Profit & Loss statement and Balance Sheet are what the Benchmarking Form uses to auto-fill Sections C through H. This guide covers how to get clean copies of those two files and what to expect after you upload them. The upload itself happens inside the Benchmarking Form — see the guide above for the step-by-step.

You don't need a special template. The form reads your statements directly — whatever your accounting software produces is what you upload.

Export your P&L from your accounting software

In your accounting software, open the Profit & Loss (also called Income Statement) for the month you're reporting. Then export or save it as a file. In QuickBooks, for example: Reports → Profit & Loss → Print → Save as PDF. Xero, FreshBooks, and others have a similar export option.

Export your Balance Sheet the same way

Do the same for your Balance Sheet as of the end of that month. This is what fills in Section H — Accounts Receivable, Accounts Payable, Long Term Debt, and your sales figures.

A PDF must be exported directly from your accounting software. A PDF made by scanning or photographing a printout is just a picture — it has no readable text inside, so the form can't pull any numbers from it.

Check the file format

The form accepts three formats for each statement: PDF, Excel (.xlsx or .xls), or CSV. Any one of those works. If your software lets you export to Excel, that's a reliable choice. If you only have a PDF, just make sure it's a real export and not a scan.

Upload them on the Benchmarking Form

Open Reports → Benchmarking Form. In the green section at the top, set your group, company, and month in Step 1, then use the two upload boxes in Step 2 — one for the P&L / Income Statement, one for the Balance Sheet. Click Auto-Fill Form to pull in the numbers.

Check the results before saving

After the auto-fill runs, scroll through Sections C–H and compare a few key figures against your statements — Total Income and the expense totals are good ones to spot-check. If anything looks off, click into that field and correct it by hand. When it all matches, click Save to Portal.

Common questions

Where exactly do I upload these — is there a separate page?

No separate page. The P&L and Balance Sheet uploads live inside the Benchmarking Form, in the green "Auto-Fill from P&L & Balance Sheet" section at the top. Open Reports → Benchmarking Form to find them.

Which format works best — PDF, Excel, or CSV?

All three are accepted. Excel and CSV are very reliable since they're already structured data. A PDF works too, as long as it was exported directly from your accounting software rather than scanned.

I uploaded my file but the form stayed empty.

This almost always means the PDF was scanned or photographed and has no readable text. Re-export the report straight from your accounting software, or upload an Excel or CSV version instead.

Do I need both statements, or just one?

You can upload just one, but both together give the fullest result. The income and expense sections come from your P&L, and the Section H figures come from your Balance Sheet.

Some figures came in wrong after the upload.

Statements vary in how they're laid out, so the occasional figure may need a fix. Just click into the field and type the correct number — the green TOTAL rows recalculate on their own.

Still stuck? Reach out to your Profitowable administrator and they'll be glad to help.