Cost Monitor adds financial controlling to the WHMCS admin area. It combines revenue from your existing WHMCS data with supplier, infrastructure and operating costs, giving you a clear view of the actual profitability of your customers, products and services.

Instead of looking at revenue alone, Cost Monitor shows what remains after the associated costs are taken into account. Dashboards, detailed reports and rule-based insights help identify loss-making services, missing cost assignments, billing issues and supplier costs that continue after a customer contract has ended.

All reporting stays inside the familiar WHMCS admin area.

Recurring revenue and costs are normalized to monthly values, regardless of whether they are billed monthly, quarterly, semi-annually, annually, biennially or triennially. Custom service prices and invoice discounts are taken into account, while a configurable base currency provides consistent reporting across different supplier currencies.

Financial Dashboard

Get an immediate overview of:

• Monthly revenue
• Costs
• Profit
• Margin and contribution margin
• Forecast values
• Revenue, cost and profit budgets
• Historical development and charts
• Rule-based financial and billing insights

Cost Monitor highlights issues such as loss-making products, missing cost assignments, invoice problems and residual supplier costs.

Flexible Cost Management

Assign costs where they actually occur:

• Product default costs
• Individual service costs
• Customer-specific cost overrides
• Shared host-group costs per WHMCS server
• Domain costs
• Manual operating costs

Costs can be monthly, annual, one-time, variable, supplier-related or internal, with optional validity periods.

Products such as management fees, licenses or maintenance items that intentionally have no purchase cost can be marked accordingly so they do not generate unnecessary missing-cost alerts.

Customer and Service Profitability

See revenue, costs, profit and margins for individual customers, products and services.

Cost Monitor also tracks residual supplier costs when a customer contract ends before the corresponding supplier commitment, making costs visible even after the WHMCS service itself has been terminated.

Multi-Currency Cost Tracking

Supplier costs can be entered in currencies such as EUR or USD while reporting remains in your configured base currency.

Exchange rates can use monthly averages based on ECB data or manually maintained rates.

Contract Management

Store contract information directly against WHMCS services, including:

• Contract start date
• Duration
• End date
• Configurable expiry reminders

This provides visibility into upcoming contract expirations alongside the financial data of the service.

Reports and Monthly Close

Detailed reports are available for:

• Clients
• Products
• Services
• Host groups
• Suppliers
• Contracts
• Closed months

Reports include filters, hide-empty options and CSV export.

The monthly close stores a snapshot of revenue, costs and profit for the period. Cost entries are carried forward into the next open month. The latest closed month can be reopened for corrections and closed again afterwards.

Invoice Checks

Cost Monitor can detect active services that:

• Have no corresponding invoice
• Have unpaid invoices
• Are missing an expected annual invoice

This helps identify situations where services continue to generate costs while billing is incomplete or missing.

Automated Cost Import

External systems can provide service costs through REST APIs.

Cost Monitor accepts JSON data containing:

service_id, cost, currency, description

API sources can be synchronized individually or together, allowing supplier or infrastructure costs to be updated automatically.

Notifications and Administration

Different WHMCS administrators can be assigned responsibility for areas such as:

• Invoice checks
• Monthly close
• Contract expiry
• API synchronization errors

The interface is available in German and English.

Compatible with PHP 8.2 and PHP 8.3.

Important Notes

Cost Monitor is an admin-area addon. It does not provide a client-area interface and does not modify WHMCS billing or invoices.

Revenue is read from existing WHMCS services, domains, addons, configurable options and invoice data. Costs, contracts and monthly closes are maintained separately by Cost Monitor.

PDF export and sending reports through the Operations mail API require the OneSystems Operations addon. CSV export, dashboards, reports and all core Cost Monitor functionality work independently.

FAQ

Does Cost Monitor change billing or invoices in WHMCS?

No. Cost Monitor uses existing WHMCS data for financial reporting but does not modify billing or invoices. Costs, contracts and monthly closes are maintained separately by the addon.

How is revenue calculated?

Revenue is calculated from active WHMCS services and related items and normalized to monthly values. Custom service prices and proportional discounts from the latest paid invoice are taken into account. Reports can display amounts excluding VAT.

Can supplier costs be entered in EUR or USD while reporting in CHF?

Yes. Supplier currencies are configured independently of WHMCS billing currencies. Cost Monitor converts them into the configured reporting currency using month-to-date or monthly average ECB rates, or manually entered exchange rates.

What happens during monthly close?

Revenue, costs and profit for the open month are stored as a snapshot. Cost entries are copied into the next open month. The latest closed month can be reopened for corrections and closed again afterwards.

Can costs be imported automatically?

Yes. REST API sources can provide service costs as JSON. Sources can be synchronized individually or all at once.