Reports

Use reports to answer a question about the work: what needs billing, where the hours went, or whether a project is covering its costs. Open Reports in the top bar and choose the report that fits.

Filters and downloads

Use the available client, project, person, and labor category filters to narrow the report. Time and expense reports use the From and To dates, initially set to the current month to date. Uninvoiced starts at the date of the oldest unbilled entry instead, so nothing is left out. Reset clears your selections, and CSV downloads the current report.

Budget vs actual uses the project’s overall budget and usage. Changing the date range doesn’t turn it into a report of budget use within that period.

Time summary

Group hours by client, project, labor category, or person. The report shows total and billable hours, plus billable amounts for people with financial access.

Select a row to look more closely. For example, open a client to see their projects, then open a project to see the types of work behind the total. This is useful when preparing a client update or checking why a job took longer than expected.

Billable vs non-billable

This report compares billable and non-billable hours by project and by person. Use it to see how much time went into chargeable work versus internal work or work you’ve chosen not to bill.

If the figures look wrong, check the project’s billing method and the billable setting on individual entries. A busy week and a highly billable week aren’t always the same thing.

Budget vs actual

For each budgeted project, see the budget, usage, remaining amount, percentage used, average usage per week, and estimated weeks left at that pace. Projects beyond their alert threshold are marked so you can find them quickly.

The average uses the time since the project’s first entry, or its start date when there aren’t any entries. Treat the weeks-left figure as a guide based on work so far, rather than a delivery forecast. Set budgets and alert thresholds on the project.

People without financial access see hour budgets; dollar budgets are restricted to financial roles.

Uninvoiced

This is the place to check before billing day. It groups hours and expenses that haven’t been saved on an invoice by project, with their amounts and a combined total.

Hourly project work contributes to the time total. Unbilled expenses can appear for any project, including fixed-fee work. Time on a fixed-fee project isn’t added as an hourly charge.

Owners and admins can select Create invoice on a row. The new invoice has the project selected and carries the report dates into its Unbilled work panel. Choose what to add, review the draft, and save it. See Invoices.

Unapproved work appears here too. Timesheet approval doesn’t control whether work can be invoiced. Saving work on a draft invoice removes it from Uninvoiced, so check your drafts as well as this report before considering billing finished.

Profitability

Profitability compares billed work with what each project cost. It shows hours, billed amount, labor cost, expenses, purchases, gross margin, overhead, margin after overhead, and that margin as a percentage.

Before using it, add a cost rate for every person under Settings, Team. With no cost rates, the report asks you to set them first. Missing rates are treated as zero, so incomplete setup can make projects look more profitable than they are. Labor cost uses each person’s current cost rate; changing it can change historical results.

The figures work as follows:

• Hourly billed amounts come from time linked to sent or paid invoices, using the rate at which the time was invoiced and the date the work was done.
• Fixed-fee amounts come from sent or paid fee invoices with an issue date in the report period.
• Labor cost is logged hours multiplied by each person’s cost rate.
• Expense cost includes recorded expenses in the period, even when they aren’t billable.
• Purchases are the purchases charged to the project, by purchase date.
• Expenses on sent or paid invoices count as billed at their recorded amount, by the date of the expense. An expense you pass on to the client counts on both sides and leaves the margin alone. One you haven’t invoiced yet, or that sits on a written-off invoice, lowers the margin.
• Gross margin is billed amount minus labor, expenses, and purchases. Draft invoices don’t count as billed work.
• Overhead is the project’s hours at the overhead labor rate plus its materials at the materials rate, set up under Purchases and overhead. A project that doesn’t carry overhead shows None.

Choose Estimated to use the rates from the year’s overhead estimates, or Actual to use what overhead really cost in the report’s dates. Without estimates for a year, the report uses actual rates and says so. Below the table, it shows how much overhead the projects carried against what was spent, and how much wasn’t covered.

For example, $4,000 billed minus $1,800 of labor, $200 of expenses, and $300 of purchases gives a $1,700 gross margin; 40 hours at a $15 overhead rate takes $600 more, leaving $1,100 after overhead. This isn’t cash profit, since the invoice may still be unpaid. Use the figures to review project pricing and delivery costs, with that limit in mind.

Income and spending

This is the cash view: money that came in and money that went out between the From and To dates. It answers the question an accountant asks first, and it’s where the year-end package gets its numbers.

Four figures sit at the top: Income, Sales tax collected, Spending, and Net. Below them, income and spending are broken down by category. Income is payments by the day they came in, card fees clients covered, payment-page money not yet applied to an invoice, and refunds, which count as negative on the day they were made. Sales tax is split out of each payment in proportion to how much of the invoice it paid. Spending is expenses by the day they were spent, purchases by the day they were paid, and the card fees Stripe kept, which stay spent even after a refund.

A bank payment counts on the day it clears. Mileage logged at a per-mile rate is shown on its own line and left out of spending, since your accountant decides how to deduct it. Bills still unpaid on the To date are listed separately and aren’t in the totals. CSV downloads every line behind the totals.

Only the date filters apply to this report, since it covers the whole business.

Who can see each report?

Owners, admins, and accountants have financial report access, including Uninvoiced, Profitability, and Income and spending. Members see their own time; managers see time for their assigned people without financial amounts.

For collected payments, outstanding balances, yearly summaries, and bookkeeping exports, open Accounting and statements.