Core Concepts
Reports
Utilization, profit by project, unbilled work, and receivables
Reports answers four questions: who's busy on billable work, which projects make money, what's done but not yet invoiced, and who owes you. Owners and admins see Reports in the sidebar; members don't.
How to run a report
- Click Reports in the sidebar.
- Pick a range: This month, Last month, This quarter, Year to date or Last 12 months. For any other range, set the two dates and click Apply.
- Read the totals at the top (Hours logged, Invoiced, Profit, Received, Outstanding) and the four sections below.
- Click CSV on a section to download it. The file opens in Excel, Numbers or Google Sheets.
What each section shows
| Section | What it shows | Range |
|---|---|---|
| Utilization | Per person: hours, billable hours, billable hours as a share of capacity (8 hours per weekday in the range), the billable value of their time, and what it cost you. | The range you picked |
| Profit by project | Invoiced (sent or paid invoices issued in the range) minus labor cost and approved expenses in the range, with margin. | The range you picked |
| Unbilled work | Per client: billable time, completed milestones and approved expenses that aren't on an invoice yet. | All time, as of now |
| Receivables | Per client: the balance still due on sent invoices (total minus part payments and applied credit) by days overdue (current, 1–30, 31–60, 61–90, 90+). | As of now |
Draft and void invoices never count as invoiced or outstanding. Deposit invoices don't count as invoiced (the invoice for the work does).
Received is cash in: the payments recorded with a received date in the range, part payments included, in your default currency (other currencies are listed under it). Applied credit isn't counted, because the deposit or payment it came from already was. Outstanding is the total balance due from Receivables.
How to set costs
Profit and utilization cost need to know what an hour of each person costs you.
- Go to Settings → Members (owners and admins).
- In the Cost field next to each person, enter what you pay them per hour, or an hourly equivalent of their salary.
Only owners and admins see costs. If someone logged time in the range without
a cost set, the page says so, their labor counts as zero, and the affected
labor figures are marked with *.
The Rate field next to Cost is the person's default bill rate for new projects. Reports don't use it: billable value always comes from each person's rate on the project (or an entry's rate override).
Project budgets
Budget tracking lives on each project rather than here: see Budgets.
Weekly digest
The same numbers feed the weekly digest, a Monday summary sent to whoever your alert settings name for it. Its Open Reports button opens this page for the week the digest covers.