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Standard reports reference

  • Updated

For details of each of the WorkflowMax Standard Reports (Reports > Reports > Standard tab), click the drop-down headings below.

The date range filters vary from report to report. In some cases the report may be filtered by Job Start Date, Invoice Date, Timesheet Date or another date, depending on the type of report being run.

Using custom reports to extend or replace standard reports

Some of the standard reports listed in this article can be duplicated or improved on by building a custom report. If you are creating a custom report from scratch, be sure to check that the fields, filters, display options and permissions in sections 2 - 5 of the Custom Report Builder screen are suitable for your requirements.

When building custom reports, you can include WorkflowMax custom fields in the Select Fields section (section 2) or the Select Criteria section (section 3) of the report, if you wish.

Invoice Analysis Reports

  • Aged Balance Report

    Description

    This report displays a summary of all currently outstanding (unpaid), job-related client invoices sub-totalled by client and aged by numbers of days since the invoice’s due date.

    The Aged Balance Report is similar to an aged receivables balance report that is available in your financial accounting software (Xero, or other).

    The WorkflowMax version allows employees who don't have access to the business' accounting software, or businesses who don't use accounting software to see outstanding job-related client invoices.
    Report Content

    The report displays all unpaid invoices, sub-totalled by client and shows:

    • The aged balance for ‘Current’, ‘30’, ‘60’, and ‘90+’ days
    • Total balance for each client
    • Total overall balance.
    Comments

    Bear in mind that if credit notes are created in your accounting software, they do not sync back to WorkflowMax, so this may cause a disparity if you are reconciling between the accounting software and WorkflowMax.

    In Xero, overpayments impact the aged receivables report, but these don't sync back to WorkflowMax as outstanding balances.

    It is expected that there may be a discrepancy between WorkflowMax and Xero for Aged Balance Reports because:

    • Invoices can be created in Xero, which won't sync back to a standard WorkflowMax account.
    • The aged balance is calculated differently between WorkflowMax and Xero: WorkflowMax looks at the date from the due date, but Xero looks at the invoice date. Therefore, it won't reconcile as the Current column will not match.
    Filters
    • Client Type
    • Client: Job Manager
    Is it possible to closely replicate this in the Report Builder? The Report Builder version will not display in the same format as the standard report version. However, the benefit of using the report builder version is that you have the option to show individual invoice information rather than showing it consolidated by clients.
    Advantages of using the Report Builder version
    • Provides hyperlinks directly to the invoice and client.
    • Indicates Invoice Sent? (Yes/No) status.
    • Provides primary contact name, client phone number, invoice amount, amount paid, balance.
    • It is possible to add additional fields (including custom fields) into the report, if required.
    • It is possible to add additional filters (including custom fields) into the report, if required.

  • Billable Time Report

    Description

    This report provides details on the amount of billable time worked within a selected date range for a job task and whether the time has been invoiced. The report can filter time for all (or a selection of) clients and for all (or a selection of) job states.

    This report is most suitable for businesses that generate the majority of their invoices on an actual time and cost basis, rather than invoicing based on the quoted value. Where jobs are quoted, the billable value of time may differ significantly from the quoted value, which is the value that can actually be invoiced.
    Report Content

    The report displays billable time worked for your selected date range, and shows:

    • Client name
    • Job number
    • Job name
    • Job task name
    • Job state
    • Total time (hours) added to the task within the report date range (TT)
    • Hours invoiced (HI)
    • Percentage of time invoiced (HI/TT x 100%).

    The report will show the billable value of the selected timesheets, not the quoted value.
    Filters
    • Timesheet Date Range
    • Client Name
    • Job State
    • Job: Client Manager
    • Job: Job Manager
    • Client: Client Manager
    • Client: Job Manager
    Is it possible to closely replicate this in the Report Builder? Yes. More detailed versions of this report can be created in the Report Builder - but the choice depends on your requirements.
    Comments on The Report Builder Alternative
    • The report will report on the billable value of the selected timesheets, not the quoted value if the job was quoted.
    Advantages of using the Report Builder version
    • Also displays Staff Name, Billable Rate, Billable Amount, Billed? (yes or no), Timesheet Notes.
    • It is possible to add additional fields (including custom fields) into the report, if required.
    • It is possible to add additional filters (including custom fields) into the report, if required.

  • Client Billing Report

    Description

    This report displays a summary of invoices issued and items billed, grouped by client and ordered by invoice number in ascending order.

    This report can filter revenue for all or for a selection of clients.
    Report Content

    This report displays all approved invoices dated between the selected date range, sorted by task/cost or invoice, and shows:

    • Client name
    • Invoice number
    • Date invoiced
    • Job number
    • Task/Cost name
    • Amount invoiced.
    Filters
    • Invoice Date Range
    • Client
    • Invoice Status
    • Client Type
    • Client: Client Manager
    • Client: Job Manager
    Groups By Groups by Task/Cost or by Invoice Number.
    Is it possible to closely replicate this in the Report Builder? Yes. More detailed versions of this report can be created in the Report Builder. You can use the report builder to create an invoice report from scratch.
    Comments on the Report Builder Alternative
    Advantages of using the Report Builder version
    • Provides hyperlinks directly to the Invoice Number and Client.
    • Displays Job Number, Invoice Type, Sent? (Yes/No), Billing Type, Amount (including and excluding tax), Amount Paid, Aged Days (number of days if still unpaid).
    • It is possible to add additional fields (including custom fields) into the report, if required.
    • It is possible to add additional filters (including custom fields) into the report, if required.

  • Client Revenue Report

    Description

    This report displays the total value of approved client invoices within a selected date range and the percentage of the total invoiced amount contributed by each client.

    Use this report to get an overview of the revenue generated for each client for a specific period and see which client is generating the most revenue.
    Report Content

    This report displays the revenue from each client during the selected invoice date range, and shows (in order of client name):

    • Client name
    • Total value of all approved invoices issued in the date range
    • % of total revenue for each client.
    Comments

    All invoices are summed. The report does not indicate if the invoices are paid.

    This report includes all invoice types such as credit notes, deposit, and miscellaneous invoices.
    Filters
    • Client
    • Invoice Status
    • Client Type
    • Client: Client Manager
    • Client: Job Manager
    Is it possible to closely replicate this in the Report Builder? No. The Invoice report type can be used to report on the monetary amount to each client, but it is not possible to display a relative percentage value.
    Comments on The Report Builder Alternative Not applicable.
    Advantages of using the Report Builder Not applicable.

  • Job Billing Report

    Description

    This report lists job-related invoices grouped and totalled by their job manager within the selected date range based on invoice date.

    Includes credit notes, deposits/interims and all invoice billing types.

    Use this report to get insights into how much revenue is being generated by jobs which have been specifically assigned to a job manager.
    Report Content

    This report displays the Invoice Date Range and the job manager, and shows:

    • Invoice number
    • Invoice date
    • Client name
    • Job number
    • Job name
    • Invoice amount (excluding sales tax).

    If there is no job manager assigned to a job, that job and any associated invoices will display under the None subheading.
    Filters
    • Invoice Date Range
    • Client
    • Job State
    • Job: Client Manager
    • Job: Job Manager
    • Client: Client Manager
    • Client: Job Manager
    Is it possible to closely replicate this in the Report Builder?

    No, it is not possible to replicate this report in the Report Builder. There are some similar reports, but they don't include key features that the Job Billing Report includes:

    • Job report does not have invoice date or list of invoices.
    • WIP ledger cannot be used for quoted invoices.
    Comments on The Report Builder Alternative Not applicable
    Advantages of using the Report Builder version Not applicable
  • Job Report
    Description

    This report displays the cost, quoted amount, and invoiced-to-date amount for all jobs where their job start date falls within the selected date range and selected job state.

    Use this report to get a high-level financial overview of your jobs. You can use it to compare the total actual costs incurred to date, the quoted value, and the invoiced amount to date. The actual costs is the cost of time calculated by multiplying the actual time worked, by the staff base rate of the staff writing the timesheets.

    The Cost column includes any cost items on the Cost tab of the job, which have been marked as actual costs.

    The Quoted value is the value of the accepted quote on the job.

    The Invoiced value is what has actually been invoiced out to date. The values in the report are reported exclusive of tax.

    Report Content

    This report displays all jobs with a Job Start Date within the specified date range and shows:

    • Date range
    • Job number
    • Job name
    • Client name
    • Job state
    • Total cost of time worked + actual cost of costs
    • Value of the master quote (if there is one)
    • Invoiced to date amounts.
    Comments

    This report does not:

    • Provide a breakdown of the actual cost of time and costs
    • Provide a comparison between estimated costs and actual costs.
    Filters
    • Job State
    • Client
    • Client Type
    • Client: Client Manager
    • Client: Job Manager
    • Job: Client Manager
    • Job: Job Manager
    Is it possible to closely replicate this in the Report Builder?

    You can build a Job type custom report from scratch (using the Reports > Create Custom Report > Report type = Job).

    Comments on The Report Builder Alternative
    • Consider adding the job State filter to this report.
    • Note that profitability on jobs is calculated by subtracting all actual costs away from invoiced amounts. You will not get an accurate report on profit or profit % until the job is fully completed, fully invoiced and all job related actual costs have been fully accounted for.
    Advantages of using the Report Builder version
    • Provides hyperlinks directly to the Client and the Job
    • Displays Estimated Costs, Actual Costs, Quoted, Billable and Invoiced values, Quoted- Billable, Profit and Profit %.
    • It is possible to add additional fields (including custom fields) into the report, if required.
    • It is possible to add additional filters (including custom fields) into the report, if required.
  • Profit Report
    Description

    This report shows job costs, quoted values, invoiced amounts and profits on the job.

    Use this report throughout the life of the job to gauge profit. For example, if profit is low, what changes need to be made to the job to recover more costs and make the job more profitable?

    This report is best filtered by job state to include only completed jobs. You will not get an accurate report on profit or profit % until the job is completed, has been fully invoiced, and all job related actual costs have been accounted for.

    Report Content

    This report displays jobs (by client) with a start date within the specified date range and shows:

    • Job number
    • Job name
    • Client name
    • Actual costs
    • Quoted value
    • Invoiced value
    • Profit
    • Profit %
    Comments

    It is usually better to filter by the date that jobs are completed, rather than by the date they started.

    Filters
    • Client
    • Job State
    • Client: Client Manager
    • Client: Job Manager
    • Job: Client Manager
    • Job: Job Manager
    Mode
    • Job Start Date From/To
    • Job Completed Date From/To
    • Job Due Date From/To
    • Invoice Date From/To
    Is it possible to closely replicate this in the Report Builder?

    Yes.
    Comments on The Report Builder Alternative
    • You will probably want to at least add the job state filter to this report.
    • Note that profitability on jobs is calculated by subtracting all actual costs from invoiced amounts. You will not get an accurate report on profit or profit % until the job is fully completed, fully invoiced and all job related actual costs have been fully accounted for.
    Advantages of using the Report Builder version
    • Provides hyperlinks directly to the Client and the Job.
    • Displays Estimated Costs, Actual Costs, Quoted, Billable and Invoiced values, Quoted minus Billable, Profit and Profit %.
    • It is possible to add additional fields (including custom fields) into the report, if required.
    • It is possible to add additional filters (including custom fields) into the report, if required.
  • Staff Billing Report
    Description

    This report shows the income attributed to each staff member where the staff time has been invoiced within the specified invoice date range.

    Use this report to see the amount that has been invoiced to the selected clients within a specified invoice date range, grouped and subtotalled by staff member.

    Report Content

    This report displays:

    • Invoice date
    • Staff name
    • Invoice number that the time was invoiced on
    • Job number
    • Name of the task the time was written to
    • Billable amount (exclusive of tax)
    • Invoice amount (exclusive of tax)
    Where to find it

    Reports > Standard Reports > Staff Billing Report

    Comments

    The report does not show financial information other than the invoiced amount. The invoiced amount will not adjust to account for any write ups/off from a fixed price invoice.

    Filters
    • Client
    • Staff
    • Job State
    Is it possible to closely replicate this in the Report Builder?

    Yes. More detailed versions of this report can be created in the Report Builder - more below.

    Comments on The Report Builder Alternative

    In addition to Staff name, Invoice number, Job number, Task name and Billable amount, the custom WIP Ledger Report also reports on:

    • Client name
    • Timesheet Time (hours)
    • Billable? (Yes/No)
    • Billable Rate
    • Billed? (Yes/No)
    • Invoiced time
    • Write on/off amount.
    Advantages of using the Report Builder version
    • Provides hyperlinks directly to the Client and the Job.
    • It is possible to add additional fields (including custom fields) into the report, if required.
    • It is possible to add additional filters (including custom fields) into the report, if required.

  • Sales Tax Report

    Description

    This report provides a list of approved invoices, the invoiced amount (tax inclusive), and the sales tax component within the selected date based on invoice date.

    Use this report to identify the total amount of sales tax paid over a specific time period.
    Report Content

    This report displays the selected invoice date range and shows:

    • Invoice date
    • Invoice number
    • Client name
    • Invoiced amount (including tax)
    • Sales tax component of the invoice.
    Filters
    • Invoice date
    • Client

Performance Reports

  • Job Financial Summary Report
    Description

    Detailed financial summary per job including profit and staff efficiency.

    Where to find it

    In the menu, select > Standard > Job Financial Summary Report

    Comments
    • Every job features a Job Financial Summary Report on the Financials tab of the job.
    Filters
    • Client
    • Job State
    • Client: Client Manager
    • Client: Job Manager
    • Job: Client Manager
    • Job: Job Manager
    • Jobs
  • Monthly Job Profit Report
    Description

    This report displays Actual costs, Billable amount, Invoiced amount, Profit (monetary value) and Profit %, per job for a defined period (which defaults to a month before the current date).

    We recommend that you use the Report Builder version of this report for better results.

    Report Content

    The report shows the value for cost/time entered or invoiced within the specified date range - it reports on ledger and invoice date.

    The summary format shows the values at job level.

    The detailed format displays jobs (by client) within the specified date range and shows:

    • Client name
    • Job number
    • Job name
    • Actual, Billable and Invoiced costs
    • Quoted value
    • Invoiced value
    • Profit (Invoiced value - Actual costs)
    • Profit %.
    Filters
    • Client
    • Job State
    • Client: Client Manager
    • Client: Job Manager
    • Job: Client Manager
    • Job: Job Manager
    Formats:
    • Summary
    • Detailed.
    Is it possible to closely replicate this in the Report Builder?

    Yes.
    Comments on The Report Builder Alternative

    We recommend that you use this Report Builder report rather than the Standard Reports > Monthly Job Profit Report.

    • You will probably want to at least add the ‘job state’ filter to this report.
    • The profitability on jobs is calculated by subtracting all actual costs away from invoiced amounts. You will not get an accurate report on profit or profit % until the job is fully completed, fully invoiced and all job related actual costs have been fully accounted for.
    Advantages of using the Report Builder version
    • Provides hyperlinks directly to the Client and the Job.
    • Displays Estimated Costs, Actual Costs, Quoted, Billable and Invoiced values, Quoted- Billable, Profit and Profit %.
    • It is possible to add additional fields (including custom fields) into the report, if required.
    • It is possible to add additional filters (including custom fields) into the report, if required.

  • Productivity Report

    Description

    This report displays the productivity of staff in terms of billable vs non-billable time, and job actual vs estimated times within the selected date range based on timesheet dates.

    Use this report to identify:

    • The amount of billable and non-billable time being written by staff.
    • Where Staff Actual Time exceeds Staff/Task Allocated Time.
    • Where Task Actual time exceeds Task Estimated Time.
    Report Content

    This report displays the date filter, range and shows three productivity measures:

    Billable vs. Non Billable Hours displays the staff and the total amount of time entered during the selected date range, how much of that time is billable or non-billable, and the percentage of billable time in relation to total time.

    Estimated vs Actual Hours displays the estimated time and actual time for each staff member who has written time within the reporting period.

    Where there is estimated time on the task, the time is distributed as follows:

    Where Time Allocation = "Staff" in Organisation Settings:

    • The estimated time is the allocated time to the staff on the task
    • When there is no staff time allocation, the estimated time is split equally between staff who have added time to the task.

    Where Time Allocation = "Task" in Organisation Settings:

    • The estimated time is split equally between staff allocated to the task
    • When there is no staff time allocation, the estimated time is split equally between staff who have added time to the task.

    Job Number, Name and other job-related information

    This section lists:

    • All tasks on the job whether time has been written to them or not
    • The staff member who has written time to the task
    • The total task estimated time
    • The total task actual time
    • The percentage of total estimated over total actual time.
    Comments

    The report can display information

    • For a single selected job
    • For a single selected staff member
    • For a single selected client, or
    • For a range of jobs filtered by any combination of the above (for example - show me John Smith's productivity on all jobs performed for ABC Ltd, irrespective of Job State, for the last six months).
    Filters
    • Client
    • Job state
    • Staff name
    • Individual job number
  • Staff Time Write Up Report
    Description

    For each staff member, the report displays the:

    • Billable value of time written to job tasks during the selected date range, and
    • Actual value of time that was invoiced during the selected date range.

    Use this report to get insight into the value of billable time within a specified date range on a per staff member basis.

    If time has been invoiced during the specified date range, it also displays how much of this billable time has been invoiced, and how much has been written on or off.

    This report may be useful for those businesses who enter time and then invoice for it immediately.

    Report Content

    The report displays the reporting period and for each staff member, where they have written time against job tasks or their time has been invoiced will show the following:

    • If the staff member has written time during the reporting period, Billable is the time entered in hrs:mins. The Amount is calculated by the time written multiplied by the staff member's billable rate.
    • If invoices have been raised against the staff member's time, the Invoiced column shows the actual time invoiced, taking into consideration time that has been written up or down. The Amount column is the actual invoiced amount. Write Up is the time in hr:mins that has been written up or down.
    Comments

    The date filter references both the timesheet date (for the Billable values) and the invoice date (for the Invoiced values), so the report is accurate only where both the timesheet date and invoice date fall within the same filtered date range.

    Filters
    • Staff member name
    Mode
    • All jobs
    • Excluding Quoted/Estimated Jobs.
    Is it possible to closely replicate this in the Report Builder?

    Yes. More detailed versions of this report can be created in the Report Builder - more below.

    Comments on The Report Builder Alternative

    We recommend that you use this Report Builder report rather than the Standard Reports > Staff Time Write Up Report.

    • The date filter is by (timesheet) ledger date.
    Advantages of using the Report Builder version
    • Provides hyperlinks directly to the Job.
    • Displays Time, Billable? (Yes/No) Standard Rate, Standard Amount, Billable Rate, Billable Amount, Billed? (Yes/No), Billing Type, Invoiced Date, Invoice Number, Invoiced Time, Invoiced Amount, Write-on/off amount.
    • It is possible to add additional fields (including custom fields) into the report, if required.
    • It is possible to add additional filters (including custom fields) into the report, if required.

Time Reports

  • Client Time Summary Report
    Description

    Billable and Non-Billable time and amount grouped by client.

    Use this report to identify:

    • The amount of time written to a task on jobs being done for one or more specified clients between a timesheet date range.
    • There is the option to display just the time, or alternatively the time and the cost of that time, or the time and the billable value of that time.
    Report Content

    For each of the selected clients, this report displays the time (in hours), cost of time, and the monetary value of time for both billable and non-billable time entries.

    Comments

    The report does not display both the cost and billable value of the time on the same report.

    Filters
    • Client
    • Job State
    • Client: Client Manager
    • Client: Job Manager
    • Job: Client Manager
    • Job: Job Manager
    Mode
    • Time Only
    • Time and Cost of Time
    • Time and Billable Value of Time.
    Is it possible to closely replicate this in the Report Builder?

    Yes. More detailed versions of this report can be created in the Report Builder - more below.

    Comments on The Report Builder Alternative

    This standard report is useful if you don't want to build custom reports.

    We recommend that you use this Report Builder report rather than the Standard Reports > Client Time Summary Report.

    • The date filter is by timesheet date.
    Advantages of using the Report Builder version
    • Provides a hyperlink directly to the job.
    • Displays both the cost and billable value of the time on the same report.
    • Displays the job % complete.
    • It is possible to add additional fields (including custom fields) into the report, if required.
    • It is possible to add additional filters (including custom fields) into the report, if required.
  • Client Time Detail Report
    Description

    Billable and Non-Billable Time and Amount grouped by client.

    Use this report to identify:

    • The amount of time written to tasks on jobs being done for one or more specified clients during the timesheet date range specified.
    • There is the option to display just the time, or alternatively the time and the cost of that time, or the time and the billable value of that time.
    Report Content

    For each of the selected clients, this report displays the time (in hours), cost of time, and monetary value of time for both billable and non-billable time entries.

    Comments

    The report does not display both the cost and billable value of the time on the same report.

    Filters
    • Client
    • Job State
    • Client: Client Manager
    • Client: Job Manager
    • Job: Client Manager
    • Job: Job Manager
    Modes
    • Time Only
    • Time, Rate and Cost
    • Time, Rate and Amount.
    Is it possible to closely replicate this in the Report Builder?

    Yes. More detailed versions of this report can be created in the Report Builder - more below.

    Comments on The Report Builder Alternative

    We recommend that you use this Report Builder report rather than the Standard Reports > Client Time Detail Report.

    • The date filter is by timesheet date.
    Advantages of using the Report Builder version
    • Provides a hyperlink directly to the job.
    • Displays the job % complete.
    • Also displays the Timesheet Date, Staff Name, Base Rate and Billable Rate.
    • Also displays the task Estimated, Actual and Remaining Time.
    • It is possible to add additional fields (including custom fields) into the report, if required.
    • It is possible to add additional filters (including custom fields) into the report, if required.
  • Job Time Summary Report
    Description

    Time, Cost and Amount grouped by Job.

    Use report to identify, within a specified timesheet date range:

    • The amount of time written to tasks
    • The cost, or billable value of those tasks
    • One or all jobs being done for one or more specific clients
    • One or all jobs being done by one or more specified staff.

    There is the option to display just the time, or alternatively:

    • The time and the cost of that time, or
    • The time and the billable value of that time.

    The report can also report on a single job.
    Report Content

    On a one page per job view, this report shows:

    • Job number and name
    • Task name
    • Staff name
    • Time (in hours)
    • Billable rate
    • Cost of time
    • The monetary value of time for each task within the selected timesheet date range.
    Comments

    The report does not display both the cost and billable value of the time on the same report.

    Filters
    • Client
    • Job State
    • Client: Client Manager
    • Client: Job Manager
    • Job: Client Manager
    • Job: Job Manager
    • Jobs
    • Staff
    Format
    • Time Only
    • Time Rate and Cost
    • Time Rate and Amount.
    Is it possible to closely replicate this in the Report Builder?

    Yes. More detailed versions of this report can be created in the Report Builder - more below.

    Comments on The Report Builder Alternative

    We recommend that you review output from each report and use either the Report Builder report or the Standard Reports > Job Time Summary Report, as required.

    • The date filter is by timesheet date.
    Advantages of using the Report Builder version
    • Provides a hyperlink directly to the Job.
    • Displays the job % complete.
    • Displays the timesheet Date, Staff Name, Base Rate and Billable Rate
    • Displays the task Estimated, Actual and Remaining Time
    • It is possible to add additional fields (including custom fields) into the report, if required
    • It is possible to add additional filters (including custom fields) into the report, if required.
  • Job Time Detail Report
    Description

    Displays the time, cost and amount grouped by job.

    Use this report to identify, within a specified timesheet date range:

    • The amount of time written to tasks
    • The cost, or billable value of those tasks
    • One or all jobs being done for one or more specific clients
    • One or all jobs being done by one or more specified staff.

    There is the option to display just the time, or alternatively:

    • The time and the cost of that time, or
    • The time and the billable value of that time.

    You can also use this report to report on a single job.
    Report Content

    On a one page per job view, this report displays the Job Name, Task Name, Staff Name, Time (in hours), Billable Rate, cost of Time, and monetary value of time for each task and individual timesheet within the selected timesheet date range.

    Comments

    The report does not display both the cost and billable value of the time on the same report.

    Filters
    • Client
    • Job State
    • Client: Client Manager
    • Client: Job Manager
    • Job: Client Manager
    • Job: Job Manager
    • Jobs
    • Staff
    Format
    • Time Only
    • Time Rate and Cost
    • Time Rate and Amount.
    Is it possible to closely replicate this in the Report Builder?

    Yes. More detailed versions of this report can be created in the Report Builder - more below.

    Comments on The Report Builder Alternative

    We recommend that you use this Report Builder report rather than the Standard Reports > Client Time Detail Report.

    • The date filter is by timesheet date.
    Advantages of using the Report Builder version
    • Provides a hyperlink directly to the Job and Client
    • Displays the job % complete.
    • Also displays the timesheet Date, Staff Name, Base Rate and Billable Rate.
    • Also displays the task Estimated, Actual and Remaining Time.
    • It is possible to add additional fields (including custom fields) into the report, if required.
    • It is possible to add additional filters (including custom fields) into the report, if required.
  • Staff Time Summary Report
    Description

    Time, Cost and Amount grouped by Staff Name.

    Use report to identify, within a specified timesheet date range:

    • The amount of time written to tasks
    • The cost, or billable value of those tasks
    • One or all jobs being done for one or more specific clients
    • One or all jobs being done by one or more specified staff.

    There is the option to display just the time, or alternatively:

    • The time and the cost of that time, or
    • The time and the billable value of that time.

    You can also use this report to report on a single job.
    Report Content

    On a one page per job view, this report displays the staff member name, client name, job number, task name, time (in hours), billable rate, cost of time, and monetary value of time for each task within the selected timesheet date range.

    Comments

    The report does not display both the cost and billable value of the time on the same report.

    Filters
    • Client
    • Job State
    • Client: Client Manager
    • Client: Job Manager
    • Job: Client Manager
    • Job: Job Manager
    • Jobs
    • Staff
    Format
    • Time Only
    • Time Rate and Cost
    • Time Rate and Amount.
    Modes
    • Job summary
    • Client summary.
    Is it possible to closely replicate this in the Report Builder?

    Yes. More detailed versions of this report can be created in the Report Builder - more below.

    Comments on The Report Builder Alternative

    We recommend that you use this Report Builder report rather than the Standard Reports > Staff Time Detail Report.

    • The date filter is by timesheet date.
    Advantages of using the Report Builder version
    • Provides a hyperlink directly to the Job.
    • Displays the job % complete.
    • Also displays the Timesheet Date, Staff Name, Base Rate and Billable Rate.
    • Also displays the Task Estimated, Actual and Remaining Time.
    • It is possible to add additional fields (including custom fields) into the report, if required.
    • It is possible to add additional filters (including custom fields) into the report, if required.
  • Staff Time Detail Report
    Description

    Time, Cost and Amount grouped by Staff Name.

    Use report to identify, within a specified timesheet date range (on a per-staff member basis):

    • The amount of time written to tasks
    • The cost, or billable value of those tasks
    • One or all jobs being done for one or more specific clients
    • One or all jobs being done by one or more specified staff.

    There is the option to display just the time, or alternatively:

    • The time and the cost of that time, or
    • The time and the billable value of that time.

    You can also use this report to report on a single job.
    Report Content

    On a one page per job view, this report displays the staff member name, client name, job number, task name, time (in hours), billable rate, cost of time, and monetary value of time for each task within the selected timesheet date range.

    Comments

    The report does not display both the cost and billable value of the time on the same report.

    Filters
    • Client
    • Job State
    • Client: Client Manager
    • Client: Job Manager
    • Job: Client Manager
    • Job: Job Manager
    • Jobs
    • Staff
    Format
    • Time Only
    • Time Rate and Cost
    • Time Rate and Amount.
    Modes
    • Job Summary
    • Client Summary.
    Is it possible to closely replicate this in the Report Builder?

    Yes. More detailed versions of this report can be created in the Report Builder - more below.

    Comments on The Report Builder Alternative

    We recommend that you use this Report Builder report rather than the Standard Reports > Staff Time Detail Report.

    • The date filter is by timesheet date.
    Advantages of using the Report Builder version
    • Provides a hyperlink directly to the Job.
    • Displays the job % complete.
    • Also displays the Timesheet Date, Staff Name, Base Rate and Billable Rate.
    • Also displays the Task Estimated, Actual and Remaining Time.
    • It is possible to add additional fields (including custom fields) into the report, if required.
    • It is possible to add additional filters (including custom fields) into the report, if required.

Work In Progress Reports

  • Estimated Billings Report
    Description

    This report displays uninvoiced actual time and costs and/or uninvoiced quoted values, in a choice of four different layouts: by Client, by Job, by Job Phase and by Job Time/Cost.

    Use this report to get an insight into how much might be currently available to invoice out to your clients. This may include both the billable value of accumulated, uninvoiced, actual time and costs (where the job has not been quoted), and the uninvoiced balance of jobs that have been quoted.

    Comments
      • All values of Estimated Billings will depend on the setting located at Organisation Settings (Job Section): “When calculating the Estimated Billings for a job, if the job has an accepted quote/estimate then base the calculation on the quoted/estimated value and not the actual time worked on the job.”
      • If this option is not selected, then Estimated Billings will be displayed as being identical to uninvoiced actual time and cost WIP, irrespective of whether or not there is an accepted quote on the job.

    Most of the information in this report can also be viewed in the Business > Work In Progress Manager.

    Filters
    • Client
    • Job State
    • Client: Client Manager
    • Client: Job Manager
    • Job: Client Manager
    • Job: Job Manager
    Layout
    • Client Summary
    • Job Summary
    • Job Time/cost
    • Job Phase
    Is it possible to closely replicate this in the Report Builder?

    Yes - versions of this report can be created in the Report Builder - more below.

    Comments on The Report Builder Alternative
    • The date filter is by timesheet date.
    Advantages of using the Report Builder version
    • Provides a hyperlink directly to the Job and Client
    • Displays the job % complete.
    • Displays the accumulated cost of time and costs to date.
    • Displays the billable value of actual time and costs, and both combined.
    • Displays the Quoted Value.
    • Displays the Invoiced Value and the Date Last Invoiced.
  • Aged WIP Report
    Description

    This report:

    • Displays the billable value of all uninvoiced actual time and costs, aged by time since the record date of the WIP.
    • Shows the preceding two full months and anything older is combined into one column. Any deposit invoices that fall within the selected as-at date will be applied to the oldest WIP first.
    • Can be filtered by values such as Client, Client Manager, and Job Category. Based on one of those selected options, the available client list will show allowing you to report on some or all of those clients.
    • Can be grouped, based on the grouping options and display either by % by month or date and amount of last invoice raised.
    • Takes into account interims/deposits where these interims/deposits will be applied to the oldest WIP.

    Use this report to see how much unbilled WIP the business has at a specific date. The WIP is grouped by age for the month up to the selected as-at date.

    Filters
    • Client
    • Job State
    • Client: Client Manager
    • Client: Job Manager
    • Job: Client Manager
    • Job: Job Manager
    Grouping
    • Client > Job
    • Client Group > Client
    • Client Manager > Client
    • Job Manager > Client
    • Job Category > Job
    • Job Status > Job
    • Job Manager > Job
    • Client Manager > Job
    Column Layout
    • Percentages by month
    • Date and amount of last invoice.
    Is it possible to closely replicate this in the Report Builder?

    Not in the same format as the Aged WIP Report. However, the custom WIP Ledger report may be useful. While it doesn’t provide an exact replica, it does show all your unbilled WIP grouped by ledger date.

    Comments on The Report Builder Alternative
    • The date filter is by timesheet date
    Advantages of using the Report Builder version
    • Provides a hyperlink directly to the Job and Client
    • Displays the Ledger Type
    • Includes the Timesheet Note entry, if there is one
    • Displays the Standard, Custom and Billable rates and amounts.

  • Job Cost Report

    Description

    This report shows you a list of costs, the value incurred, and the amount invoiced on to the client, on a per job basis.

    Use this report to find all cost/disbursements, billed and unbilled, within a certain date range.
    Report Content While most WIP reporting relates to uninvoiced time entries, this report focuses on the non-timesheet entries: Job Costs.
    Comments
    • It is possible to filter this report by estimated costs, actual costs, and all costs.
    • The report displays Quantity, Unit Cost, Cost, and Invoiced values.
    • The report does not display Unit Price, Markup % or Write ups/downs.
    Filters
    • Supplier
    • Job state
    • Jobs
    Modes
    • All costs
    • Estimated costs only
    • Actual costs only.
    Sort By
    • Job
    • Supplier.
    Is it possible to closely replicate this in the Report Builder? Yes, this report can be replicated as a custom Job Cost report, with the ability to include the Unit Price.
  • Lost Earnings Report
    Description

    Estimate of loss of income broken down by job task.

    Information displayed by this report may be misleading. The billable value of actual time on both quoted and unquoted (but as yet uninvoiced) jobs is displayed as ‘lost’ when in fact it is ‘not yet invoiced’.

    Comments
    • Lost earnings, in the case of quoted jobs, can be defined as the billable value of your actual time and costs minus what you actually did invoice (which should normally equal what you quoted).
    • Lost earnings in the case of unquoted jobs can be defined as the difference between the full and finally invoiced value of time and costs, minus the full standard or custom billable value of actual time and costs (the written down value).
    • In both cases, for the ‘lost earnings’ to be accurately reported, the job must be fully completed, fully costed, and fully invoiced.
    Filters
    • Client
    • Job state
    Is it possible to closely replicate this in the Report Builder?

    Yes - versions of this report can be created in the Report Builder - more below.

    Comments on The Report Builder Alternative
    • The date filter is by Job Completed Date or Job Start Date.
    Advantages of using the Report Builder version
    • Provides a hyperlink directly to the Job and Client.
    • Displays the job % complete.
    • Displays the accumulated cost of time and costs to date.
    • Displays the billable value of actual time and costs, and both combined.
    • Displays the Quoted Value.
    • Displays the Invoiced Value and the Date Last Invoiced

  • Non Invoiced Time Report

    Description This report displays a list of billable time by job task that has not been invoiced.
    Report Content
    • Period (as specified in the From/To dates)
    • Job state(s) specified
    • Job number and name
    • Task name
    • Billable, invoiced, non-invoiced amounts
    • Billable rate
    • Total non-billable amount (Billable rate x non-invoiced hours)
    Comments Monetary amounts in this report are exclusive of tax.
    Filters
    • Client
    • Job state
    Is it possible to closely replicate this in the Report Builder?
    Comments on The Report Builder Alternative
    Advantages of using the Report Builder version

    It is possible to add additional fields (including custom fields) into the report, if required.

    It is possible to add additional filters (including custom fields) into the report, if required.

  • Job WIP Balances Report

    Description

    Displays the WIP balance for each job grouped by client account manager as at the selected date.

    Using the filters in the Work in Progress Manager produces the same results, however this report is printable and shows the date of the last WIP entry.
    Report Content

    The report lists the job number, job name, job state, the date WIP was last recorded and the breakdown of WIP into Time, Disbursements, and Interim and total WIP.

    Where there is an accepted quote on the job, the Job WIP Balance report does not report on the quoted values. If actual time and costs have been entered against the job, the report will show those figures.
    Comments
    Filters
    • Job: Client Manager
    Is it possible to closely replicate this in the Report Builder?
    Comments on The Report Builder Alternative
    Advantages of using the Report Builder version

    It is possible to add additional fields (including custom fields) into the report, if required.

    It is possible to add additional filters (including custom fields) into the report, if required.

  • WIP Control Report

    Description

    Shows the movement of WIP (billable time and costs) during a specified time period.

    Use this report to measure the balance of WIP in your business and revenue accrued and charged (invoiced).
    Report Content

    Displays the opening and closing balance, time (charged, billed and written on/off), disbursements (costs), and interims based on the selected dates.

    The opening balance = closing balance of the day prior to the first date of the selected period.
    Metrics explained

    Time and Costs:

    • Time, Disbursements, Interim Fees: Opening balance = all unbilled time and disbursements, and unabsorbed interims prior to the selected start date.
    • Time charged, Disbursements charged = Monetary value of time and costs entered based on the selected period (ledger date).
    • Time billed, Disbursements billed = Monetary value of invoiced time and of invoiced costs, raised between the selected period:
      • Plus WIP dated within the selected period but with the invoice date prior to the selected period.
      • Excluding WIP dated after the selected period but with the invoice date within the selected period.
    • Time written on (off), Disbursements written on (off) = Monetary value of write on/off for time, monetary value of write on/off for costs (invoiced amount less billable amount) on invoices raised within the selected period:
      • Plus WIP dated within the selected period but invoice date prior to the selected period.
      • Excluding WIP dated after the selected period but invoice date within the selected period.
    • Disbursements (monetary value of invoiced costs raised within the selected period) plus Interim fees raised = Monetary value of interims/deposits raised between the reporting period based on invoice date.
    • Interim fees absorbed = Monetary value of interims absorbed/used to offset against estimated billings (WIP) based on invoice date.
    • Summary = a high-level overview of the WIP movement during the reporting period.
    Filters
    Is it possible to closely replicate this in the Report Builder? No, this report cannot be replicated using the report builder as the date filters are based on both ledger and invoice date.
    Comments on The Report Builder Alternative
    Advantages of using the Report Builder version

WorkflowMax Premium Reports

The following reports are available to users of WorkflowMax Premium, in addition to the reports listed above.

  • KPI Dashboard

    Description

    Provides performance metrics on how your business is performing, such as how much WIP can be invoiced, the average number of days until invoices are paid, the value of write ons/offs, and revenue. The data shows the current month and previous three months plus the year to date total.

    Use this report when your business invoices are based on actual time and cost.

    The report can give you an overview of how well your business is performing over the current quarter and be able to drill further into the metrics to group performance based on job managers, partners, and clients.

    The Write Offs/Write Ons, Average Revenue per Client, and Revenue metrics can be drilled down further to show the related job and client.
    Report Content

    This report displays:

    • WIP days
    • Debtor days
    • Lock up days
    • Average hourly rate
    • Write offs / Write ons
    • Revenue per Director/Partner
    • Revenue per fee earner
    • Revenue per FTE
    • Average revenue per client, and revenue.

    Each figure is grouped monthly for the last four months, and year to date (YTD).
    Comments

    The YTD is determined by the Financial Year End setting in Organisation Settings. Revenue per Director/Partner, or Fee Earner, or FTE is set within the staff record in Staff Settings.

    The KPI dashboard metrics are refreshed overnight, the report does not update in real time. Click on the tiles above the report to return to previously viewed metrics or click on 'KPI Headline' to return to the report.
    Metric calculations
    • WIP Days: The drilldown will show the WIP Days per [Client] Client Manager. WIP day is number of days from a WIP being created to be invoiced. We will apply formula as follows: WIP Days = ((Start of month WIP + end of month WIP) / 2 ) / Invoiced for month * Days in month. For Current Month: ((Start of month WIP + Current WIP) / 2 ) / Invoiced for the month * [No. of days from month start to current date]
    • Debtor Days: The drilldown will show the Debtor Days per [Client] Client Manager. Aged/Debtor Days = ((Start of month AR + end of month AR) / 2 ) / Paid for month * Days in month. For Current Month: ((Start of month AR + Current AR) / 2 ) / Paid for the month * [No. of days from month start to current date] AR: Account Receivables, i.e. Awaiting Payment, invoice outstanding
    • Lock up Days: WIP Days + Debtor Days
    • Average Hourly Rate: Amount Invoiced / Billables Hours worked. The drilldown will show the Average Hourly Rate per Client: Client Manager as well as for each client. Client Average Hourly Rate = Total Amount Invoiced per client per month / Total Hours worked per client per month
    • Write Offs / Write Ons: Amount Invoiced - Billable Amount. The drilldown will show the Write Offs / Write Ons per [Client]: Client Manager as well as per Job: Job Manager. The 2nd level drilldown will show the Write On/Off per job, with the hyperlink to the specific job.
    • Revenue per Director/Partner: Amount Invoiced / Number of Staff with the Director/Partner KPI flag
    • Revenue per Fee Earner: Amount Invoiced / Number of Staff with the Fee Earner KPI flag
    • Revenue per FTE: Amount Invoiced / Sum of the percentages of Full-time Equivalent (FTE) staff. Two staff at 50% FTE will be treated as 1 FTE for the purposes of the metric calculations. Employees not currently working will be counted as 0% regardless of the FTE values.
    • Average Revenue per Client: Amount Invoiced / Distinct number of Clients. The drilldown will show the revenue per client as well as the overall average for the practice. For each client amount you can drill down to show the actual invoices, with hyperlink to the exact invoice page.
    • Revenue: Total revenue for the practice. The drilldown will show the revenue per Client: Client Manager as well as per Job: Job Manager. For each amount you can drill down to show the actual invoices, with hyperlink to the exact invoice page.
    Is it possible to closely replicate this in Report Builder? The WIP Ledger report can be used to show similar data from the Write offs/Write ons, Average revenue per client and Revenue metrics.
  • Hours Analysis Report
    Description

    Displays the YTD productivity for staff compared to their total hours.

    Report Content

    The report groups the staff based on whether they have the Director/Partner flag or not.

    The report shows the actual and budgeted productive hours and its percentage, and the actual and budgeted total hours and its percentage, and total overall productivity.

    Metrics
    • Productive Hours Budget: (Number of working days up to the end of the selected month * target capacity (the expected daily productive or billable work hours, set in Organisational Settings > Capacity ) - Capacity reducing hours written by staff ) x productivity % i.e.Total Capacity Hours Actual * productivity %
    • Productive Hours %: (Productive Hours Actual/Productive Hours Budget) * 100%
    • Total Capacity Hours Actual: (Number of working days up to the end of the selected month * target capacity (the expected daily productive or billable work hours, set in Organisational Settings > Capacity )) - Capacity reducing hours written by staff
    • Total Capacity Hours Budget: number of working days up to the end of the selected month * target capacity (the expected daily productive or billable work hours, set in Organisational Settings > Capacity )
    • Total Capacity Hours %: % = 100% or 0% 100% if Actual Total Hours = Budget 0% otherwise.
    • Staff Productivity: (Actual Productive Hours/Total Capacity Hours Actual) x 100%
    Filters

    The year to date is determined by the year end month set in Organisation Settings.

  • Fees and Write On/Off Report

    Description

    This report displays all revenue (including Time and Disbursements) invoiced on the basis of both actual time and cost, and quoted values, along with Write on/off amounts, by selected calendar month, and by year-to-date, grouped by both account manager and job manager.

    Use this report after the completion of a month-end invoicing process in order to understand which account and job managers write-ons and write-offs are associated with.
    Report Content
    • Fees (All Time and Disbursements invoiced) for the selected month
    • Write on/write off (monetary value) for the selected month
    • Write on/write off (%) for the selected month
    • Fees (All Time and Disbursements invoiced) for the Year-To-Date
    • Write on/write off (monetary value) for the Year-To-Date
    • Write on/write off (%) for the Year-To-Date
    • By Account Manager (Client Manager from the Client record) and Job Manager (as specified on the job).
    Comments

    The report is grouped by account manager and job manager.

    The job manager is Manager on the job. Where an invoice is not related to a job (miscellaneous invoice) or the Manager field is blank, the revenue and write ons/off will be allocated to the Job Manager on the client record.
    Filters Period ending date (month and year)
    Metrics
    • Write on/write off (%) (Selected Month): = (Monthly write on and write off amount / (Monthly fees amount - Monthly write on and write off amount)) * 100
    • Fees (YTD): All approved invoices with the invoice dates that fall within the relevant period/ Sum of all invoices in the selected period, excluding tax
    • Write on/write off (YTD): Write ons/offs with invoice date from Year begin to selected month (exclude the timesheets/costs are dated in a future month). Plus timesheets/costs are dated from Year begin to selected month but with invoice date prior to this year.
    • Write on/write off (%)(YTD): YTD = (YTD write on and write off amount / (YTD fees amount - YTD write on and write off amount)) * 100

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