Finding the right report

There are four reports, listed under Reports in the sidebar: Timesheet reports, Expense report, Project report and Pivot table. They are not four views of the same thing. Each starts from a different question, and picking the right one saves you a lot of filtering.

All four respect what you are allowed to see, so two people running the same report can get different numbers. That is covered at the bottom of this page.

Which report answers which question

Timesheet reports

The workhorse: every time entry that matches your filters, listed or summarised. Filter by Clients, Projects, Tasks, Users, Billable filter, and a Period ranging from This week to All, or a custom From and Until.

Group by decides the structure of the list, and takes several values at once: Time, Date, Week #, Week, Month, Quarter, Year, Client, Project, Task, User, Notes and Hourrate. Group by Client then Month and you get a subtotal per client per month. Time is absent if your company only tracks durations, since there are no start and end times to group on.

Columns to include decides what is on each row: User, Duration, Price, Invoiced, Notes, Hour rate, Cost / hour, Cost, Profit, Locked, plus any flexfields you have defined. Tick Don't show details (summary only) to drop the individual entries and keep only the group totals.

Uninvoiced only narrows the report to what has not been billed yet, which makes this the natural place to check what an invoice would pick up. The Mark as menu can then set the whole selection to Invoiced, Uninvoiced, Locked (manual) or Unlocked in one go. Marking entries invoiced here does not create an invoice; for that see Creating an invoice.

Exports sit under Export to: CSV, XLSX and XML on the detailed report, XLSX on the summary.

Expense report

The same shape, for expenses instead of hours. Filter by Clients, Projects, Expense types, Users, a period and Uninvoiced only. Group by takes one value: Date, Client, Project, User or Expense type. Each row shows the amount, the rate and the resulting price, and whether it has been invoiced. Mark as sets the selection to Invoiced or Uninvoiced, and Export to offers CSV and XLSX.

This report is only available when the expenses module is on. See Recording expenses.

Project report

This one does not list entries. It compares each project against what it was supposed to cost: budget, spent, remaining, and the percentage of budget used. Choose All projects, Active projects or Budgeted projects, optionally narrowed to some Clients.

Columns to include covers Budget, Spent, Graph, Remaining, Budget %, Cost, Spent hours, Spent money, Progress, Fee, Fee invoiced and Fee profit. The last three are for fixed fee and retainer projects: contract value, how much of it has been invoiced, and what is left after costs.

Details expands each project into its tasks and users, either Show full details (Tasks - Users) or Show full details (Users - Tasks). With the Progress column on, Mark progress lets you record how far along a task actually is, which is the one thing tracked hours cannot tell you. See Budgets and tracking progress.

Pivot table

Everything else. Drag fields into rows and columns and the same data reshapes itself, with charts and an Excel export. Use it when the question does not fit a fixed report layout. See The pivot table.

Who sees what

• Employees get Timesheet reports and the Pivot table, limited to their own time, and without the price, rate and cost columns.
• Managers who manage at least one project additionally get the Project report, and for the projects they manage they see prices and hourly rates. Cost and profit stay hidden. Ask about a project they do not manage and the money columns disappear again.
• Owners and admins see every report for every project, including cost and profit.

The Expense report follows the same pattern but needs the expenses module. See Roles and permissions.