Run time, margin and utilization reports

Reports sit on one page with five tabs. Owners, admins, managers and accountants can open them. Members and contractors can’t. If Reports is missing from the menu, an admin has turned the module off under Workspace settings → “Modules”.

Managers see figures only for projects where they’re marked as a manager, in every report except Invoicing. Everyone who can open reports sees costs and margins inside the app. Public share links never show them.

The five reports

Report	What it answers	Group by
Time	Hours logged, how many were billable, their value and cost	Project, Client, Task, Person, Day, Week, Month
Profitability	Revenue, cost and delivery margin	Project, Client, Month
Utilization	How much of each person’s capacity went to billable work	One row per person
Invoicing	What you invoiced, what came in and what is still open	Client, Month
Uninvoiced	Billable work that hasn’t reached an invoice	One row per project

Every value uses the rate saved on each time entry when it was logged. Changing a rate later doesn’t rewrite past reports.

Time

Cards show “Hours”, “Billable” (with the share of all hours), “Billable value” and “Cost”. The table adds an “Entries” count. This is the only report with the “Billing” filter: “All time”, “Billable only” or “Non-billable only”.

Profitability

“Revenue” is billable time at entry rates, plus fixed-fee and retainer invoice lines issued in the range. Fixed-fee hours carry no per-hour value, so their revenue is what you invoiced for them. Hourly work counts as revenue once it’s logged, invoiced or not; the Uninvoiced report shows the gap.

“Cost” comes from each person’s cost rate at the time of the entry, and “Delivery margin” is revenue minus cost as a percentage. The table also shows “Invoiced” per row. Rows under your margin target are marked, and the “Below margin target” card names the first few.

Utilization

One row per person with “Utilization”, “Billable”, “Logged”, “Capacity” and “Workload”.

Capacity is the person’s weekly hours divided by five for each Monday to Friday in the range. Holidays from the workspace calendar don’t count. The workspace default applies to anyone without their own weekly hours.
Capacity stops at today, so an open range like “This month” doesn’t count days nobody has worked yet.
Utilization is billable hours ÷ capacity. Workload is all logged hours ÷ capacity.

The “Team utilization” card compares the whole team against your target. In a one-person workspace this report only shows you.

Invoicing

Cards show “Invoiced”, “Paid”, “Still open” and the number of invoices. Invoiced counts by issue date and paid counts by payment date. Drafts and voided invoices stay out. Use this report to follow cash.

Uninvoiced

Billable time not yet on an invoice and not written off, per project, up to the end of the range. It ignores the start date: old work that was never billed still shows. It follows the same rule as the month-end ledger.

Filters

“Range”: “This month”, “Last month”, “This quarter”, “Last quarter”, “This year”, “Last year”, “Last 30 days”, “Last 90 days” or “Custom dates” with “From” and “To”. This year and Last year follow the fiscal year set in Workspace settings.
“Group by”, where the report has groupings.
“Client” (not on Utilization), “Project” (not on Invoicing or Utilization) and “Person” (not on Invoicing).

Click “Run” to apply them. There is no row limit on the page.

Shape the Time report

The Time report has two more choices. “Then by” splits each group by a second field: group by “Client”, then by “Person”, and each client’s row is followed by one line per person, which add up to the client. “Columns” picks what shows: “Hours” (always), “Billable hours”, “Billable %”, “Billable value”, “Cost” (for roles that see costs) and “Entries”. Press “Run” to apply.

Both are kept in saved views, scheduled emails and public links. The CSV gets a column for the second level, with each group’s “Total” line before its parts.

Targets

Two targets colour the reports: “Utilization target” (default 80%) and “Margin target” (default 30%). Owners and admins change them under Workspace settings → “Targets”. A person or row under target gets a label such as “below 80%” and an amber bar.

Saved views

“Save view” keeps the current report, range, grouping and filters under a “Name”. A preset range like “Last month” moves with the calendar. Custom dates stay fixed.

Saved views show as chips under “Saved” on their report’s tab. They belong to the workspace, so everyone who can open reports sees the same list. Each chip has a link icon for the public link and a bin icon to delete it.

Tick “Create a public read-only link (no costs shown)” when saving, or click the link icon on a saved view that has no link yet. Clicking the icon copies the new link for you. It opens a read-only page at /r/ followed by a random token, with live figures that update on every open.

The public page never shows cost or margin columns, and search engines are told not to index it. On a view that already has a link, the same icon turns it off, and the old address stops working. Turning it on again later gives a new address.

Scheduled emails

A saved view can arrive by email. In the save drawer, set “Email it” to “Every week” or “Every month” and add “Recipients”, comma-separated.

Weekly views go out on Mondays, monthly views on the 1st, in the workspace timezone. Each goes once per period.
The email has the CSV attached. It links to the public page if the view has one, or to the report in the app if it doesn’t.
A schedule needs a preset range like “Last month” and at least one recipient. Fixed dates are refused, since the same dates every week would tell you nothing new.

Pick “Never, just save” to keep a view without email.

Export to CSV

“CSV” in the header downloads the report you’re looking at, with the same range, grouping and filters. The file holds every row and opens cleanly in Excel. There’s no PDF export for reports. For invoice PDFs and payment exports, see invoicing.

For who can see what across the app, see team and roles.