OFFICE: Reporting

What is the Reporting Toolkit?

The Reporting Toolkit answers real questions about your invoicing, receivables, and tracked time, and lets you re-pivot any report into a different question without building anything. Before this, answering a question that spanned your Invoices or your tracked time meant exporting to a spreadsheet and rebuilding the same pivot by hand every month, because the Invoice and time-tracking screens list records but cannot answer questions across them. Now nine ready-to-use reports do that for you, and it is available on every account.

You will find it at Office > Reporting, between Payments and Gateways. Like any other menu item, you can rename it, reorder it, or hide it per role from Customize Menu.

IMPORTANT: Reporting is available to Master Accounts, Admins, and Office Managers. Clients and Prospects cannot see it and cannot reach it.

How do I ask one report many questions?

Every report runs on three selectors, which you can change independently and instantly, with no formulas, no chart builder, and no waiting on anyone:

Time Range: the period the report covers.
Entity Scope: which Clients, Staff, or records are included.
Dimension: how the results are grouped.

Switch the grouping from By Target to By Month to By Sales Owner and the same report re-draws to answer a different question. You can also click an aggregate row to narrow the report to just those records.

What reports are included?

Nine reports ship ready to use, in the three groups you will see in the report list.

Time

Timesheets & Billing: billable and non-billable hours, by Client or by Staff.
Uninvoiced Time and Value: tracked time that has not been invoiced yet, its value, and how far back the oldest unbilled entry goes.

Financial

Invoice Status Summary: where your Invoices are sitting across Draft, Sent, Viewed, Paid, Partial, and Overdue.
Accounts Receivable Aging: outstanding balances bucketed by 0 to 30, 31 to 60, 61 to 90, and 91+ days past due.
Revenue Overview: invoiced, collected, outstanding, and collection rate, counted against each Invoice's due date.
Payments Received: money you actually received, counted on the day each payment arrived. Subscription payments are included even though they have no Invoice, so this total can be higher than the Collected figure on Revenue Overview.
Profit & Loss: income against expenses for a period. Income is counted on the day each payment arrived; expenses are counted on their Expense Date. Figures exclude tax.
Sales Tax: the tax you collected and the tax you paid, for any period, broken down by each tax you charge. See below.

Sales

Sales by Target: sales totals by target, with and without discount, with tax, and the number of Invoices behind them.

Which date does each report count on?

Almost every question about a figure that looks wrong comes down to this. The reports deliberately count on different dates, because they answer different questions: what you billed is not the same event as when the money turned up.

Report	Counted on
Timesheets & Billing	The day each time entry starts.
Uninvoiced Time and Value	The day each time entry starts.
Invoice Status Summary	The invoice’s issue date.
Accounts Receivable Aging	Nothing. It is a snapshot as of today, and the only report with no Time Range selector.
Revenue Overview	Each invoice’s due date.
Payments Received	The day each payment arrived.
Profit & Loss	Income on the day each payment arrived. Expenses on their Expense Date.
Sales Tax	Payments on the day they arrived. Tax Paid on each cost’s Expense Date.
Sales by Target	Each invoice’s due date.

Every report uses UTC calendar days rather than your account timezone, so they always agree with each other. A late-evening payment in the Americas can fall into the next day.

IMPORTANT: Two reports show an Outstanding Balance and they are not meant to match. Accounts Receivable Aging counts overdue invoices only. Revenue Overview counts everything in the period you selected. Comparing them and finding a difference is the expected result, not a discrepancy to chase.

What does each report do?

Each report below lists what it answers, the date it counts on, what you can group it by, the columns you get, and anything that would otherwise catch you out.

Timesheets & Billing

How much time was logged, by whom, on what, and how much of it can be billed.

Counted on: the day each time entry starts.
Opens on: Detail, one row per timer. It is the one report with no default grouping.
Group by: Day, Week, Month, Staff, Client, Project, Task, Invoice Status, Billable.
Columns: Total Hours, Billable Hours, Non-Billable Hours, Billable Amount, Count of Entries.
Filter by: Staff, Client, Project, Task, Invoice, and accumulating (prepaid) generators.

Uninvoiced Time and Value

Billable work that has been logged but never invoiced, and what it is worth.

Counted on: the day each time entry starts.
Opens on: Client.
Group by: Client, Project, Staff, Task.
Columns: Unbilled Value, Unbilled Hours, Oldest Unbilled Entry, Excluded (Implausible Hours).

An entry counts as not billed when it has no invoice at all, or its invoice is in a status that means it was never really billed.

Entries longer than 1,000 hours are treated as typing mistakes and left out of the value and hours totals. They are not hidden: the Excluded (Implausible Hours) column counts them, so you can find and fix them rather than wonder why a total looks low. Prepaid time is offered as a filter rather than removed for you.

Invoice Status Summary

Where your invoices are sitting across their statuses, how many there are, what they are worth, and how old they are.

Counted on: the invoice’s issue date.
Opens on: Invoice Status.
Group by: Invoice Status, Month, Target.
Columns: Invoice Count, Total Amount, Avg. Days Since Issued.

Avg. Days Since Issued is the average age of the invoices sitting in that status right now, measured from the day each was issued to today. It is not how long invoices spend in that status, because the platform does not keep a history of status changes. Invoices with no issue date have no age and are left out of that average.

Accounts Receivable Aging

Who owes you money that is already late, and how late it is.

Counted on: nothing. This is a snapshot as of today, which is why it has no Time Range selector.
Opens on: Aging Bucket.
Group by: Aging Bucket, Target.
Columns: Invoice Count, Outstanding Balance.
Buckets: 0–30, 31–60, 61–90, and 91+ days past due.

It includes only invoices that are both in a receivable status and already past their due date. Click an aging bucket to narrow the report to just those invoices.

Its Outstanding Balance will not match the Outstanding Balance on Revenue Overview, and that is expected rather than a fault: this report counts overdue invoices only, while Revenue Overview counts everything in the period you selected.

Revenue Overview

What you invoiced in a period and how much of it actually came in.

Counted on: each invoice’s due date.
Opens on: Month.
Group by: Month, Quarter, Year, Invoice Status, Target.
Columns: Total Invoiced, Total Collected, Outstanding Balance, Collection Rate.

Collected counts only payments made against an invoice, so subscription payments are not in it. See Payments Received for everything that arrived. Archived, draft and void invoices are excluded throughout.

Collection Rate is worked out for each row as Collected divided by Invoiced, so it stays correct on grouped rows, on the totals row, and when you compare against a previous period.

Payments Received

Money that actually arrived, read from the payments themselves rather than worked out from invoices.

Counted on: the day each payment arrived.
Opens on: Date.
Group by: Date, Week, Month, Status, Client, Payment Method, Gateway.
Columns: Total Received, Refunds, Payment Count, Avg. Payment.
Filter by: Client, Invoice, Gateway, Payment Method.

Subscription payments are included even though they have no invoice behind them. Roughly a third of payments arrive that way, which is why this total can be higher than Collected on Revenue Overview.

Profit & Loss

Income against expenses for a period, on a cash basis.

Counted on: income on the day each payment arrived; expenses on their Expense Date.
Opens on: Month.
Group by: Month, Direction, Category.
Columns: Income, Refunds, Expenses, Net, Tax Collected, Tax Refunded, Tax Paid, Cost of Revenue, Operating Expenses, Gross Profit.
Filter by: Re-billed costs.

Three of those columns depend on a choice you make outside the report. Each Expense Category carries a Direct cost of revenue checkbox, offered when you create or edit an expense category. Spending filed under a category you have marked becomes Cost of Revenue, everything else becomes Operating Expenses, and the two always add up to the Expenses total, which does not move. Gross Profit is Income less Refunds less Cost of Revenue. It does not subtract Operating Expenses, and the bottom line is unchanged.

Every category starts unmarked, including ones you created long ago, so nothing is reclassified behind your back and these three columns stay empty until you mark some. A line shows them only when enough of its own spending is filed under categories for them to be true. Where it is not, the line prints a dash rather than a confident zero, and the totals skip that line instead of adding one. A line that does qualify tells you how much unclassified spending it still holds, and the totals row tells you how much of the statement it covers.

IMPORTANT: Changing whether a category is a direct cost of revenue restates every past period holding spending under it. It moves that spending between Cost of Revenue and Operating Expenses and changes the Gross Profit between them, while leaving total spending and the bottom line exactly as they were.

Figures exclude tax. Where an invoice is only part paid, its tax is apportioned in the same proportion as the payment. Expense Date is typed in by hand and can be edited later, so it may not be the day the money actually left.

One effect is worth knowing before it surprises you. A cost you re-bill to a client is counted on its Expense Date, while the money reimbursing it is counted when that payment arrives. The two often fall in different months, so a large re-billed job can show a heavy gross loss one month and an unusually rich margin the next with nothing wrong underneath. To read the figures without that effect, set the Re-billed costs filter to Excluded, which takes out those costs and the payments reimbursing them together. On invoices that mix re-billed costs with your own work, that split is approximate.

Expenses with no date are left out, because a record with no date has no place in a period statement. This report has no Detail view.

Sales Tax

The tax you collected and the tax you paid, side by side, for any period.

Counted on: payments on the day they arrived. Tax Paid on each cost’s Expense Date.
Opens on: Tax.
Group by: Tax, Month.
Columns: Tax Collected, Tax Refunded, Net Tax, Tax Paid.

People file returns from this one, so it has a section of its own below.

Sales by Target

Sales totals per target, with and without discount and tax, and the number of invoices behind them.

Counted on: each invoice’s due date, the same basis as Revenue Overview.
Opens on: Target.
Group by: Target, Month, Owner.
Columns: Invoice Count, Sales, Sales w/ Tax, Sales w/o Discount.
Filter by: Target.

How do I read the Sales Tax report?

People file returns from this report, so it is worth knowing exactly what each figure counts. The report states its own basis on screen: open the question mark beside the report title and the whole statement is there.

Tax is counted when the payment arrives, not when the Invoice is raised. An Invoice raised in March and paid in April counts in April. That is the same basis Profit & Loss uses, so the two agree. Periods follow UTC calendar days rather than your account timezone, so a late-evening payment in the Americas can fall into the next day.

Refunds are already deducted. A refund reduces the tax it was collected under, so there is nothing to remember partway through a quarter and nothing to reconcile by hand afterwards.

Each tax appears on its own line, by name and percentage, the way a return asks for it. If you charge a state tax and a local levy on the same Invoices, you get two lines rather than one lump.

Tax Paid sits beside Tax Collected and is never subtracted from it. Tax Paid is what you paid in tax on your own costs. Whether it can be reclaimed depends on your jurisdiction, so the report shows both figures and leaves that judgement to you and your accountant. It is counted on each cost's Expense Date, which is entered by hand and may not be the day the money left, so it is the one figure here not counted on arrival.

Some tax cannot be traced back to a named tax. Where a tax was collected without its identity being recorded, most commonly through subscriptions, it appears on its own Unattributed line rather than being hidden inside a named one or quietly dropped. Lines marked Inferred or Derived were worked out from the money rather than read from a record, so as an account's records change, the same period can split its tax across different lines when it is run again, even though the period totals are unchanged.

Where an Invoice is only part paid, its tax is counted in the same proportion as the payment. That is an estimate rather than a reading. Where an Invoice carries more than one tax, a payment or a refund is split across those taxes in proportion, so each tax's share is an estimate while the period total is exact.

IMPORTANT: This report tells you what tax moved. It does not tell you what you owe. What you owe depends on your jurisdiction and your position, and the platform does not calculate it.

Exporting carries the same disclosures into the file, so the copy you hand to an accountant says what the screen said, and the export is stamped with the moment the file was prepared.

How do I compare to a previous period?

Turn on Compare to previous period in the Time Range selector by using the icon shown in the screenshot below, and every headline number and table row gains a delta against the prior period.

That way a collection rate sliding will show which creates a clear signal instead of staying buried.

How do I save, schedule, share, and export a report?

Once you have a report set the way you want, you can:

Save it as a named view in My Reports.
Schedule a recurring email delivery to your team.
Share a view with colleagues.
Export to CSV or PDF.

To go from a summary straight to the records behind a number, switch the Dimension to Detail on the reports that offer it and you will see the individual Invoices or time entries that make up the total.

TIP: Any view worth repeating can become a saved report on a schedule, delivered to the people who need it, instead of a standing manual task each month.

How do I send a scheduled report securely?

A schedule has a Delivery Method. File Attachment puts the finished file on the email, which is the older behaviour. Protected Link sends each recipient a link they open on their own, and it is the one to choose for anything sensitive, because a link stays under your control after it has been sent.

A protected link lets you set an expiry, an Access Code, a download limit, and who gets notified on download.

Access Code. The platform generates it, and it is never included in the report email, so pass it to your recipients separately. You can look it up on the schedule at any time. Switching the code off removes it, and switching it back on issues a new one, which stops any code you have already shared from working.
Who opened it. Every delivery records who opened it and when, so a Profit and Loss statement is no longer a document you lose sight of the moment it is sent.
Revoke Access closes one recipient's link immediately. It cannot be undone. To let that person back in you add them to the delivery again, which gives them a brand new link and access code, and the revoked one stays closed for good.
Revoke Delivery closes every link at once. The delivery stays on your list afterwards, so you can still see who opened it before you pulled it.
Send Again re-sends the delivery. If it has been revoked, sending again is refused rather than quietly emailing a link that no longer opens.

TIP: If a delivery carries one shared access code that everybody was given, revoking a single person stops their own link but anyone who still knows the shared code can get in. Revoke the whole delivery to close it for everyone.

IMPORTANT: Keep Delivered Reports For records how long delivered reports should be kept in your storage. It sets your intention rather than acting on it: nothing is deleted automatically yet, so reports stay until you remove them. Recipients must also be active members of your company unless you switch on Allow external recipients.

What can the Reporting block on a Dashboard show?

The Reporting block puts numbers from the Toolkit straight onto a Dashboard. A tile is no longer limited to a company-wide total: it can be aimed at one specific thing, such as a single project, one staff member, one client, a pipeline stage, or a payment method.

An aimed tile takes its figure from the Reporting Toolkit report that owns that number, so the tile and the report can never drift apart. Clicking it opens that report already narrowed to the same slice, and the tile is hidden from anyone who would not be allowed to open the report behind it. Each tile also says in words which question it is answering, a total as it stands today or the change across the period.

Alongside the original tiles you can now show Pipeline Stage, Outstanding Receivables, Aging Bucket, Collection Rate, Hours Logged, Payments Received and Unbilled Value, the last being money sitting in finished, billable work nobody has invoiced yet.

IMPORTANT: Eight of the nine original tiles no longer show a movement arrow, and this is deliberate. The platform records when a Contact, Invoice, Estimate or Proposal arrives, and records nothing about it leaving, so the earlier figure those tiles compared against was never actually knowable and their growth was overstated. They now show the present figure and say on their face that no comparison is available. Total Revenue keeps its movement, because it is the one figure read from dated payments.

Report Settings & Toolbar Icons

Every report inside the Reporting Toolkit has a set of quick action icons running down the right side of the report. These icons give you fast access to the settings that control how a report is built, saved, and shared, without needing to leave the report you are viewing. They are the same on each of the ready made reports, so once you learn them you can move between reports with confidence.