When you want to get an overall view of your organization’s health based on specific fields, you can navigate to the Report Center (ANALYTICS…REPORT CENTER from your main navigation bar). From there, you can either create a custom report, or use one of BigTime’s pre-made templates that are complete with specific fields designed to give you specific information about your company. Below, you can learn more about each report category and the report templates that fall under them. You’ll also learn about the report types that are available to choose from when you open the “Create Custom Report” window. You can see the definitions for each report type in BigTime by hovering over the name of the report.
Let’s first look at the report template and category definitions. Click through the links below to navigate to certain report categories:
Financial Reports
Financial reports track and analyze all aspects of your financial performance, from expenses to invoices. Below are all the reports that fall under this category.
|
FINANCIAL REPORT NAME |
REPORT DESCRIPTION |
| A/R Aging Detail | A listing of invoices with a balance (including current invoices) grouped by 30/60/90 days outstanding. |
| Billable Hours (All Projects) | This report provides a comprehensive view of your projects compared against input and billable hours to assess each project’s overall performance. |
| Draft Invoices | This report provides a list of all draft invoices with a total sum. |
| Open Invoice Summary | This report provides a detailed view of all of your invoices with open balances. It includes details like total sum, paid status, and due dates. |
| Invoice Summary List | A list of invoices for the date range you specify. This report shows invoice dates and total charges (broken down by fees vs. expense). |
| Clients: Largest Open Invoices | This report lists clients that have the largest sum of balances across open invoices. |
| Overdue Invoices | This report provides a list of overdue invoices with a total balance and the days sales outstanding. |
| Payment Types | This report provides a breakdown of each payment method your clients have used to pay invoices across projects. |
| Summary of Unbilled Time & Expense | This report shows the total fees and expenses by category and by project. |
| Time & Expense Detail Margins (by Client) | This is a detailed margin report of the time and expenses recorded for a specified client and date range. |
| Total Profit (by Date Range) | This report provides your firm’s overall net profit across projects. It takes into account overall input revenue and expense margins. |
| Unbilled (Work in Progress) | This report shows total unbilled work in progress. |
| Unbilled Time & Expense Detail |
This report shows all time and expense entries that are not yet attached to an invoice. It tells a running narrative of work that has yet to be billed. For a summary of unbilled charges (including credited charges for pre-billing), use the "Unbilled (Work In Progress)" report instead. |
| Unapproved Expenses | This report lists expenses submitted by employees that have not yet been approved. |
| Vendor Expenses (by Date) | This report shows any expense for a specific vendor for a specific date range. |
Project Reports
Project reports track and analyze all aspects of your project performance, from allocations to budgets. Below are all the reports that fall under this category.
| PROJECT REPORT NAME | REPORT DESCRIPTION |
|
Allocations (All Projects by Month) |
This report shows a list of all your staff members' allocated hours across projects by month. |
|
Overall Margin (by Project)
|
This report compares your billable charges and costs to your overall invoiced amount and provides your overall margins for each project. |
|
Project Task Allocation (by Month)
|
This report shows the hours allocated for each staff member and task per month across a 12 month period on each project. This report is in a grid format with each time period at the top. |
|
Project Task Allocation (by Week)
|
This report shows the hours allocated for each staff member and task per week across a 12 week period on each project. This report is in a grid format with each time period at the top. |
|
Project Task Allocation Detail
|
This is a detailed allocation report that shows each staff member's monthly allocations for each project and task in a specified date period. It also shows the input hours for the period and a ratio of the allocated vs. input hours. This report is grouped by project, so you can see total allocated and input hours for each project. |
| Project List | A simple report which contains a list of all active projects by Client name. |
| Single Project, Time Detail (by Date Range) | This report provides a list of all time detail entries for a given project by data range. |
| Single Project, Time/Activity Summary (by Month) | This report provides a list of all the time detail entries for a given project by date range. |
| Project Budget Status | This report is specific to projects that use the “Project Budget Style”. It shows you monthly budgets, allocated hours vs. input hours, allocated fees vs. input fees, and any remaining fees. |
|
Project Profit
|
This invoice report shows a list of all invoices by Client and Project with the total amount and profit made on each invoice. The report is subtotaled by Client and Project to provide you with the total profit margins. |
| Project Realization | This report shows each project’s fee and overall realization grouped by Client. |
Staff Reports
Staff reports track and analyze all aspects of your staff performance, from utilization to budgeting. Below are all the reports that fall under this category.
| STAFF REPORT NAME | REPORT DESCRIPTION |
|
Free Time Detail (Weekly)
|
This report is based on staff capacity (as defined in each staff member's profile) and allocated hours. Allocations are netted out against capacity to give you a picture of each staff member's free capacity per period. |
| Free Time Grid (Monthly) | This report shows a 12 month period and each staff member's free capacity per month (capacity vs. allocated hours). |
| GDPR Privacy Policy | This report shows the most recent date staff members have acknowledged the privacy policy. |
| Staffer Task Allocation (by Month) | This report shows each staff member's monthly allocated hours for each project across a 12 month period. This report is in a grid format with time periods across the top. |
| Staffer Task Allocation (by Week) | This report shows each staff member’s weekly allocated hours on each project across a 12 week period. This report is in a grid view with time periods across the top. |
| Staffer Task Allocation Detail | This is a detailed allocation report that shows each staffer's monthly allocations on each project and task during a specified date range. It also shows the hours input for the date range and a ratio of allocated vs. input hours. This report is grouped by staff, so you can see each staffer's total allocated and input hours. |
| Staff List | A simple report which contains a list of all active staff members and their basic contact information. |
| Staff Utilization | This report shows the ratio of each staff member's input hours vs. their total capacity for a specific date range. This report also provides the staff member’s total capacity summarized across the specified date range. |
| Staff Utilization & Billable Hours | This report assesses your organization's billable hours as a proportion of the total input hours across staff, providing insight into overall utilization. |
| Underutilized Staff | This report provides a summary of employees that are not meeting their overall billable utilization (75 percent or less). |
| Utilization for Staff (Monthly) | A staff report that provides the utilization for each staff member based on their input, billable, and allocated hours on a monthly basis. Utilization is calculated as the ratio of a staff member's hours to their individual capacity. |
Task Reports
Task reports track and analyze all aspects of your task performance, from status to assignment. Below are all the reports that fall under this category.
| TASK REPORT NAME | REPORT DESCRIPTION |
|
Overdue Tasks
|
This report lists all of the overdue tasks across projects. |
| Pending Tasks | This report lists all of the pending tasks across projects. |
| Project Task List & Total Budget Status | This report shows a list of tasks by project with the total budget for the projects you manage. |
| Project Task List & Hourly Budget Status | This report will display your tasks by project along with a summary of hours input to date. |
| Staff Task List & Hourly Budget Status | This report shows a list of tasks by staff members with the hourly budget for the projects you manage. |
| Task List by Staff Member | This report shows a list of tasks by project assigned to you or your direct reports. With it, you can see which tasks are finished and which are pending. |
| Task Status | This report lists the current statuses of tasks across projects. |
Time Reports
Time reports provide detailed insights into time entry data, including associated project, task, and staff information. Below are all the reports that fall under this category.
| TIME REPORT NAME | REPORT DESCRIPTION |
|
Timesheet Detail
|
This report shows a complete list of timesheet entries for a given date range. You can use this report as-is, or add filters, columns and sorting/grouping to tailor the timesheet report to your specific needs. |
| Timesheet Summary by Project (with Date Range) | This report shows a total timesheet hourly data by client, staff member, category, and week. You can create copies of this report in order to roll up your own timesheet summaries. |
| Timesheet Summary by Staff (with Date Range) | This report shows a list of each staff member's time, summarized by timeframe (weekly, bi-weekly, semi-monthly, etc.) for a given range of dates and other possible grouping options. |
| Total Hours by Staff Member (Input vs. Billable) | This report shows a list of all staff members and the hours they have entered for a specified timeframe. This report is great for determining who has entered and/or submitted time for a given date range. |
| Total Hours by Staff Member (Utilization) | This report shows a list of all staff members and the hours they worked in a given date range. This report compares those hours to their daily capacity and identifies any overtime hours. |
Wallet Reports
Wallet reports provide detailed insights into financial transactions, including deposits, fees, and payments. Below are all the reports that fall under this category.
| WALLET REPORT NAME | REPORT DESCRIPTION |
| Deposit |
This report shows a detailed list of all deposited payments for a given date range. It includes details such as the client, transaction ID, payment type, and amount. |
| Merchant Fee Statements | This report provides a list of monthly total fees and transactions in a given date range. |
| Merchant Fee Statement Detail | This report provides a detailed list of fees by transaction in a given date range. |
Custom Report Type Glossary
If the pre-built report templates don’t meet your exact needs, you can elect to create a custom report by clicking on the CREATE REPORT button in the upper right corner of the Report Center screen. When you do so, a pop-up window will appear with a handful of report type options to choose from. These report types are each organized into categories. These categories are:
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Activity Reports: These provide a detailed overview of activities, including associated project and task data.
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Financial Reports: These track and analyze all aspects of your financial performance, from expenses to invoices.
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Project Reports: These track and analyze all aspects of your project performance, from allocations to budgets.
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Staff Reports: These track and analyze all aspects of your staff performance, from utilization to budgeting.
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Task Reports: These track and analyze all aspects of your task performance, from status to assignment.
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Time Reports: These provide detailed insights into time entry data, including associated project, task, and staff information.
- Time & Expense Reports: These provide detailed insights into time and expense data, including associated project, task, and staff information. Below are all the reports that fall under this category;
Selecting a report type in one of these categories will populate your custom report with a handful of fields to help you get started with your custom report more quickly. You’ll be able to add or delete these fields once your report has been created.
Below, we’ll explain each of these custom report types and what they can show you about your firm’s health.
| CUSTOM REPORT TYPE | CATEGORY | DESCRIPTION |
|
Activities List
|
Activity Report | Activity listings provide a single row per activity with associated data. Your custom activity list report can show all basic activity data, as well as associated project and task data. |
|
Expense Detail
|
Financial Report |
While project and staff listings summarize time or expense information, this report gives you a detailed log of expense entry data entered into the system. You'll be able to include any of the detail fields linked to time or expenses, as well as staff or project information. This report is an excellent choice for data export to Excel or other systems. |
| Expense Summary | Financial Report | The expense summary dataset gives you the same information that you see in a detailed listing of expenses. In this report, however, data is automatically grouped and summarized for an easy listing of total expenses for a given date range. |
| Invoice List | Financial Report | A list of invoices generated from the program. Enter a date range for this report, and the system will show only invoices dated for the period you specify. |
| Allocation Detail (Monthly) | Project Report | Use this report to review monthly project allocations (total or per staff member) versus input hours and fees. Track allocation accuracy via Ratio (Hrs) and Ratio ($) columns. |
| Allocation Grid View (Monthly) | Project Report | Use this report to review monthly project allocations (total or per staff member) versus input hours and fees, with each month represented by a column. |
| Allocation Grid View (Weekly) | Project Report | Use this report to review weekly project allocations (total or per staff member) versus input hours and fees, with each week represented by a column. |
| Project List | Project Report | Project listings show a single row per project with summary data. Your custom project lists can show basic project data, total billings, charges, hours or expenses to date, and other fields. Custom project list reports can also be sorted and sub-totaled by client, project type and more. |
| Staff List | Staff Report | Staff listings provide a single row per staff member along with staff information and summary data. Your custom staff lists can show basic hourly entry data, budgets, utilization and more. Custom staff list reports can also be sorted and sub-totaled by staff cost-centers and more. |
| Task |
Task Report
|
You can use this template to report on tasks as well as status (eg. hours input to date) for all of those tasks. For the same information by staff member, choose the "Task (by assigned staff member)" report type. |
|
Task (by assigned Staff member)
|
Task Report | If you've assigned a task to multiple users, then that item will appear once for each assigned user in this report. You can use it to examine a staff-centric task list. |
| Task Summary | Task Report | The task summary dataset gives you the same information that you see in a detailed listing of tasks. In this format, however, data is automatically grouped and summarized for an easy listing of tasks for a given date range. |
| Timesheet Detail | Time Report | While project and staff listings provide an excellent way to summarize time or expense information, this format gives you a detailed log of time entry data entered into the system. You'll be able to include any of the detail fields linked to time or expenses, as well as staff or project information. This format is an excellent choice for data export to Excel or other systems. |
| Timesheet Summary | Time Report | The timesheet summary dataset gives you the same information that you see in a detailed time list. In this report, however, data is automatically grouped and summarized for an easy listing of total time for a given date range. |
| Time & Expense Detail | Time & Expense Report | This report contains both detailed time and expense data. The selection of fields is more limited, but time and expense data can still be linked to staff and project detailed information. |
| Time & Expense Summary | Time & Expense Report | This summary report contains both time and expense transactions, and it works just like the timesheet summary format (e.g. data returned for this report format is grouped and totalled based on your selections). |
Want to learn more? If you’re a BigTime firm admin, you can access additional courses and videos in BigTime Academy designed to guide you on your BigTime journey. Take a look at the course below to learn more about reporting in BigTime.
BigTime Academy Course: Reporting Overview