Report Builder
How to create and use a report using the Report Builder
The Report Builder enables you to get your data out of the application quickly in a form that allows for you to attach for easy invoicing.
To display all your costs for a given time period simply follow the steps below.
- Select Report Builder within the Reports tab
- Select the date range, by selecting and start and end date or using the shortcut options and selecting the job.
- Once you have selected your Job, you can also choose to select a task
- You can view all items that have been allocated to the job, by unselecting the Filter by Date option and unselecting the task if applied.
- You can also view and report on a single work section by specifying the Subheading within the job, again with the date as a filter or view all items allocated to that subheading within the job
- The Report Builder will display all Material, Labour and Subcontractor costs for the selected option. Use the tick box system to select all items, then individually remove any items that you wish to exclude.
- Enter your Margin or Markup.
- In the example below the contract stated a 15% markup on Materials, so this was applied accordingly.
- Repeat the process for the Labour and Subcontractors.
- In the below example the contract stated a 10% Markup on Labour and Subcontractors, so this was applied accordingly.
- The Labour within the Report Builder is grouped by worker.
- Click on each worker to expand to show their individual timesheets.
- If you need to change a worker's preset charge-out rate this can be entered here in the Rate box. This change will be applied to all that worker's timesheets in the report.
- In the example below the worker's charge-out rate is being changed from $60.00 to $70.00
Contractors:
- Contractors are handled slightly differently that regular workers. Workers that have been set up as Contractors (found within your settings under the People heading) can record their hours using the timesheet app, however that data is purely for tracking man hours - it does not appear in Payroll.
- Therefore when a Contractor invoices you their labour will appear twice in Report Builder, with both their invoice and their timesheets being visible.
- It is important that you do not accidentally double-up this labour. Ensure that only the contractor's invoice or timesheet is selected for the Report, not both.
- The Download Report button can then be used to export the selected data in .csv format, Excel format and also in a PDF export which you can send to your clients.
- You are able to see which items have been previously reported by the "Reported" tag. If you would like to remove this tag, simply click X. This will remove the reported status from the item.
PDF Exporter
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Once you have selected all the items you want to report on and have applied the correct Margin / Markup click the Download Report button, this is located at the top right of the screen.
- Select Prepare PDF
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This will bring up the PDF exporter window as shown below.
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You can select how detail you would like to show your clients with the addition of breaking down your timesheets base on the day or subheading of the jobs.
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You can also add your company's logo and title of the job within the invoice.
- By ticking the box Mark selected items as 'Reported' on export, will ensure you do not invoice your client twice.
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Selecting the Download as PDF on the top right will generate a PDF file that you can use for attachments.
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