> ## Documentation Index
> Fetch the complete documentation index at: https://beebole.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Reports: analyze time, billing, and costs
> Run reports in Beebole to analyze tracked time, billing, costs, and budgets — filter and group data, share folders with your team, and export results.
Beebole's reports turn tracked time, expenses, and planned work into answers about productivity, billing, costs, and budgets. Reports live in the **Reports** section of the sidebar, organized into folders, and they run on live data — every time you open a report, Beebole fetches the latest numbers.
Reports respect each person's permissions. A report only ever shows the projects and people the viewer is authorized to see, based on their [role](/help/documentation/roles-authorisations).
***
## Open the Reports section
Click **Reports** in the sidebar. The Reports menu on the left lists your report folders — click a folder to see the reports inside, or click **New folder** to add one.
Folders are personal: only you see the folders you create and the reports inside them, plus any folders other people have [shared with you](#share-a-report-folder).
Each folder carries three settings that apply to every report inside it:
* A period: the date range the reports cover, chosen with the period selector next to the folder name.
* Filters: conditions added with the **Filters** button that narrow the data for the whole folder.
* A record scope: the **Absence/working time** setting, which switches every report in the folder to working time only, absences only, or both. Left unset, each report keeps whichever scope it was saved with.
To set the record scope, click **Filters**, pick **Absence/working time**, choose a scope, then click **Add filter**.
The folder's filter button is highlighted whenever a filter or a record scope is in force, so it's clear when the numbers you're reading are narrowed.
***
## Share a report folder
Reports are shared by sharing their folder. Open the folder and click **Share** next to its name, then pick who gets access:
* **People** — select individual team members.
* **Tags** — select a [tag](/help/documentation/tags) to include everyone tagged by it or its sub-tags.
Only you and the people you share a folder with can see it and its reports. Shared folders are view-only for the recipients — they can open and run the reports, but the owner keeps full control over the folder and the reports inside. Click **Share** again to review or change who has access.
Sharing a folder never overrides permissions: each viewer still only sees the projects, people, and amounts their own [role](/help/documentation/roles-authorisations) allows.
***
## Sample reports in a new account
A new Beebole account starts with two sample folders with ready-made reports inside:
| Folder | Reports |
| - | - |
| **Current Month** | **Hours by Person**, **Team Calendar**, **Profit by Project** |
| **Current Year** | **Margin by Client per Month**, **Absences by person** |
Sample reports are regular reports — open them to see how columns and grouping work, then edit, duplicate, or delete them like any report you create yourself.
***
## What reports can analyze
A report in Beebole is built on one or more record types:
| Record type | What it contains |
| - | - |
| Time records | Time entries logged in timesheets — both working time and [time off](/help/documentation/timeoff). Absences are time records, not a separate report type. |
| Expense records | [Expense](/help/documentation/expenses) entries, with amounts, quantities, and expense billing |
| Task records | The planned effort of [tasks](/help/documentation/planning) |
The columns you add to a report determine which record types it fetches — see [Custom reports](/help/documentation/custom-reports) for how columns work. For time records, a report can also narrow its scope to **Absences only** or **Working time only**.
***
## Run a report
Click a report's name in the folder to open it — Beebole runs it immediately and shows the results. Next to each report name, three buttons toggle how the results display:
* **Table** — rows and columns, with sorting, subtotals, and a frozen header.
* **Chart** — one of 11 chart types with configurable axes.
* **Matrix** — a two-axis grid with a metric per cell and an optional heat map.
You can keep several views open at once. Beebole remembers which views each report uses — like every report setting, the choice is saved automatically. The [Custom reports](/help/documentation/custom-reports) page covers building the output and using the chart and matrix views in detail.
***
## Periods and filters
### Set the period
The period selector next to the folder name controls the date range for every report in the folder. Choose a target — **Current**, **Previous**, **Next**, **Year to date**, **Last 12 months**, or **Custom** with explicit start and end dates — and, for the first three, a granularity: **Day**, **Week**, **Bi-week**, **Semi-month**, **Month**, **Quarter**, or **Year**.
A single report can override its folder's period: open the report's **⋯** action menu and click **Period**. To drop the override and follow the folder again, click **Reset period** in the same menu.
### Filter the data
Add filters with the folder's **Filters** button, or per report via the **⋯** action menu's **Filter** entry. Available filter types:
| Filter | What it narrows |
| - | - |
| **Person**, **Project**, **Task** | Specific people, projects, or tasks |
| **Owner**, **Status** | Tasks by their owner or status |
| **Person tag**, **Project tag**, **Task tag** | Entities carrying a given [tag](/help/documentation/tags) |
| **Project category**, **Planning** | Everything in a whole project category, or in a whole planning (task category) |
| **Billability**, **Marked non-billable** | Time entries by whether they are **Billable** or **Non-billable**, or marked non-billable |
| **Work location** | **Work from home** or **On-site** time entries |
| **Absence/working time** | **Absence time only**, **Working time only**, or **Both** |
| **Approval status** | Time entries by the status of their timesheet: **Draft**, **Submitted**, **Approved**, or **Rejected**. Offered in a single report's **Filter** menu, not in the folder's **Filters** |
Filters combine, and each condition can include (**is**) or exclude (**is not**), except **Approval status**, which only offers **is**. Filter and period changes are saved automatically and the open report re-runs.
To filter on a whole category, ⌘-click (Ctrl-click on Windows and Linux) the category itself in the **Project** or **Task** list instead of picking one entity — Beebole turns it into a **Project category** or **Planning** condition. What each filter actually covers is described in [Custom reports](/help/documentation/custom-reports#filter-and-scope-the-data).
You can also filter on a status straight from the results. When a report shows the **Status** field of a **Time** column, click a status in that column to add it to the report as an **Approval status** filter. ⌘-click (Ctrl-click on Windows and Linux) adds it to the whole folder instead.
***
## The report action menu
Every report has a **⋯** action menu with its management actions:
| Action | What it does |
| - | - |
| **Duplicate** | Creates a copy of the report in the same folder |
| **Filter** | Adds a filter condition to this report |
| **Period** | Sets a period override for this report |
| **Export** | Downloads the results as **JSON**, **CSV**, **TSV**, **Excel (XLSX)**, **PDF**, **Chart (PNG)**, **Matrix (CSV)**, **Matrix (Excel)**, or **Matrix (PDF)** |
| **Copy** | Copies the report so you can **Paste** it into another folder's menu |
| **Reset period** | Removes the report's period override (shown only when one is set) |
| **Delete** | Deletes the report |
The action menu can also move the report straight into another folder — pick the destination from the **Move to** entry's submenu (shown when you own another folder) instead of copying and pasting.
For recurring spreadsheet workflows, see [Data exports](/help/documentation/data-exports) and the [Excel add-in](/help/documentation/excel-addin) and [Google Sheets add-on](/help/documentation/gsheets-addon), which refresh saved report data from inside your spreadsheet.
***
## Budget Status
When your subscription includes budgets and your role can view budgets, a **Budget Status** entry appears among the built-in reports at the top of the Reports menu. It lists every project that has a [budget](/help/documentation/budgets) as a table — one row per project, with a progress bar for each measure you display. The solid bar is actual consumption, and a striped forecast bar extends it based on the planned effort of tasks linked to the project. Time logged on subprojects counts toward the parent project's bars, and budgeted subprojects nest under their parent's row — when two or more budgeted subprojects share a parent that has no budget of its own, Beebole adds a grouping row for the parent that sums their budgets.
Controls at the top of the page:
| Control | Options |
| - | - |
| View | **Time**, **Billing**, **Costs** — toggle any combination |
| Status filter | **All**, **> 80%** (at risk), **Over budget** |
| Sort order | **% consumed**, **Name**, **Remaining** |
| **Filters** | Narrow by project or project tag |
| **Show archived** | Include archived projects |
| **Export** | **JSON**, **CSV**, **TSV**, **Excel (XLSX)**, **PDF** |
These controls all work on data the page already has, so the table re-orders and re-filters as you click — nothing is reloaded. The **Filters** cover the whole project hierarchy: filter on a client or a parent project and every project underneath it is included, and a project-tag filter also matches tags below the one you picked, plus every project under a tagged parent. Each condition can include (**is**) or exclude (**is not**).
The chosen sort order applies at every level of the table — top-level rows, nested subprojects, and the per-person or per-project lines inside a split — and the project name breaks ties, so rows that read the same (all the untouched budgets at 0%, for example) keep a stable order.
A budget consumed to exactly 100% counts as on budget: only a project projected above 100% is reported as over budget, and the bar colors use the same boundary.
### Read the Budget Status table
Each measure you turn on — **Time**, **Billing**, **Costs** — gets its own column, headed by its name, so a column reads top to bottom across projects. To read a project's measures as one block instead, click the layout button in the table header, just before the first measure column — its tooltip reads **Stack the measures in one column**. The bars then sit one under the other in a single column. Click it again (**One column per measure**) to go back. Beebole remembers your choice, so the report reopens in the layout you left it in.
The numbers sit in the row itself:
* Inside each bar, the amount consumed against the budget — for example **120 / 200h** for time, or the logged and budgeted amounts in your currency for billing and costs.
* To the right of each bar, what is projected to remain once the planned effort still to come is spent, as an amount and as a percentage of the budget.
* Hover a bar to see the name of its measure and the **Planned** effort behind its striped forecast.
Bars are scaled so that related rows can be compared at a glance: a subproject's bar, or a line inside a split, uses the same scale as its parent row, so a shorter bar really means a smaller budget. When **Billing** and **Costs** are both shown, the two money bars share one scale as well, while **Time** keeps its own.
A chevron marks a row that has budgeted subprojects or a [split](/help/documentation/budgets#budget-splits) — click the row to expand it. Choosing the **> 80%** or **Over budget** filter expands every parent holding a matching row automatically, so a project in trouble is never hidden under a collapsed parent. Archived projects appear with a hatched background when **Show archived** is on. When no project carries a budget, or your filters exclude every budgeted project, the table reads **No projects with budgets found.**
On a budget [split by person or by project](/help/documentation/budgets#budget-splits), each line compares its own allocation with the time and money really logged against it — a split-by-project line also counts everything logged on that project's own subprojects. A project carrying several budgets appears as a single row: the targets add up, and its actual consumption is counted once.
On a phone, the report keeps the status filter and shows one card per project, with a colored edge for the project's overall status. Tap a card to open the numbers behind its bars.
This report is where budget trouble surfaces: it always flags projects approaching or over their budget, and there is no setting to switch on. The striped forecast bar carries the planned effort still to come, so a budget heading for an overrun shows it before the actuals get there. See the [Budgets](/help/documentation/budgets) page for how budgets are set.
***
## Planned vs. Real
Among the built-in reports, the Reports menu also offers **Planned vs. Real**, a chart comparing the work you planned with the time actually logged, period by period.
Pick the plan to chart with the **Plan** dropdown — shown when your account has more than one planning. The plan's tasks form the planned side.
The chart shows one person or one project at a time. The first button picks what you step through: **People**, or a level of a project category such as **Client**. Next to it, pick the person or project from the list, or use the arrows on each side to move to the previous or next one.
Pick the **Unit** the chart reads in: **Hours**, **Days**, **Billing**, **Cost**, or **Margin** — money is shown in your organization's currency. Under **View**, switch between **Cumulative** (the running total) and **Remaining** (a burndown toward zero).
**Planned** is the tasks' planned effort, distributed across the scheduled days between their dates. **Real** is the timesheet time recorded on the projects those tasks belong to — the same scope the Budget Status report uses. A **Forecast** carries the remaining planned effort forward from today's actuals, an **Ideal** line shows the steady pace that would land exactly on plan, and a **Budget** line appears where a budget is set. A headline states the pace at a glance: **Behind**, **On track**, or **Ahead**.
The **Over/under plan per person** chart breaks the variance down by person, showing who is running over or under their planned time in the selected period.
Use **Filters** to focus on specific people, projects, or tags, and **Export** to download the results.
Your chosen plan, unit, and view are remembered per user, so the report reopens the way you left it. Use it to catch plans drifting from reality early — a **Real** line running above **Planned** means the work costs more time than scheduled. Plan the work itself in the [Gantt](/help/documentation/gantt) and [Staffing](/help/documentation/staffing) views.
***
## Revenue at Risk
The **Revenue at Risk** entry in the Reports menu answers one commercial question: which hourly or daily-billed projects will not consume their contracted hours before their end date? Unused budgeted hours on a time-and-materials contract are revenue that is lost when the contract ends — this report surfaces them while there is still time to act.
For every project with a budget, a billing method of **Hourly** or **Daily**, and an end date, the report projects consumption to the end date and lists what will be left over:
| Column | What it shows |
| - | - |
| **Project**, **Manager** | The project and its manager |
| **Billing**, **End date** | The billing method (**Hourly** or **Daily**) and the project's end date |
| **Budget**, **Budget hours** | The budgeted amount and its equivalent in hours |
| **Logged**, **Remaining** | Hours consumed so far and hours still available |
| **Planned to end** | Hours planned on the project's tasks between today and the end date |
| **Projected at end** | Hours expected to remain unconsumed at the end date — the hours at risk |
| **Implied rate** | The budget divided by its hours, used to convert hours at risk into money |
| **Revenue at Risk** | The hours at risk converted into money at the implied rate |
On screen, the end date shows under **Projected at end** and the implied rate under **Revenue at Risk**. **Logged** is in the export only.
Totals at the top summarize the portfolio: **Total at risk**, **Projects at risk**, and **Share of portfolio**. Rows where nothing has been logged yet are flagged **Not started**. Projects the report cannot assess are counted separately below the table — those with no end date set, and those whose budgets mix currencies.
The report appears when your subscription includes budgets and your role can view budgets and billing rates, and it supports the standard **Filters** and **Export** controls.
***
## Utilization
The **Utilization** entry in the Reports menu shows billable hours as a share of scheduled capacity, per person and month. Use it to see how much of each person's available time turns into billable work.
* Each row is a person; each column is a month, showing their utilization percentage. **Billable hours** are the hours logged on billable work; **Capacity hours** are the person's scheduled working time, net of time off — so a 30-hour week or a vacation doesn't unfairly lower the score.
* A **Projected** column estimates next month from the person's planned bookings on billable projects.
* An **Average** summarizes each person across the period.
* **Filters** and **Export** work as in other reports.
The report appears when your subscription includes budgets and your role has the **Billable utilization** permission.
***
## Timesheet Compliance
The **Compliance** entry in the Reports menu shows whether each person submitted their timesheet on time, late, or not at all — per person and period, in a calendar-style grid. It is also where you see each person's [timesheet score](/help/documentation/timesheets#timesheet-score), the 0–100 measure of how reliably they submit.
* Each row is a person with their compliance **Score**; each column is a timesheet period, marked **On time**, **Late**, or **Not submitted**.
* Hover a cell for the details: the period's **Deadline**, when it was **Submitted**, **Days late**, and **Rejections**.
* Rows sort worst-first by default, so the people needing attention surface at the top.
* Filter by person or person tag, and change the date range — the report defaults to the last six full months. **Export** downloads the grid.
* People who have never recorded time are counted separately in a footnote — the timesheet process has not started for them, so they aren't shown as non-submitters. Click the people count in the footnote to expand the list of exactly who hasn't started tracking time.
* People without an [approval workflow](/help/documentation/approval) don't appear at all. They can't submit a timesheet, so there is nothing to measure and they have no score.
Access is a dedicated permission: your role needs **Timesheet compliance**, and managers see the people they manage — admins see everyone. See [Roles & authorizations](/help/documentation/roles-authorisations).
***
## Absence quotas
The **Absence quotas** entry in the Reports menu gives managers one consolidated view of everyone's time-off allowances — no more opening profiles one by one. Each row is a person's allowance for a time off type, with columns for **Allowance**, **Accrued**, **Carry forward limit**, **Valid until**, **Taken**, **Planned**, **Pending**, **Remaining**, and **Allow negative balance**.
* **Timeline** — Switch to the timeline to see consumption over the allowance's period instead of totals.
* Open a row to see the detailed breakdown behind its numbers.
* **Columns**, **Filters**, **Show archived**, **Export** — Choose the visible columns, narrow by person or tag, include archived people, and download the results.
The report appears when your subscription includes absence quotas and your role can view absence quotas. Balances follow the same rules as the allowances themselves — see [Time off](/help/documentation/timeoff).
***
## Reports on your phone
On a phone, the **Reports** section switches to a layout built for consulting: pick a folder, adjust the period, and read each report as a scrollable sheet. Filters and the period selector work as chips at the top of the screen.
Building and reconfiguring report output remains a desktop task — for example, an unconfigured matrix view asks you to open the report on desktop to pick its rows, columns, and metric.
***
## Related content
Build report output with columns, grouping, charts, and the matrix view.
Set billing, cost, or hours budgets on projects and track them against targets.
Download report results for offline analysis and sharing.
Configure cost rates so cost and profit columns show data in reports.
***
## Frequently asked questions
Yes. A new Beebole account starts with two sample folders — **Current Month** and **Current Year** — containing five ready-made reports, including **Hours by Person** and **Profit by Project**. They are regular reports you can run, edit, or delete, and they double as examples for building your own.
Yes. In Beebole, absences are time records, so any time-based report can include them. Add an **Absence type** column to break results down by leave type, or narrow a report to **Absences only** — the sample report **Absences by person** shows this setup.
Beebole exports report results as JSON, CSV, TSV, Excel (XLSX), or PDF, plus the chart as a PNG image and the matrix view in CSV, Excel, or PDF. For spreadsheets that refresh themselves, connect a saved report to the [Excel add-in](/help/documentation/excel-addin) or [Google Sheets add-on](/help/documentation/gsheets-addon).
Reports show hours as decimal numbers, whatever **Duration format** your timesheet uses. A timesheet in hours and minutes shows 3:15, and a report shows the same time as 3.25; 7:20 becomes 7.33. The totals are the same, only the notation differs. See [Duration format](/help/documentation/timesheetSettings#duration-format).
Yes. Beebole's **Budget Status** report is a table with one row per project and a column for each measure you turn on — **Time**, **Billing**, and **Costs**. Click the layout button in the table header to stack the measures in one column instead, so each project's bars read as a block. Beebole remembers the layout you pick.
For each hourly or daily-billed project with a budget and an end date, Beebole projects how many budgeted hours will still be unconsumed at that date, then converts them to money using the budget's implied rate. The **Revenue at Risk** report totals this across your portfolio so you can rebalance staffing before contracted hours expire unused.
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