Finance Reports
Finance > Reports is where a figure becomes something you can send. You build a report from a family, run it, and optionally have it delivered every day, week or month.
Reading and building reports needs a finance capability. Exporting a file
needs finance:export.
One definition everywhere
Section titled “One definition everywhere”Reports use the finance metric catalogue shown in the glossary. WIP reports apply adjustments chronologically, including a write-off followed by later earnings.
That has consequences worth knowing:
- Nothing is converted at today’s rate. Each figure sums the value that was frozen when the record was written. Rows with no frozen value are counted and named as not valued. Foreign-currency sold amounts use the reporting value recorded on the budget. Shares across lines add up exactly, including when you filter a report. Weighted pipeline uses the reporting value recorded when the quote is priced. Retainer overage records its value when the consumption window closes, using the rate for its last included day. Correcting an exchange rate does not revalue unchanged work. Older foreign amounts without a recorded value remain Not valued.
- Your access shapes the report, not just the view. A figure your access does not cover is absent from the result. It is not blanked out or shown as a dash, so it cannot be reconstructed from the columns beside it.
- Grouping still reconciles. Revenue shares for people and roles use approved billable values recorded for the same economic month. Different approved rates receive different weights, and work in later months cannot change an earlier month’s split. Missing rate evidence leaves that line’s revenue for the month in an Unallocated row. The grouped total always equals the ungrouped one.
- Two datings, never mixed. Recognition is dated by the period it economically belongs to. Invoicing, cash and cost are dated by when they were posted. Every result says which it used.
A write-off reversal restores only the amount that originally reduced WIP. Any suppressed amount stays excluded from both the native balance and the reporting total.
Ratios include their required denominator even when it is not a selected column. A zero or missing denominator leaves the ratio unvalued.
Beside the figures, the glossary panel gives the published definition of each one, so the person you send it to can read it without asking you.
The eleven families
Section titled “The eleven families”| Family | Starts from |
|---|---|
| Profitability | Recognised revenue, pass-through cost, agency gross income, delivery cost, gross margin |
| Budget health | Sold, used, committed, exposure, variance |
| Billing | WIP, deferred revenue, write-offs |
| Receivables | Receivables, invoiced revenue, cash received, days sales outstanding |
| Payables | Committed and pass-through cost by month |
| Revenue | Recognised, invoiced, cash, WIP and deferred by month |
| Forecast | Weighted pipeline, sold and recognised by month |
| People | Billable hours, utilisation, effective billable rate, realisation |
| Retainers | Overage, sold and used by client |
| Sales | Weighted pipeline and sold by month |
| Compliance | Invoiced revenue and cash received by month |
Choose a family, name the report, pick the date range, the grouping and the figures, and decide whether it is visible to everyone with access or only to you. A family that groups only by its own default says so instead of offering a grouping its figures cannot answer.
Running and exporting
Section titled “Running and exporting”Run shows the rows, the totals and the coverage. CSV and XLSX download it. Every export opens with a header block stating the filters, the currency, the coverage and the tax basis, before the first column row, so the file is readable a month later without the screen that produced it. The XLSX carries a second sheet with the definitions.
Deliveries
Section titled “Deliveries”Add a delivery to have the report sent daily, weekly or monthly at a time in your organisation’s timezone, by email, Slack or Teams. The list shows the schedule in words and the outcome of the last run.
Email carries the file. Slack and Teams messages state the totals, the coverage and a link instead, because an incoming webhook cannot take an attachment.
WIP in reports
Section titled “WIP in reports”WIP reports apply adjustments in date order. If a write-off exceeds the WIP available at that point, the excess does not reduce work earned later. The reporting total uses the applied amount and its recorded currency conversion. See Revenue and WIP for the balance and movement view.
Tax summary
Section titled “Tax summary”Open BAS tax summary on Finance > Reports. Choose a billing entity, start date and end date, then select Run tax summary. Switch between Accrual and Cash to review G1, 1A and 1B, tax categories and the recorded currency values. Select Export tax CSV to download the selected basis.
You need organisation-wide price-view or period-close access. Purchase figures and 1B also need cost access. Net GST appears when you can view both sides; missing valuations are shown separately. CSV export needs Finance export access.
Zero-rated is not one thing: GST-free, input taxed and out of scope are all 0% and all different, and they stay separate everywhere in the summary.
Next step
Section titled “Next step”Close the month at Month End, or look ahead with the Forecast.
Help from Ru
Section titled “Help from Ru”Ask Ru to explain this workflow, inspect records you can access, or carry out supported steps when you authorise them. Your permissions and approval rules still apply. See Finance with Ru.
Receipt recoveries and cash reversals
Section titled “Receipt recoveries and cash reversals”Accounts receivable includes outstanding recovery balances alongside unpaid invoices. The invoice ageing table keeps these balances separate. Cash reports subtract signed refunds and preserve original receipts with their dated reversals. A recovery repayment reduces its claim without creating another taxable sale. See Getting Paid.
Pipeline and retainer filters
Section titled “Pipeline and retainer filters”Pipeline uses your quote probability, including an explicit zero. Otherwise the default is 10% for draft, 15% for pending approval, 30% for sent and 50% for viewed. Sales and Forecast use these same defaults. Pipeline dates use expected close, then valid until, then creation day.
Project, client and billing entity filters narrow the matching quotes. Budget, service or person filters exclude quotes because their whole price cannot be attributed to those records. Retainer overage appears once the consumption window closes, under its last included day. You can narrow it by budget, project, client or billing entity; service and person filters exclude the whole-period amount.
Approved time and realisation
Section titled “Approved time and realisation”Approved time records its currency values when approval completes. Used follows its budget line’s rate, hours, cost or percentage basis. Changing an exchange rate later does not change that recorded work. Missing currency evidence remains Not valued until the work is unapproved, reviewed and approved again.
Standard billable value is approved billable time at its recorded standard rate. Realisation compares recognised revenue with that value: $185 revenue against $370 standard value is 50%. It is different from effective billable rate, which measures revenue per hour. A missing standard value leaves realisation unvalued. See Budgets and Uninvoiced Work for reviewing the source work.
Approved billable purchases contribute to used alongside time. Expense cost is attributed by its split lines, so filtering a budget does not count the whole claim again. A supplier-bill void adds a negative amount in the void month and preserves earlier months. Time funded by a client retainer remains visible under its source project, within your access. Project-linked expenses remain visible under that project even when they have no budget line. See Purchasing.
Cost also includes purchase order work received but not yet billed. When the bill arrives, it replaces the receipt cost; only the difference changes the combined total. Receipt reversals and bill voids use their selected dates and recorded currency values. The same cost figures feed budgets and the cost breakdown. See Self-billing for how a self-billed invoice replaces time cost without changing earlier months.
Available hours and billable utilisation
Section titled “Available hours and billable utilisation”Available hours follows effective working patterns, closures and leave. Bookings and calendar meetings do not reduce it. Small remaining fractions of an hour still count. Billable utilisation is approved billable hours divided by available hours. With no available hours, the percentage is unknown. Select explicit start and end dates when comparing periods. Capacity grouped by role uses each person’s current default role; approved work uses its recorded role.
Project, client and budget filters select related people once. Their capacity can appear in several project views, so it cannot be added across projects. Compare upcoming bookings in Forecast.
Reimbursements enter cash tax figures on their confirmed payment date. Exporting a payment file does not count as paid. A later correction appears as a negative amount on its correction date, preserving earlier reports. Historical payments without recorded dates or tax evidence require reconciliation before cash tax figures can be prepared. See Paying suppliers and people.
Internal unit chargebacks show receiving purchase cost and a matching credit on the providing internal budget. The transfer cancels in organisation cost totals; a project report shows that project’s receiving cost. Corrections reverse the recorded values on their own date. Both BAS bases exclude internal chargebacks. See Internal unit chargebacks.
Original and reporting currencies
Section titled “Original and reporting currencies”CSV and XLSX exports show original amounts separately for each currency, beside the recorded reporting-currency figures. Used and cost source amounts use the budget currency. Changing exchange rates does not rewrite recorded reporting values. A missing valuation stays missing and carries a count to help you review coverage.
To explore the same definitions and figures without saving a report, open Insights and select Finance.
Report permissions apply to original-currency columns as well as reporting totals. Cost-only readers can run their available cost reports without needing price access.