Jobs Report

The jobs report gives you insights in your current WIP jobs and the time recorded for the current month.

Miel De Rycke avatar
Written by Miel De Rycke
Updated over a week ago

The jobs report looks a little like a global WIP dashboard for Streamtime. It has a number of areas reporting on very different aspects of your live jobs.

Billable Hours this month

This area lets you keep an eye on time recorded throughout the month and helps you predict if the team are going to come out on target or not – as early as possible in the month.

It automatically opens up on the current month, but using the controls in the top right corner, it also lets you navigate back and forward in time. The report can also be filtered by team.

You can hover over each of these figures to get a more detailed breakdown of the numbers. This area shows the following data, starting at the top right.

  • Max Potential: wayahead calculates the total amount of hours available in the month and multiplies this with everyone's standard sell rate. For example, my team has 5 people who are all charged out at €100/hr. February has 160 working hours. So the Max Potential is 5 x 100 x 160 = €80,000 (800hrs)
    NOTE that the Max Potential is automatically adjusted for HOLIDAYS. So if one person takes a week off, the Max Potential will be reduced to €76,000. wayahead works out exactly how many working hours there are for each person every month, which is why this number isn't static – you'll see it change month after month.
    In theory, this is how much money you could invoice this month, assuming every hour of the month was billable...

  • Target: The target takes each person's individual billable target and applies that to the figures above. In the example above, 2 people might have a 30% target and 3 have a 75% target.
    Then you'd get 2 x €100 x 160hrs*30% + 3 x €100 x 160hrs * 75% = €46,600. That is the amount of billable time the team should be able to record this month.
    You can see the total amount in your home currency, the total number of billable hours and the average team target.

  • Projected: With the projected total, wayahead makes a prediction of where the team are likely to land by the end of the month, based on the time recorded so far this month. To do this, it looks at how much time is missing AND how much billable time has been recorded so far, assuming that you keep up the same pace for the remainder of the month.

  • Hours Logged / Passed This month: Hours passed this month works out how many work hours there have been from the first day this month till the end of the work day (Today). In the example above, on the 15th of February, every person has spent 80hrs in the office this month. This figure is compared to how many hours have been recorded so far. Say the team has recorded a total of 300hrs, then figures would say 300hrs (75%) out of 400hrs (5x80) accounted for so far.
    This is an important metric and one of the main reasons why your projected total is below target: You need that figure to sit at 100% all the time. If the team only has 75% of their time accounted for, you can not run profitability, performance or efficiency reports.

  • Value of Missing Hours: Variance between total time passed this month and time recorded. It is unlikely that every missing hours was a billable one, but this figure expresses the missing time that way anyway. Everyone has to realise that unrecorded time potentially is a massive cost to the business, as unrecorded time is often not billed.

  • Time off work this month: Total time taken off (annual leave, public holidays,...). This includes future holidays (todos scheduled in for later this month, not yet completed) and it affects the Max Potential and the target.

  • Billable Time Logged: Total billable time logged so far this month

  • Sales Hours Logged: Time recorded under sales/new business

  • Non Billable Time Logged: Total non-billable time so far this month

Budged vs Actual vs Invoiced

The next section of the report focuses on comparing 3 key metrics on each job and dividing up the jobs by their status:

Total: This is the total sell value of the job, i.e. the sell value of time entries + the sell value of expenses/orders.

Budget: This is the budget on the job (either based on approved quotes OR the budget manually set on the job)

Invoiced: Sum of issued invoices on the job.

The first section compares the jobs total value against the budget and highlights how many jobs are within budget, getting close to the total or already over budget. It also shows how many jobs are missing a budget – without a budget you don't know if you're over servicing!

It is clear that we don't want jobs over budget! The value shown represents how much you are over or under budget across the jobs selected. In the example above, I have 15 jobs over budget by €45k.

The second section compares Invoiced tot Budget. It gives you an idea of how much more we are likely to invoice across the jobs in progress. The value shown is the invoice value OR the variance between invoice and budget.

The third section shows the total sell value vs the invoice. The key thing here is that we don't want to put in all the work before we are paid and you definitely don't want to run ahead too much. I.e. if a project is worth $10k, I don't want to put in $9k before I send out my first invoice. Ideally you bill your work promptly and frequently, so that you're not advancing it to your client. It is recommended that you charge an advance before you get started and that you send intermittent invoices that keep up with the progress of the work.
Any job that is <50% billed could be considered low hanging fruit. When cashflow is low, those are the jobs you should create some invoices for.

Details modal

Click the arrow next to each number to see the detailed list of jobs included in the summary. In the modal you can see extra information and you can even turn extra columns on or off:

In this list you can see a visual progress bar comparing budget vs actual vs invoiced.

You can also add new columns to see the %, e.g. Total vs Budget %. This allows you to order the jobs by their service level, so you can see the jobs most overserviced a the top of the list.

You can also limit the job size. We don't usually care much for a $125 job that is 400% over budget. A $40k that is 10% over budget matters a lot more.

Value of all new jobs

This graph tells you if the stream of new work is fairly constant. A sudden drop in new jobs being created will have a knock on effect in the near future.

It automatically displays the total budgeted value of all new jobs created, broken down by month. Hover over each bar to see how many jobs are included in the total and what the exact value of new jobs is that month.

Value of active jobs

The value of active jobs uses the due date of the job and the budget value to work out when we might expect what value to be completed. It is a pretty raw form of a forecast, automatically generated from the data on the jobs (budget/due date). When jobs don't have due dates, their value is displayed in the 12th month, on the horizon, but far away...

Breakdown of all jobs

This is pretty self explanetory. It's the status of all active jobs by their status. Completed jobs should be invoiced and archived asap.

Job Deadlines

Are jobs getting delivered on time! You don't want to see too many jobs going into the red! Either adjust the due date to the correct date or mark your jobs as completed when they're done. Also, if a job has no due date, there is no urgency and it can not be plannedin properly. So avoid jobs with no due date. The due date on a job is set by the due date of the items.

Gross Profit / Contribution

The last 2 tables tell you what the best jobs were in the last 12 months. The first tables hows the top 5 jobs in monetary value. The second shows the ones with the highest value per hour spent.

Both tables can be viewed as contribution (default) or as gross profit. For contribution wayahead takes the total revenue and deducts the cost of third parties. Gross profit is contribution minus the cost of your timesheets.


Use the configuration button at the top right of the page to change which jobs are included in the jobs report. By the default the report only shows active jobs, but you can choose to include archived jobs as well.

By default the app includes both billable jobs and sales/new business jobs. Internal jobs and holiday jobs are excluded automatically. But you might want to exclude sales/new business jobs from the report or focus only on them instead.

Finally, you can also choose if the report runs for all account managers or only for some by ticking their names in the list.

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