The "Service Work Profitability" report lists your service and time & materials work and shows how much of the labor you have recorded has not been paid for. To get to it, go to "Reports" in the left navigation menu, then click "Service Work Profitability" under "Financial Reports".
On service and time & materials work it is easy for hours to be worked on site and never make it onto an invoice. The "Service Work Profitability" report is built to catch that. It lists every service work project, compares the labor cost you have recorded against what you have invoiced and collected, and gives you an "Unrecovered Labor" figure for each one. From the same report you can create the invoice and pull those hours onto it.
Contents
Reading the "Unrecovered Labor" column
Invoicing the hours you have not billed
Clearing projects off the report
Finding the report
The report sits with the rest of your financial reports.
- Click "Reports" in the left navigation menu.
- Under the "Financial Reports" column, click "Service Work Profitability".
Note: This report only includes projects that do not have an estimate attached to them. Service calls and time & materials work that you invoice directly, without writing an estimate first, will appear here. Work that was sold from an estimate will not, because that work is already tracked against the estimate in the project budget and in the Project WIP and Profitability Analysis reports.
What the report shows
Each row is one service work project. The first columns identify the job, and the last five are the money columns.
The five money columns are:
- "Invoiced Total" is the total value of all invoices created for this project.
- "Paid Total" is the total value of all paid invoices for this project.
- "Total Actuals" is the total recorded cost from time logs for this project.
- "Outstanding Balance" is "Invoiced Total" minus "Paid Total", which is the amount you have billed but not yet collected.
- "Unrecovered Labor" is "Total Actuals" minus the company cost of the items on paid invoices, which is the work you have done that you have not been paid for.
Each of these column headings has an information icon next to it that gives the same definition on screen.
At the bottom of the table a "Report Total" row adds up those same five columns for every project currently listed.
Note: "Total Actuals" is calculated from the hours in your time logs and the pay rate attached to them. If a pay rate has not been set for the employees doing the work, their hours will be valued at zero and the project will show no unrecovered labor even though time was logged. If the report looks emptier than you expect, check your pay rates first.
Reading the "Unrecovered Labor" column
This is the column that answers "did we get paid for the time we spent on site?" A project with a figure in "Unrecovered Labor" has labor cost recorded against it that has not been covered by a paid invoice.
"Unrecovered Labor" is measured against invoices that have been paid, not against invoices you have merely created or sent. Creating an invoice on the project raises "Invoiced Total" and "Outstanding Balance" straight away, but "Unrecovered Labor" will not move until a payment is recorded against that invoice. A project that shows a figure in both "Outstanding Balance" and "Unrecovered Labor" is one you have billed for but not yet collected on.
When the payment is recorded, "Unrecovered Labor" comes down by the labor cost that the invoice covered, not by the total of the invoice. If you bill 18 hours that cost you $15.00 per hour and you apply a 50% markup, the line is worth $405.00 on the invoice but the labor cost it recovers is $270.00, and $270.00 is what comes off "Unrecovered Labor". The markup is your margin on the job rather than labor you were carrying, so it does not reduce the figure any further. A project reaches $0 once every hour of logged labor cost has been invoiced and paid.
Note: "Unrecovered Labor" never goes below zero. If you collect more than the labor cost you recorded, the column shows 0 rather than a negative figure.
Narrowing down the list
The controls along the top of the report change what is listed and how it is displayed.
Include fully recovered
"Include fully recovered" is a toggle that controls whether projects with $0 unrecovered labor are listed. Switch it off to hide the work you have already been paid for, leaving only the projects that still owe you labor.
Filter by Client and Filter by Project
"Filter by Client" and "Filter by Project" each open a searchable list so you can narrow the report to a single client or a single job. Choosing "None" clears the filter again.
Columns
"Columns" controls which columns are displayed. "Client Name" and "Project Name" are always shown. Everything else can be switched on or off, and "Hide all" clears them in one click.
Sorting and exporting
The dropdown at the top of the report sets which column the list is sorted by, and the icon beside it switches between ascending and descending order. "Download CSV" exports the report so you can open it in Excel or Google Sheets.
Note: This report does not have a date range. It shows the current position of every service work project in your account, not activity within a chosen period.
Invoicing the hours you have not billed
Once you have found a project with unrecovered labor, you can raise the invoice without leaving the report.
- At the end of the project's row, click the "New Invoice" icon. A draft invoice opens with the client and project already filled in.
- In the line items area of the invoice, click "Invoice time logs".
- Choose "Import all time logs" to bring over everything on the project, or "Import from a date range" to pick a start and end date.
- Set the "Include task descriptions", "Include task steps" and "Include task comments" toggles to control how much detail is written into each line item.
- Click "Import".
The imported time arrives as line items under "Additional Line Items", with one line per task. The hours logged against a task are totalled into the quantity, your labor cost rate is used as the cost, and your company markup and tax settings are applied automatically.
You can edit these line items like any others before you publish and send the invoice. Once the client pays it and the payment is recorded, the project's "Unrecovered Labor" comes down by the labor cost those line items covered.
Clearing projects off the report
Projects with no remaining money figures show a second icon at the end of the row, "Mark project complete". Use it to close out a service job you have finished and collected on, which takes it off the list of active work. You can also simply switch "Include fully recovered" off to hide everything that is already paid for.
Questions? Let's Chat.
support@projul.com
(844) 776-5853