Reports available in Operating

Reporting & Calculations

Written By Matti Parviainen

Last updated About 1 month ago

Operating provides reporting through three mechanisms: a dedicated Reports section with cross-cutting analytical views, project-level financial views on each project's detail page, and list views with configurable columns across projects, people, and time entries. This page describes each reporting area, what data it shows, and when to use it.

Reports section

Where: Reports (https://use.operating.app/reports)

The Reports section is Operating's dedicated analytical toolset. It provides five report types, each designed for a different perspective on the business. All reports support filtering by group, site, role, and other dimensions, and allow switching between different units (hours, revenue, cost, margin, etc.) and groupings.

Project Portfolio

A comprehensive view for browsing through all work in the organization. The Project Portfolio report lets you slice the project data using many different units and groupings — by client, offering area, group, billing type, and more.

When to use it: Portfolio-level oversight. Understanding the composition and diversity of your client base. Identifying which offering areas are being sold and delivered. Spotting projects at risk of going over budget or behind schedule. PPM (project portfolio management) reviews.

Capacity

Shows the organization's capacity from the people perspective: how much total capacity you have and how it is allocated across projects. This report focuses on plans only — it does not include actuals from time entries.

When to use it: Answering "do we have enough people for the work ahead?" Forward-looking capacity planning for the next 1–6 months. Identifying periods where the organization is under- or over-committed. Supporting hiring decisions and sales planning by showing available capacity.

Projects

A planned vs. actuals comparison at the project level. Shows how projects are performing against their plans using different units — hours or revenue.

When to use it: Monitoring project delivery performance. Identifying projects that are running over or under plan. Monthly and quarterly financial reviews. Comparing actual progress to staffing plans across the project portfolio.

People

A planned vs. actuals comparison at the person level. Shows how individuals' tracked time compares to their allocations, across the same range of units as the Projects report.

When to use it: Consulting management — seeing how your direct reports are spending their time relative to their plans. Identifying people who are consistently under- or over-tracking. Performance conversations and development discussions.

Utilization Metrics

A zoomed-in view focused on time entries, visualizing how tracked time breaks down across the organization. Provides a detailed picture of where time is actually being spent.

When to use it: Understanding actual time distribution across billable and non-billable work. Drilling into utilization patterns by team, role, or site. Identifying trends in how consultants spend their time. Supporting compensation discussions where utilization targets are relevant.

Project financial status

Where: Project detail page → Status section

The Status section on each project's detail page is the primary place to assess a single project's financial health. It shows:

	Metric Description
Earned revenue	Revenue calculated from completed work. For T&M projects, based on time entries × billing rates. For fixed-price projects, based on the revenue recognition method.
Planned revenue	Revenue expected from allocations and budgets, including confirmed and tentative work.
Tracked costs	Internal cost of completed work, calculated from time entries × person cost rates.
Planned costs	Internal cost of planned work, calculated from allocations × person cost rates.
Gross profit	Earned revenue minus tracked costs.
Margin	Gross profit as a percentage of earned revenue.
Projected revenue	Combines earned revenue (past) with planned revenue (future) to forecast the total.
Projected costs	Combines tracked costs (past) with planned costs (future) to forecast the total.
Invoiced revenue	Total amount invoiced to the client across all invoices.

The Status section also includes a burnup chart that visualizes how the project is progressing over time. The burnup chart supports multiple views — you can toggle between different lenses (revenue, hours, costs) and choose whether to show the full project timeline or just the period up to today. Tentative allocations can be included or excluded with a single click.

When to use it: Day-to-day project management. Checking whether a project is on track financially. Preparing for client status meetings. Reviewing before creating invoices.

Project financial setup

Where: Project detail page → Financial setup section

Shows the project's billing configuration and budget status:

	Field Description
Billing type	Time-and-materials, fixed-price, or non-billable.
Revenue recognition method	For fixed-price projects: weighted by hours/rates, evenly by month, evenly by week, or based on budget progress.
Rate card	The rate card assigned to the project, determining billing rates.
Budgets	Budget periods with their values, date ranges, and progress (for fixed-price projects).
Budget progress	For projects using the "Based on budget progress" revenue recognition method, the manually set completion percentage and when it was last updated.

When to use it: Setting up new projects. Reviewing budget consumption. Updating budget progress as part of month-end close.

Projects list with financial columns

Where: Projects list view → Display menu

The Projects list supports configurable columns that surface financial and profitability data across all listed projects. Available column groups include:

Financial columns:

	Column Description
Earned revenue	Revenue from completed work per project.
Planned revenue	Revenue from planned allocations/budgets per project.
Invoiced revenue	Total invoiced amount per project.
Tracked costs	Cost of completed work per project.
Planned costs	Cost of planned work per project.
Gross profit	Earned revenue minus tracked costs.
Margin	Gross profit as percentage of earned revenue.

Fixed-price progress columns:

	Column Description
Budget progress %	The manually set completion percentage for fixed-price projects.
Budget progress last set	When the progress was last updated — helps identify stale data.

General columns:

	Column Description
Status	Project status (Active, On Hold, Completed, etc.).
Billing type	How the project is billed.
Client	The client associated with the project.
Project owner	The person responsible for the project.
Estimated dates	Estimated start and end dates.
Groups	Groups the project belongs to.
Tags	Tags assigned to the project.

You can filter the Projects list by group, site, status, billing type, tags, and other attributes, then enable the financial columns to see profitability across a filtered set of projects. This is especially useful for heads of PMO or business unit leaders reviewing portfolio health.

When to use it: Portfolio-level financial oversight. Identifying projects at risk (low margin, over budget). Checking that all active projects have been invoiced. Reviewing fixed-price progress across projects.

People timeline and utilization

Where: People timeline view

The People timeline shows allocations and availability across your team. Key reporting capabilities:

	View Description
Allocation bars	Visual representation of each person's allocations across projects, showing percentage, date range, and confirmed/tentative status.
Availability	How much of each person's capacity is unallocated in a given period.
Overbooking indicators	Visual flags when a person's total allocation exceeds 100%.
Utilization forecast	Forward-looking utilization based on allocations and working hours.

You can filter the People timeline by group, site, role, seniority, skills, and availability level. Sorting by availability surfaces people on the bench — those with the most unallocated time.

When to use it: Staffing meetings. Finding available people for new projects. Identifying overbooking conflicts. Capacity planning for the next 1–6 months.

Utilization

Where: Available as a metric in People views and configurable in Settings

Utilization measures the percentage of a person's working time spent on productive work. Operating lets the organization admin define the exact utilization formula in Settings to match their specific needs.

The default formula is typically billable hours divided by total available working hours, but organizations can customize what counts as "productive" — for example, some include internal project work while others count only billable client work.

Utilization can be viewed:

Per person — on the People timeline or person detail page
Per group, site, or role — by filtering and aggregating
Historically — based on tracked time entries (what actually happened)
As a forecast — based on allocations (what's planned)

When to use it: Measuring resource efficiency. Setting and tracking utilization targets. Identifying underutilized people or teams. Forecasting capacity needs.

Planned vs. actuals

Where: Project detail page (burnup chart), People views, and financial columns

Planned vs. actuals (PvA) compares planned values from allocations and budgets against actual values from time entries. The comparison can be made across three dimensions:

Dimension	Planned (from allocations)	Actual (from time entries)
Hours	Allocation percentage × working hours × days	Hours tracked in time entries
Revenue	Allocation hours × billing rates (or budget values)	Time entry hours × billing rates (or revenue recognition for fixed-price)
Cost	Allocation hours × cost rates	Time entry hours × cost rates

PvA data appears in the project Status section's burnup chart and in the financial columns on the Projects list. You can toggle between showing the full project timeline or comparing up to the current date.

When to use it: Identifying projects running over or under plan. Monthly financial reviews. Evaluating estimation accuracy. See Understanding planned vs. actuals for a detailed explanation of the concept.

Timesheets and time entries

Where: Timesheet view, Time entries list view

The Timesheet view shows time entries organized by person and week, making it easy to see who has tracked time and who hasn't. The Time entries list view provides a flat list of all time entries with filtering and bulk actions.

Key reporting uses:

Capability	Description
Completion tracking	See who has submitted hours for the current or past period and who has gaps.
Approval status	Track which entries are submitted, approved, or need re-opening.
Invoicing status	See which entries have been marked as invoiced.
Hours by project/task	Filter to see time tracked against specific projects or tasks.
Export	Export time entry data for use in external payroll or reporting systems. Exports include IDs, dates, groups, allocation details, and external system identifiers.

When to use it: Timesheet approval. Month-end close preparation. Payroll data extraction. Verifying entries before invoicing.

Invoicing

Where: Project detail page → Invoicing section, and invoice list

The Invoicing section on each project shows all invoices — sent and upcoming — in a timeline view. For projects with invoicing schedules, upcoming invoice dates are visible.

Data	Description
Invoice status	Draft, Ready to send, Sent, etc.
Invoice amount	The total invoiced including any price adjustments and tax.
Period	The billing period the invoice covers.
Credit notes	Any credit notes linked to invoices.

Across all projects, you can compare invoiced revenue against earned revenue to identify gaps — projects where work has been done but not yet billed.

When to use it: Tracking billing cycle progress. Confirming all invoices are sent for a period. Identifying projects with outstanding uninvoiced work.

Position-level margins

Where: Project detail page → Positions section

Each position in a project shows its current gross margin. Hover over the percentage to see the billing rate, cost rate, and profit per hour. This lets you quickly assess which roles or people are contributing most to project profitability.

When to use it: Evaluating profitability at the individual level within a project. Identifying roles where the cost rate is too close to the billing rate.

Exports and the reporting API

For analysis beyond what the UI provides, Operating supports:

CSV/Excel exports from list views (Projects, People, Time Entries, Positions). Exports include detailed fields such as IDs, dates, groups, allocation details, and external system identifiers — useful for payroll matching and external financial reporting.
Reporting API — the API includes Reports endpoints that return financial data programmatically, including revenue figures. This enables integration with external BI tools or custom dashboards.

When to use it: Building custom reports in external tools. Payroll integration. Business intelligence deep dives that require cross-filtering beyond what the UI offers.

Saved views

Any filtered view can be saved and pinned to your sidebar for quick access. This is useful for creating reusable report shortcuts, such as:

"Active billable projects — margin" (Projects list filtered to active + billable, with margin columns enabled)
"My team's utilization" (People timeline filtered to your group)
"Open positions" (Positions view filtered to unassigned)
"Uninvoiced T&M projects" (Projects list filtered to billing type + invoicing status)

See Views (saved filters) for details on creating and managing saved views.

Understanding planned vs. actuals — what planned and actual values mean
How revenue recognition works for fixed-price projects — how earned revenue is calculated for fixed-price work
Cost Rates & Project Profitability — setting up cost rates and reading profitability data
Set up: Rate cards — billing rates that drive revenue calculations
Views (saved filters) — creating and reusing filtered views