01 / Reports guide
Pick the report that answers the question
Open Reports and choose a report type, a grouping, a date range and a chart style: bar, line, pie or no chart. Date presets are This Week, Last Week, This Month, Last Month, This Quarter and Custom Range. Each report type has its own grouping options and its own treatment of dates.
| Report | Group by | What to know |
|---|---|---|
| Time & Billing | Person, project, client, day, week or month | Total, billable and non-billable hours and entry count. Revenue and cost columns for roles that see financials. |
| Project Profitability | Project or client | Active projects only, using recorded totals to date. The date range does not narrow it. |
| Team Utilization | Person | Billable hours against available hours from each member's working hours and working days settings. |
| Invoice Summary | Client, project, status or month | Invoices by issue date, with total, paid and outstanding amounts. |
| Capacity vs Actual | Person or project | Allocated against logged hours, with variance and accuracy. |
02 / Reports guide
Know who sees which columns
By default, owners, admins and managers can run and export reports. Revenue, cost, margin and profit columns appear for owners and admins. Managers see the hour-based versions of Time & Billing, Project Profitability and Team Utilization, and they do see invoice totals, because Invoice Summary follows billing access. Saving reports and creating schedules is limited to owners and admins.
Read Invoice Summary carefully. Outstanding counts invoices with Sent or Overdue status. An invoice the client has viewed but not paid has Viewed status, so it sits in Total but not in Outstanding. Total can also include cancelled invoices. The report selects invoices by issue date, so an invoice without an issue date, typically a draft, does not appear at all. Group by Status when you need the full picture.
03 / Reports guide
Export CSV files
In the Report Builder, Export CSV downloads the rows and columns currently on screen, with the same column visibility as your role. There is no PDF report export. Proposal PDFs are a separate feature and do not apply to reports.
For individual time entries, open Time Tracking, go to the Reports tab and use Export CSV. The file lists date, team member, project, client, task, description, duration in hours and billable status. Owners and admins also get billable and cost rates and amounts. Members export only their own entries, and viewers cannot export entries. Form submissions and workspace analytics have their own CSV exports in their respective areas.
- Use the Report Builder export for summaries that go into a spreadsheet model.
- Use the time-entry export when someone needs to audit or re-bill individual lines.
- Check which columns a file contains before forwarding it outside the agency.
04 / Reports guide
Save a report and schedule delivery
Save Report stores the report type, filters, grouping, chart style and the date range under a name. The date presets are turned into fixed dates when you pick them, so a report saved with This Month in September stores September's dates.
Select a saved report and choose Schedule. Pick Daily, Weekly or Monthly, a day of the week or a day of the month from 1 to 28, and the send hour in UTC. Enter recipients separated by commas. Each recipient receives an email with the report attached as a CSV file. The dialog offers a PDF option, but the attachment is still delivered as CSV.
Check the stored dates
A schedule reruns the saved range every time. It does not move forward to the new week or month, so a weekly schedule on a report saved with Last Week keeps sending that same week.
Check the recipients
Scheduled reports run with full workspace visibility, so revenue and cost columns are included whoever receives them. Send financial reports only to people who should see them.
Convert the send time
The hour is in UTC. Work out the local delivery time for each recipient before saving.
Know how to stop it
The schedule dialog creates schedules but does not list them. Deleting the saved report removes its schedules, so re-save the definition afterwards if you still need it.
05 / Reports guide
An illustrative month-end invoice check
Illustrative example with assumed invoices for one client, all issued this month: one paid invoice for $3,000, one sent for $4,000 and one viewed for $2,500. A fourth invoice for $1,500 is still a draft with no issue date. The figures show how the columns behave; they are not a customer result.
Grouped by client, the row shows 3 invoices, a Total of $9,500, Paid of $3,000 and Outstanding of $4,000. The $2,500 viewed invoice is unpaid but is not in Outstanding, and the $1,500 draft is not in the report at all. Grouping by Status separates the three issued invoices, which is the view to use before chasing payment. Check the invoice list for drafts that should already have gone out.
| Invoice status | Amount | Counted in |
|---|---|---|
| Paid | $3,000 | Total and Paid |
| Sent | $4,000 | Total and Outstanding |
| Viewed | $2,500 | Total only |
| Draft, no issue date | $1,500 | Not included |
06 / Reports guide
Build a reporting rhythm
Match each report to a meeting and an owner. Weekly: Capacity vs Actual for Last Week and Time & Billing by project, reviewed by delivery leads. Monthly: Invoice Summary by status and Project Profitability, reviewed by the owner. Keep a short note of the definitions used, such as whether cost rates are wages or loaded, so the numbers mean the same thing each month.
Reports show what Flowboard records: time, projects, invoices and allocations. They do not replace bookkeeping, tax reporting or bank reconciliation, and they do not show campaign or ad results for your clients.
THE PRACTICAL DETAILS
Questions, answered.
Can we export reports as PDF?
No. Reports export as CSV, and scheduled attachments are CSV even when PDF is selected in the schedule dialog. Proposal PDFs are a separate feature.
Why did this week's scheduled email show last week's numbers?
A saved report stores fixed dates, and the schedule reruns them. Save a new report with the range you need and schedule that, then delete the old one.
Why can't I see revenue or cost columns?
By default, those columns are shown to owners and admins. Managers see hour-based versions of the time, profitability and utilization reports, plus invoice totals.
Why doesn't the date range change Project Profitability?
Project Profitability covers active projects using their recorded totals to date. Use Time & Billing with a date range when you need effort for a specific period.
Can we schedule reports to clients?
Recipients can be any email address, but scheduled reports include full financial columns and all matching workspace data. For client updates, filter an export and review it before sending, or use the client portal.