How to Use Reports and Analytics
How to Use Reports and Analytics Step-by-step guide to generate, customize, and analyze construction project reports for better business insights What This Feature Does The reports and analytics feature provides comprehensive insights into your construction business performance, including financial metrics, project profitability, invoice tracking, and workforce analytics.
Initial Setup First-Time Configuration Navigate to "Reports" by clicking "Reports" in the left sidebar You'll see the reports dashboard with key metrics and report categories
The dashboard shows:Summary Statistics : Key financial metrics overviewInvoice Status : Current invoice status breakdownInvoice Types : Distribution by invoice typeRevenue by Project : Top performing projects by revenueRecent Reports : Previously generated reports Before generating reports, ensure you have:
Projects set up with accurate data Timesheets imported and approved Invoices created and properly categorized Cost codes configured for detailed analysis Day-to-Day Usage How to View Dashboard Analytics Go to "Reports" in the left sidebar Review the key metrics displayed:Total Revenue YTD : Year-to-date revenue performanceOutstanding Invoices : Unpaid invoice amountsActive Projects : Number of current projectsOverdue Invoices : Past due invoice counts Use the visual charts to understand:Invoice Status Breakdown : Pie chart showing paid, pending, overdue percentagesInvoice Types Distribution : Chart showing time & materials vs. fixed price vs. milestoneRevenue by Project : Bar chart of top revenue-generating projects Click on any chart element to drill down into detailed data How to Generate a Financial Report From the Reports dashboard, click "New Report" button Select "Financial" from the report type options
Configure report parameters:Date Range : Set start and end dates (e.g., quarterly, yearly) Include Projects
Currency : Choose your reporting currency
Group By : Select grouping (by month, project, client)Choose report sections to include:Revenue summary Expense breakdown Profit margins Cash flow analysis
Click "Generate Report"
The system will compile data and present the report
Use "Export" to download as PDF or Excel
How to Create Project Profitability Reports Click "New Report" and select "Project Profitability" Select projects to analyze:Choose specific projects or select all Filter by project status (active, completed) Set date range for analysis period Configure analysis parameters:Cost Categories : Include labor, materials, equipmentRevenue Sources : Invoiced amounts, progress claimsOverhead Allocation : Method for allocating overhead costs Click "Generate Report" Review the profitability analysis showing:Total project revenue Direct costs breakdown Gross profit margins Net profit after overhead allocation Use filters to compare profitability across different project types
Common Report Types
Invoice Status and Aging Reports Generate to track outstanding invoices and payment patterns: Select "Invoicing" report type Choose "Invoice Aging" or "Outstanding Invoices" Set parameters:Age Buckets : 0-30 days, 31-60 days, 61-90 days, 90+ daysClient Filter : All clients or specific clientsInvoice Types : All types or specific invoice categories The report shows:Total outstanding amounts by age bucket Client-specific aging analysis Payment trend analysis Use this data for collections and cash flow management
Workforce and Timesheet Analytics Create reports to analyze labor efficiency and costs: Select "Workforce" report type Configure workforce metrics:Time Period : Weekly, monthly, or custom rangeWorkers : All workers or specific crews/tradesProjects : Project-specific or company-wide analysis Generate analysis showing:Total hours worked by project and worker Overtime patterns and costs Productivity metrics (hours per unit of work) Cost code utilization across projects Use for workforce planning and productivity improvement
Client Payment Analysis Generate to understand client payment behavior: Select "Financial" > "Client Analysis" Set analysis parameters:Client Selection : All clients or specific clientsTime Period : Last 12 months or custom rangeInvoice Types : Include all invoice types The report provides:Average payment time by client Payment reliability scores Total revenue per client Outstanding balance trends Use for credit management and client relationship planning
Revenue Forecasting Reports Navigate to "Reports" > "Revenue Forecasting" Set forecasting parameters:Forecast Period : Next quarter, next yearInclude Projects : Active projects with future workConfidence Level : Conservative, realistic, optimistic Configure revenue sources:Contracted work not yet invoiced Expected contract renewals Pipeline opportunities The forecast shows:Projected monthly revenue Confidence intervals Project contribution breakdown Use for business planning and resource allocation
Advanced Reporting Features
Custom Report Builder Click "New Report" and select "Custom Report" Choose data sources:Timesheets, Invoices, Projects, Cost Codes Financial data, Worker information Select fields to include:Drag and drop available fields Choose calculations (sum, average, count) Set grouping and sorting options Add filters and conditions:Date ranges, project types, worker categories Status conditions, amount thresholds Preview the report before generating Save as template for future use
Scheduled Report Generation For regular business reporting, set up automated reports: Create your report configuration Click "Schedule Report" option Set schedule parameters:Frequency : Daily, weekly, monthly, quarterlyDelivery Time : Preferred time for report generationRecipients : Email addresses for automatic deliveryFormat : PDF, Excel, or both The system will automatically generate and email reports
Report Comparison and Trending Compare performance across different periods: Generate same report type for different date ranges Use "Compare Reports" feature to view side-by-side analysis Look for trends in:Revenue growth or decline Profit margin changes Client payment pattern shifts Project efficiency improvements
Report Categories for Construction Teams
Daily Operations Reports Daily Timesheet Summary : Worker hours and project allocationDaily Progress Update : Project completion statusEquipment Utilization : Daily equipment usage and costs
Weekly Management Reports Weekly Project Status : Progress against schedule and budgetWeekly Cash Flow : Invoice status and expected paymentsWeekly Resource Allocation : Worker and equipment deployment
Monthly Financial Reports Monthly P&L : Profit and loss by project and overallMonthly Invoice Summary : Billing performance and outstanding amountsMonthly Cost Analysis : Cost trends and variance analysis
Quarterly Business Reviews Quarterly Performance Summary : Overall business performanceClient Profitability Analysis : Revenue and profit by clientMarket Trend Analysis : Industry benchmarking where available
Troubleshooting
If reports show no data Check that date ranges include periods with activity Verify that underlying data (timesheets, invoices) has been imported Ensure projects are properly set up and assigned to work Check filter settings aren't excluding all data
If financial calculations seem incorrect Verify that all invoices are properly categorized Check that cost codes are correctly assigned to expenses Ensure timesheet data includes accurate pay rates Review overhead allocation methods in report settings
If reports take too long to generate Reduce date ranges for large datasets Limit the number of projects included in analysis Choose specific data categories rather than "all data" Consider scheduling large reports for off-peak hours
Try different export formats (PDF vs Excel) Check browser compatibility for report viewing Ensure sufficient system memory for large reports Use "Print Preview" before exporting to check layout
Tips for Construction Teams Generate standard reports weekly to identify trends early Use project profitability reports to improve future estimates Compare actual vs. budgeted hours regularly to improve accuracy Set up automated invoice aging reports for better cash flow management Use workforce reports to optimize crew assignments and productivity
Best Practices for Report Management
Regular Reporting Schedule Daily : Quick operational dashboards for immediate decision makingWeekly : Project status and cash flow reports for management reviewMonthly : Comprehensive financial analysis and variance reportingQuarterly : Strategic business review and performance analysis
Data Quality for Accurate Reporting Ensure timely and accurate timesheet entry and approval Keep project status and completion percentages up to date Regularly review and correct invoice categorization Maintain current cost code assignments for all activities
Report Distribution and Review Share relevant reports with appropriate team members Schedule regular report review meetings with management Use reports to support project management and business development decisions Archive important reports for historical comparison and audit purposes
What's Next After setting up reporting, you may want to:
Configure Invoicing to ensure accurate financial data Optimize Timesheets for better labor cost reporting Set up Cost Codes for detailed project cost analysis Review Projects data quality for accurate reporting 
