Report Data Sources

Custom Reports can pull live data from a growing catalogue of sources — your Assignar Pay data, and now your Assignar Operations data too. The Assignar Operations sources are an optional add-on: they appear only once Assignar switches them on for your account and your Assignar Operations integration is connected. If you cannot see them and want them, contact Assignar. Each source has its own set of filters and columns. This page is a reference — use it when you are building a report and need to know which source to pick and which filters it supports.

If you are new to Custom Reports, start with the Custom Reports guide for instructions on how to import and work with data. After a sheet has headers and rows, you can add Charts and Pivot Tables from the template editor.

How Data Sources Work

When you click Import → Import from data source in the report editor:

1. You pick a data source from the side panel.
2. A configuration dialog opens where you set filters (date range, client, project, and so on) and choose columns to include.
3. You click Import to Current Sheet.
4. Up to 10,000 rows are loaded into your active sheet. If your filters would return more rows, narrow them further (for example, by month) and import in batches.

Every data source supports the same column picker: tick the columns you want, untick the ones you do not, and use Select All or Deselect All to move quickly.

Once imported, the sheet tab turns blue and a Connected Data Source bar appears above the spreadsheet. You can then refresh the data, change the filters, or disconnect the link at any time. The bar also shows how old the sheet's data is, and you can have Pay re-run the import for you on a schedule — see Keeping a sheet up to date.

Categories

Sources are grouped into categories in the side panel:

Some of the newer sources (Field Operations, Job Costing Transactions, Audit Log) don't have detailed sections on this page yet — the panel's search and each source's configuration dialog show their filters and columns.

Financial

Invoices

All issued invoices with amounts, dates, and statuses.

• Filters: Date Range, Client, Project
• Typical columns: Invoice #, Client, Project, Amount, Tax, Total, Status, Issue Date, Due Date, Type, Contract, Subtotal, Notes

Use this source for revenue reporting, ageing analysis, and client-level summaries.

Invoice Line Items

The individual line items that make up each invoice.

• Filters: Date Range, Client, Project, Cost Code, Category, Invoice Status
• Typical columns: Invoice #, Description, Qty, Unit Price, Amount, % Complete, Cost Code, Cost Code Description, Cost Code Category, Cost Code Subcategory, Previous Billed, Current Billed, Timesheet Based, Source Type

Use this source when you need to reconcile billing against cost codes, or when you want a detailed breakdown of what was invoiced. Cost Code Category and Subcategory come from the line's linked cost code — they are blank when a line has no cost code.

Supplier Invoices

Invoices received from suppliers against purchase orders.

• Filters: Date Range, Supplier
• Typical columns: Invoice #, Supplier, PO #, Subtotal, Total, Status, Invoice Date, Due Date, Paid Date, Payment Reference, Approved Date

Use this source for accounts-payable tracking and supplier spend analysis.

Material Transactions

Material usage charged to clients — quantity, unit price, and Schedule of Rates charge amounts.

• Filters: Date Range, Client, Project
• Typical columns: Material, Project, Client, Quantity, Unit Price, Amount, Status, Date

The Amount column is the charge to the client: the SoR totalChargeAmount when rates have been calculated, otherwise quantity × unit price. Use this source for material billing summaries and for dashboards that split charged work by labour, equipment, and materials.

Labor & Payroll

Timesheets

Worker timesheets with hours, rates, and billing details.

• Filters: Date Range, Client, Project, Employee
• Typical columns: Employee, Project, Client, Date, Hours, Rate, Total, Cost Code, Status, Notes, Latitude, Longitude

Latitude and Longitude are only populated for timesheets captured from a form.

Use this source for labour-cost reporting, productivity analysis, and billable-hours summaries.

Pay Rates

Payroll-processed timesheets — one row per pay rate item or allowance.

• Filters: Date Range, Client, Project, Worker Tag
• Typical columns: Worker, Timesheet ID, Date, Role, Activity Start Time, Activity End Time, Timesheet Start Time, Timesheet End Time, Quantity, Pay Category, Pay Item, Pay Rate, Pay Value, Client, Project, Pay Status

Activity vs Timesheet times: Activity Start/End Time are the boundaries of the pay item's own activity segment, so a shift split by a break produces a separate row per segment. Timesheet Start/End Time are the shift boundaries from the timesheet itself and are the same on every row of that timesheet — use these for payroll exports that need shift start and end.

Use this source when auditing pay-rate coverage or preparing rate reviews.

Employee Pay Items

Individual pay items assigned to employees (allowances, bonuses, deductions).

• Filters: Employee, Cost Code
• Typical columns: Employee, Pay Item, Amount, Frequency, Cost Code, Effective Date

Use this source to review payroll additions and adjustments in detail.

Procurement

Purchase Orders

All purchase orders with totals and delivery details.

• Filters: Date Range, Supplier, Project
• Typical columns: PO #, Supplier, Project, Status, Subtotal, Tax, Total, Order Date, Expected Delivery, Notes

Use this source for supplier spend, order status dashboards, and delivery tracking.

PO Line Items

Individual line items from purchase orders.

• Filters: Supplier, Project, Cost Code
• Typical columns: PO #, Description, Qty, Unit Price, Total, Cost Code, Status

Use this source when analysing procurement by cost code or reconciling line-level PO data.

Orders

Work orders with contract values and scheduling.

• Filters: Date Range, Client, Project
• Typical columns: Order #, Client, Project, Contract Value, Status, Start Date, End Date

Use this source for contract-level revenue tracking and order-pipeline reporting.

Order Line Items

Budget vs. actual line items from work orders.

• Filters: Client, Project, Cost Code
• Typical columns: Order #, Description, Budget Qty, Actual Qty, Budget Amount, Actual Amount, Variance, Cost Code

Use this source for budget-vs-actual cost reports and variance analysis.

Job Costing

Cost Codes

The master list of cost codes with categories and pricing.

• Filters: Category
• Typical columns: Code, Description, Category, Subcategory, Unit, Rate, Status

Use this source to audit your cost-code structure or to join cost-code master data into other reports.

Schedule of Values Items

Progress billing line items from your schedules of values.

• Filters: Client, Project
• Typical columns: Project, Code, Description, Scheduled Value, Previous Billed, Current Billed, Total Completed, % Complete, Balance

Use this source for progress-billing reports, retention tracking, and cash-flow forecasting.

Forms

Form Submissions

Responses to custom forms. Columns adapt to the form you select — each question on the form becomes a column in the output.

• Filters: Form (required — pick the form first), Date Range, Status
• Typical columns: Submission Date, Submitted By, Status, Project, Latitude, Longitude, plus one column per form field

Latitude and Longitude are the submission's capture location.

Use this source to analyse site diaries, safety checks, inspections, or any custom data captured through forms.

Tip: If the column list looks empty when you open the dialog, make sure you have selected a form first. The columns refresh based on the form's schema.

Reference Data

These four sources are your master data — handy for lookups and for joining into other reports.

Projects

All projects with client, region, and schedule details.

• Filters: Client, Date Range
• Typical columns: Project, Client, Status, Region, Start Date, End Date, Budget, Manager

Clients

Your client directory.

• Filters: None
• Typical columns: Client, Contact, Email, Phone, Address, Tax ID, Status

Employees

Your employee directory.

• Filters: None (the field list is shown in the dialog — leave everything ticked for a full roster)
• Typical columns: Employee, Role, Department, Start Date, Status, Email, Phone

Suppliers

Your supplier directory.

• Filters: None
• Typical columns: Supplier, Contact, Email, Phone, Address, Tax ID, Payment Terms, Status

Assignar Operations

These sources carry an Ops badge in the side panel and pull live operational data from Assignar Operations — timesheet activity, scheduled shifts, fieldworkers, and work orders — straight into the same spreadsheet reports you already use for Pay data.

Reporting on Operations data in Assignar Pay replaces the need for the Insights module inside Assignar Operations. Assignar Pay is the future of Assignar's reporting platform, and we encourage all customers to build their operational reports here instead of Insights. Reach out to your account manager to learn more.

Availability: the Assignar Operations category appears when your account has a connected Assignar integration. If your integration is not connected yet, the category shows a locked state with a link to the Integrations page (visible to users who can manage integrations — otherwise, ask your administrator to connect it). Imports and refreshes on Operations sources query Assignar Operations live, so they can take a few seconds — you will see "Querying Assignar Operations…" while they run.

Ops Timesheets

Timesheet activity from Assignar Operations, including worker, project and approval state. One row per timesheet activity.

• Filters: Date Range, Project, Worker
• Typical columns: Worker, Project, Work Order #, Task, Activity Start, Activity End, Activity Hours, Total Hours, Approved, plus optional columns like Break Time, Submitted At, Completed At, Leave Type, Allowances and Comments

Use this source for operational labour reporting — hours by worker, project or task, and approval tracking.

Ops Allocations / Shifts

Scheduled shifts and resource allocations from Assignar Operations.

• Filters: Date Range, Client, Project, Worker
• Typical columns: Shift Date, Shift Start, Shift End, Allocated Hours, Status, Worker, Project, Client, Work Order #, Task, plus optional Check In / Check Out and Total Time

Use this source for scheduling analysis — planned vs. worked hours, confirmation status, and utilisation by project or client.

Ops Workers

Your fieldworkers from Assignar Operations with contact and compliance details.

• Filters: None (import the full roster, then filter in the sheet)
• Typical columns: Name, Email, Contact, Employee ID, Employment Type, Active, plus optional Tags, Crew Tags, location fields, Competencies, Inductions and Last Logged In

Use this source as reference data for workforce reports, or to review compliance coverage (competencies and inductions) across your crew.

Ops Orders

Work orders from Assignar Operations with their project, client, tasks and rates. One row per work order.

• Filters: Order Active — defaults to active orders only; switch to No or All to include inactive ones. To scope to a particular project or client, add a filter on any field (for example Project or Client) in the column filter builder.
• Typical columns: Work Order #, Order Type, Order Status, Order Start, Order End, Project, Client, plus optional Supplier, Order Owner, PO #, Budgeted Amount, project and order journals, tasks, skills, shift notes, order progress, and charge and pay rates

Use this source for order-book reporting — orders by status, client or project, and budget summaries.

Ops Competencies

Worker competencies from Assignar Operations with their issue and expiry dates. One row per competency per worker.

• Filters: Active — defaults to active workers only; switch to No or All to include inactive ones. To scope to a particular client, project or skill, add a filter on any field in the column filter builder.
• Typical columns: Worker, Competency, Issue Date, Expiry Date, Days to Expiry, Expired, Skill, Skill Group, plus optional Description, Attachment, Created At, Client, Project and totals such as Total Competencies, Total Workers with Competencies and Earliest Expiry Date

Use this source for compliance reporting — tickets and licences due to expire, coverage by crew or project, and workers missing a required competency.

Days to Expiry counts from the day the sheet was last refreshed, not from today — a negative number means the competency has already expired. Check the Connected Data Source bar for the refresh time before acting on it, and refresh the sheet for a current count.

Good to Know

• Date ranges on time-series sources: if you import Ops Timesheets or Ops Allocations / Shifts without choosing a date range, the last 30 days are loaded. Pick an explicit range (or a preset) for anything else.
• Row cap: like all data sources, imports load up to 10,000 rows. If an Operations import hits the cap you will see a warning — narrow the date range and import in batches.
• Refresh works the same: Operations sheets refresh, re-filter and disconnect exactly like Pay sources, and the Connected Data Source bar shows an "Assignar Operations" badge so you always know where a sheet's data comes from.
• Operations sheets refresh manually in this release: a report's refresh schedule skips them. Use Refresh on the sheet, Refresh All, or Refresh & save when you want current Operations data.

Date Range Presets

Several data sources (Invoices, Timesheets, Purchase Orders, Orders, Form Submissions, and others) support a date range filter. Inside the filter you can type dates directly, or choose one of these presets for speed:

• This Month — 1st of the current month to today
• This Quarter — start of the current calendar quarter to today
• Year to Date — January 1st of the current year to today
• Last Year — January 1st to December 31st of the previous year
• Custom Range — type any start and end date

If you use a preset, the preset name is stored with the connection. When you click Refresh later, the range is recalculated from today's date — so a "This Month" report automatically shows the new month's data each time you refresh.

Keeping a Sheet Up to Date

There are four ways to bring a connected sheet up to date. They differ in what they cover and — importantly — in whether they save the report.

Refresh & save is disabled while the report has unsaved changes, because it writes to the saved report and would overwrite them.

Setting a Schedule

In the report editor, click Data refresh in the toolbar (it appears once at least one sheet is connected). Choose Off, Every hour, Every N hours, Daily, or Weekly, then Save schedule.

• One hour is the minimum interval, and Every N hours accepts up to 168 hours (a week). Hourly and interval schedules run on the hour.
• Only sheets connected to a Pay data source are refreshed. File imports and hand-typed sheets have no source to re-query, and Assignar Operations sheets refresh manually in this release — a schedule skips them. A report whose only connected sheets are Operations sources cannot be scheduled, and the dialog says so.
• Filters and date-range presets are reused exactly as saved, so a "This Month" sheet rolls into the new month on its own.
• A failed run keeps the previous data. Sheets are never cleared by a failure, and the "Last refreshed" time does not move forward.

Full walkthrough, including who can set a schedule and what happens after repeated failures: Refreshing on a schedule.

How Old Is This Data?

The Connected Data Source bar shows how long ago the active sheet was last refreshed, and every chart built on the sheet carries the same line. It turns amber once the data is older than the report's schedule allows (or older than 24 hours when there is no schedule, which is also how Operations sheets are judged). Hover it for the exact date and time. See How fresh the data is.

Common Patterns

Combining Two Data Sources on Separate Sheets

Create a sheet named "Invoices", import the Invoices data source. Add a second sheet named "Timesheets", import the Timesheets data source filtered to the same date range. Add a third sheet named "Summary" and use formulas like =SUM('Invoices'!G:G) and =SUM('Timesheets'!E:E) to roll up the totals side by side.

Adding Your Own Columns Alongside Imported Data

Once data is imported, you can add your own columns to the right of the imported data — formulas, notes, or lookup values. When you refresh the data source, the imported columns are replaced but your formulas stay in place as long as you keep them outside the imported range.

Layering Reference Data

Import a transactional source (say, Invoices) onto one sheet. Import the Clients reference data onto another sheet. Use VLOOKUP to pull client contact details into the Invoices sheet: =VLOOKUP(B2, Clients!A:F, 3, FALSE).

Related Guides

• Custom Reports — full guide to building, saving, and refreshing Custom Reports