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Billable time report
The billable time report shows you billable hours per employee, absences paid and unpaid and the rate of billable hours. This report, can be used to calculate the profitability and effectiveness of the work you do.
By changing the type of columns that are displayed you can select the info you wish to see. You can also filter out the view in the report by selecting tags and including (or excluding) external co-workers.
In this article we will clarify the way in which Moment makes the calculations and we will also see at specific uses for this report.
The accuracy of the billable time report depends to a certain extent on how accurate absences and hours are registered. If you find any discrepancies, make sure to read this article and try the different methods described here to find out what might be wrong first.
If we are going to analyze the different types of absences in Moment, first we need to select the absences that are relevant for us. In this case we will select the different absence types that have been set up in hour database, this can be done by selecting the absence types on the bottom of the filter:
These absence types are the same that have been defined in your database. If in doubt, double check your absence types in:
Setup > Absence Setup > Absence types
By checking these absence types. You will see that these appear as columns in the report:
In this version of the report we see that Moment calculates a percentage. This percentage is representative of how large the absence type is relative to the total amount of work in the company for the period specified.
In Moment, the relative size of an absence can be calculated using two methods. One method is to calculate the size of the absence relative to the registered hours. This means that Moment will take into account how many hours in total co-workers in the company have registered. This is different from expected hours. In this case, expected hours is the amount of hours defined for each co-worker in their schedule.
The results in this case may vary, it all depends on how accurate and on-time hours are delivered and registered in Moment. It also depends on the amount of extra work co-workers may put in certain periods. The important thing is to understand that the basis for the calculation can be changed. This options are found in the filter on the right side:
If, for any reason, any disparities appear in the absence percentages, there are a couple of other reports you can cross-check. One of these reports is the absence report. The absence report can be found under company > absence > absence report. If you grab that report and filter it for the correct period and group it by person and absence type. Then, it might be easier to spot if anyone has registered absences incorrectly, wrong category etc.
After you have done that, you can compare the total amount of absences for each type with the billable time report. If any discrepancies are found, check the timesheet for the co-worker and see how they have registered their absences.
The calculation of billable time in the report will be affected by both the amount and type of absences registered. Absences in Moment can be set up in different ways, in the sense that they can be adapted to register illness, or absence that should be counting as billable time. For more information about this, read this article.
In general, the more absences are included in the billable time calculation, the smaller the total billable time for the entire company. Also, employees that register their ours in non-billable, administrative roles, will have smaller billable time in general
When using the billable time report, you can remove several absence types from the calculation. A clear example, is when you want to see billable time for your employees, but without taking into account absence types that might include illnesses. If that is the case you need to make sure to check this option:
This will make it so that Moment will not take into account absences that might be set as "illness". This will recalculate the amount of billable time registered for your company. To summarize: in order to not include certain types of absences from the billable time calculation, make sure to mark them as checked in the filter, and Moment will remove them from the calculation base.
The total amount of hours that have been subtracted from the calculation base, can be displayed as a column in the report. As usual in other reports in Moment, you can choose to hide or display columns in this report. This is also done in the filter on the right:
Here is an overview of the columns:
Sum worked hours
Sum substracted absences
Sum included absences
Sum expected hours
Working hours rate
the employee's title as defined in its profile
The amount of billable hours the employee has registered
The amount of non-billable hours registered.
The amount of hours as specified on the employee's schedule
Amount of total hours worked (might differ from agreed hours)
The amount of hours substracted from the calculation base
The amount of absences included in the calculation of billable time
The amount of hours on the specific report
Agreed hours minus the sum of substracted absences
Sum worked hours divided by sum expected hours