How project type affects reports

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When you create a project, you can select its project type: Time & Materials, Fixed Fee, or Non-Billable. Depending on your project’s type, we’ll report on the uninvoiced amount and billable amounts slightly differently. Here are the main differences.

The uninvoiced amount

  • For Time & Materials projects, the uninvoiced amount is based on billable rates. The more hours you track, the greater the uninvoiced amount.
  • For Fixed Fee projects, the uninvoiced amount is based on your project’s fixed fee, not billable rates. For example, if your fixed fee was $1,000, and you’ve already invoiced $400, your uninvoiced amount will be $600.
  • For Non-Billable projects, the uninvoiced amount isn’t applicable, because these projects aren’t invoiced.

The uninvoiced report

In the uninvoiced report (Reports > Uninvoiced), we use the same definition for the uninvoiced amount listed above.

Note that the uninvoiced amount for Time & Materials projects may change, depending on your timeframe. That’s because we’re reporting on time tracked within that timeframe.

Similarly, the uninvoiced amount for Fixed Fee projects may change depending on the timeframe. If the timeframe of the report is entirely before the start date entered for the project—or the creation date, if no start date was entered—the project will be listed on the report, but will show an uninvoiced amount of 0.

When you track time to a Fixed Fee project, those hours will appear as uninvoiced hours in the report even if you generate an invoice for your fee and record it as paid. If you’d like to bring the number of uninvoiced hours down to 0 for a Fixed Fee project, you can mark the hours as invoiced from a detailed time report. This will lock the hours, mark them as invoiced, and reduce the number of uninvoiced hours to 0 for the project.

Billable amounts

  • Time & Materials projects have billable amounts. This amount is based on hours tracked multiplied by billable rates. For example, if you track 2 hours at $100/hour, your billable amount is $200.
  • Fixed Fee projects budgeted by total project fees or fees per task have an if billed hourly amount instead of a billable amount. This amount is based on hours tracked multiplied by billable rates. The if billed hourly amount lets you compare your project fee with the amount you could have charged your client if you were billing them at an billable rate.
  • Non-Billable projects also do not have billable amounts, since they don’t have billable rates either.

The time report

In Reports > Time, we show two amounts at the top of the page: the Billable amount and the Uninvoiced amount.

The billable amount includes only Time & Materials projects by default. You can choose to include Fixed Fee projects, too, by selecting Include fixed fee projects on the report. For Fixed Fee projects, the billable amount is based on each project’s billable rates (if any were entered for budgeting purposes), so it may not match the project’s invoiced amount. Non-Billable projects can’t be included because they aren’t billable.

The uninvoiced amount includes only Time & Materials projects, not Fixed Fee or Non-Billable projects. That’s because Non-Billable projects aren’t invoiced, and Fixed Fee projects don’t have billable amounts based on tracked time, so there’s no way for Harvest to tell how much of a Fixed Fee project’s uninvoiced amount applies to a specific timeframe, person, or task.

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