Detailed time and detailed expense reports 🎦

Detailed time and Detailed expense reports show hours or expenses as a list of individual entries, with different ways to sort and filter and options for exporting and printing. They allow Administrators to manually mark hours and expenses as invoiced or uninvoiced and to move hours in bulk to another project or task.

Administrators can run detailed time and expense reports for all projects. Managers can run the report for themselves, projects they manage, and their assigned people. Members can only run detailed time and expense reports for themselves.

If you're looking for information on adding new expense categories or editing existing expense categories, please see Managing expenses. For details on how to create expense entries, see How to add expenses.

Running a detailed time or detailed expense report

  1. Go to Reports > Detailed time or Reports > Detailed expense.
  2. Choose a Timeframe.

  3. Filter the clients/projects/people/etc. you want to see in the report with the input boxes.

    • You can choose more than one filter.
    • Reports will include archived information automatically, but you’ll need to check the box next to Include archived items in filters if you want to specifically select archived items, such as archived teammates, in your report filters.
    • Click Search roles to filter by Roles instead of Team.
  4. Click Run report.

From the Show menu, you can further filter your report by invoiced and uninvoiced hours or expenses, or billable and non-billable hours or expenses. You can also change the grouping of your report via the Group by menu.

On a detailed expense report, Administrators and Managers can click the paper clip icon next to a number in the amount column to view or print the file (receipt photo, PDF, etc.) attached to that expense.

Saving or sharing the report

If you'd like to save the report for future reference or share it with someone else, use the Save report button. More information is available in Saved, shared, and recurring reports.

Jumping to timesheet entries or expenses

All Administrators and any Managers with edit time permissions can jump from a detailed time or detailed expense report directly to a particular entry on the person’s timesheet or expense list. This is especially useful when you want to edit an entry to fix a mistake you discovered while running a report.

Click the blue underlined number in the Hours (detailed time report) or Amount (detailed expense report) column to jump to the corresponding item on the person’s timesheet or expense list. (A little tip: you may want to right-click the number and open the entry or expense in a new browser tab or window; that way, when you’re done editing, you can simply close the tab or window and return to your report without needing to run it again.)

Marking hours or expenses as invoiced or uninvoiced

When you create an invoice based on time and expenses, Harvest automatically marks all included hours and expenses as invoiced. On a detailed time or detailed expense report, lock icons mark invoiced and locked entries.

From a detailed time or detailed expense report, Administrators can manually mark hours or expenses as invoiced to lock them or as uninvoiced to unlock them. Note that you won't be able to mark non-billable entries as invoiced. 

These options might be useful if, for example, you invoice outside of Harvest but don't want to see a large uninvoiced amount, or if you need to edit something about an entry that can't be edited while it's considered invoiced.

To mark hours or expenses as invoiced or uninvoiced:

  1. Go to Reports > Detailed time or Reports > Detailed expense.
  2. Set the filters so they only capture the entries you want to update, then run the report.
  3. To select individual entries to update, use the checkboxes on the left. If you want to update all the entries on the page, check the box at the top of the report or leave all of the boxes unchecked.
  4. Click the Actions dropdown.
  5. Select the option you want for marking the items as either invoiced or uninvoiced.
  6. In the dialog that appears, click the Mark… button to confirm or Cancel to cancel the action.

Moving hours to another project or task

From a detailed time report, Administrators can reassign multiple time entries from one project or task to another, all at once. This can be useful if, for example, someone has been tracking time to the wrong project or task. It can also be helpful if you need to split one project into two and move some time from the original project to the new one, or if you’d like to merge two different tasks into one.

You can learn more in our article on how to bulk edit time entries.

Exporting and printing detailed time and detailed expense reports

Note: Managers can export data for themselves, and for people and projects they manage.

Exporting a detailed time report

From the Export menu, you can export to Excel, CSV, and PDF. You can also export to Google Drive if you’ve set up the integration.

By default, CSV and Excel exports will contain more detailed information than what you see on the interface. However, you can choose what data you'd like to include on CSV and Excel exports by selecting Export > Custom. From there, select the export format and sort the columns you'd like included on the export by dragging and dropping. Then click Export.

In addition, if you have rounding enabled in your account, the Billable Amount and Cost Amount columns are calculated based on the Hours Rounded numbers.

Exporting a detailed expense report

From the Export menu, you can export to Excel, CSV, and PDF. To export a report that includes expense receipt images from Harvest, choose PDF. If you'd like to choose which data is included in your CSV or Excel report, choose Custom

Printing either report

For either report, click the printer icon. When printing a detailed time report, if there is more than one page of results, you will have the option of printing the currently visible page or exporting a PDF of the full report to print all pages.

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