Beta Permissions: Project reports for Managers

This article is for Harvest beta permissions.  The beta program is available to team accounts who opted in. If you're looking for information on project reporting for a non-beta account, you can find that in the Projects section of our regular Help Center.

With beta permissions, Managers can report on time and expenses tracked by people assigned to projects they manage AND time and expenses tracked by their assigned people. We'll cover reporting on projects in this article. If you'd like to learn about how Managers can report on their assigned people, see our article on Beta Permissions:  Team reports for managers.

What can Managers assigned to manage a project do?

All Managers of a project can:

  • View the full report for the project. They can see all time and expenses tracked by other team members to the project, as well as how that compares to an hourly budget.
  • Report on and approve time and expenses tracked to projects they manage by any team member (if approval functionality is enabled in the account). 
  • Edit select project details, including hourly budgets, tasks, and assigned people.
    • Note: While all project managers can add existing tasks to projects, only Managers with special permission can create brand new tasks for the project. Best practice is to have an Administrator or Manager with create task permissions create the task in the Manage > Tasks section so they can add the default information for the task, such as the default hourly rate.
  • Archive, delete, and restore the project. 

Note that Managers can only see fee-based budgets and billable amounts if they have special permission to view billable rates. 

Projects Overview page

Project reporting starts with the Projects overview page. Here, you can search for projects by name, code, or client, monitor budgets, filter projects, edit or archive projects, and more. You can get here by clicking Projects in your navigation menu:

screenshot of Projects Overview page

Managers can only see certain projects in their Projects section: those they manage, and those they’re assigned to that are set to show the project report to everyone on the project. Other projects won’t be listed there, even if the Manager or their assigned people can track time and expenses to them.

Think of this page as your command center for managing all of your projects in Harvest. The budget bars let you check on your projects’ progress at a glance. Here’s a breakdown of how they work:

Budget bar graph explanation

Blue shows how much of the budget has been burned—and as your project progresses, the blue will grow until it hits the budget. Once the project is over budget, you’ll see a red bar grow. We hope you see more blue and less red!

Find the projects you’re looking for

Even if you have a long list of projects, there are a few different ways to find the particular project or projects you’re interested in:

  • Filter: By default, the Projects Overview shows you all active projects. You can use the filter menus (top left of your Projects Overview page) to see subsets of your projects.
    • Use the Project status filter (All active projects by default) to view active projects, projects with a budget set up, or archived projects.
    • Use the Client filter to view only projects for a specific client.

screenshot showing project filetering on Projects Overview page

  • Search: If you want to get to one specific project quickly, try using the super fast project search. Start typing the client name, project code, or project name, and the options will be narrowed down. The search box stays in the top right corner throughout your Projects section—so once you click into a project, you can quickly jump to another one with search!

screenshot showing Project Search

  • Pin: Click a project’s Actions dropdown and select Pin to keep that project at the top of your list, regardless of alphabetical order. You can pin up to 100 projects.

Project Analysis page

The Project Analysis page contains crucial information about a project. You can get to a project’s analysis page by going to Projects, then clicking on the name of the project you need. Here’s a quick rundown of what the Project Analysis page shows.

Project graphs

There are two types of project graphs. You can switch between the two by clicking these buttons in the top left of your graphs:

screenshot showing graph toggle buttons

Project progress graph

The line graph shows you how hours for the project have accumulated over time. If you have a budget set up, the graph will show you the budget burned compared to the budget total, and will show that in hours or fees, depending how your project is budgeted.

You can see the velocity of how the project approaches its budget as well as when and where the project goes over budget. Here’s an example with an hours-based budget:

screenshot showing project progress graph

Hours per week graph

The other graph is a discrete bar graph that shows you each week’s hours. It’s a handy way for you to compare each week’s time put into the project.

screenshot showing hours per week graph

The graph also shows billable hours versus non-billable hours. Non-billable hours appear in a lighter shade of gray.

Summary data

Right below the graph is a series of important data for the project: total hours spent, billable vs. non-billable hours, budget summary, billable amount and the uninvoiced amount. 

If you’re looking at a Time & Materials or Fixed Fee project that budgets by project fees, you’ll see an “i” icon in the Budget remaining section. Click on it to see a breakdown of the budget:

screenshot showing summary data

Note that the information available here will differ depending on the type of project you’re viewing, the project’s settings, and your permissions.

Tasks, Team, and Invoices tabs

The top portion of the Project Analysis page shows you summary data. In the bottom half of the page, the Tasks and Team tabs show tables with the summary data broken down by tasks or team members. The Invoices tab shows all invoices linked to the project.

In the tables, you can click on any column’s header to sort by that column. You can also change the time period of the data you’re viewing using the dropdown at the top left of the table.

Click any row to get a breakdown of that row’s hours. For example, clicking on a task name will show you who tracked time to that task and how much. Clicking on the blue Spent hours will bring you to a Detailed Time Report that shows each individual entry included in that number.

screenshot showing Tasks tab of Project Overview page

For Time & Materials projects, the Billable amount column will show hourly rates multiplied by the time tracked, and you can see a Total billable amount at the bottom of the table.

For Fixed Fee projects budgeted by Total Project Fees or Fees per Task, the If billed hourly column will show hourly rates multiplied by the time tracked. This number tells you what the billable amount for the project would be, if you were billing your client at an hourly rate.

In the Invoices tab, you’ll find all invoices that have been linked to the project. For each invoice, you’ll see only the portion of that invoice that applies to the project you’re viewing.

Note that billable amounts are only revealed to Managers with special permission to view rates and invoices are only revealed to Managers with special permission to create and edit invoices. 

 

 

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