Purpose of this Report
The main purpose of this report is to provide insight into the spending of hours/costs on budgeted services and how these compare to the fixed (subscription) prices agreed upon.
Introduction
This report is specifically focused on budgets, spending, and invoiced revenue.
At the top of the page, you will find several toggles that provide different insights:
Project totals
Fixed-price services
Cost-plus services
Subscription services
The “Exclude services without a budget” filter offers the option to include or exclude services without a budget (where both the hour and cost budget are 0). By default, the report does not include these unbudgeted services.
A Few Points to Note
This report uses data boundaries for selecting data:
Cost-plus services without a budget are not included in this overview by default. This is because including them would create a negative impact on the difference between the budget and the spending. You can change this by setting the “Exclude services without a budget” filter to “No”.
Fixed-price services and subscription services without a budget are still included.
Fixed-price services and subscription services where hours and costs recording is disabled will not be shown in the Fixed-price and Subscription overview. These are often licenses or discount rules where no spending is possible, so they are excluded from the overview but are included in the Project Totals.
Project Totals
This page shows the budgets for both hours and costs, as well as the spending for all projects (depending on your filter selection). The invoiced revenue is also shown here.
You can quickly identify where budget overruns are occurring and how this compares across project leaders.
Tips for Analysis
Quickly analyze the main outliers in your organization with these tips:
TIP 1: Sort the Total Budget - Total Spent column in ascending order to see which projects are experiencing overspending, or in descending order to see where the most room is left.
TIP 2: Is certain revenue being included incorrectly? For example, if licenses or hosting subscriptions are being counted, filter out that revenue group or service on the side.
Points of Attention
There are two important considerations:
Cost-plus services without a budget are NOT included. Including them would have a negative impact on the project totals, as a 0 euro budget and 10,000 euro spent should not negatively affect the totals. However, you can set the “Exclude services without a budget” filter to “No” to include them.
Fixed-price services and subscription services without a budget are included in the Project Totals as invoiced revenue. This is because you want to account for standalone services (e.g., discounts or surcharges) in the spending vs. invoiced revenue comparison.
Columns Explained
Budget Hours:
The total hour budget for all services per project.Hours Spent:
Shows the sales value of the hours spent (including adjustments) on budgeted services. Cost-plus services without a budget are not included.Budget Costs:
The total cost budget for all services per project.Costs Spent:
Shows the sales value of the costs spent on budgeted services. Cost-plus services without a budget are not included.Total Budget - Total Spent:
The difference between the total of the budget (hours + costs) and the spending (hours + costs). This is an important column to sort!Invoiced:
Shows all invoiced revenue, except for Cost-plus services without a budget.Invoiced - Total Spent:
The difference between invoiced revenue and the spending (hours + costs). This is an important column to sort. Use the filter to exclude revenue if it’s being counted incorrectly, as mentioned in TIP 2.
Fixed-price Services
This report provides insight into the budgets, spending, and agreed prices for fixed-price services.
Purpose of this Report
Gain insight into the spending of hours and costs on all fixed-price services. The questions this report answers include whether the price covers the spending and how the spending compares to the set budgets.
Tips for Analysis
Quickly analyze the main outliers in your organization with these tips:
TIP 1: Sort the Total Budget - Total Spent or Fixed Price - Total Spent columns in ascending order to see which services are experiencing overspending, or in descending order to see where the most room is left.
TIP 2: Sort the last column, Spent vs Fixed Price in %, in descending order to see how the overspending compares to the agreed price. For example, €1000 overspent on a price of €50,000 is less severe than on a price of €1,500.
TIP 3: Use a filter to only show services from closed projects. No further spending will occur on these projects, allowing you to draw reliable conclusions.
Points of Attention
Only services based on fixed prices, where hours and/or costs are recorded, are shown. Discounts, surcharges, etc., are not included in this overview!
Columns Explained
Price:
The value of all fixed prices.Budget Hours:
Total hour budget for all fixed-price services.Hours Spent:
Shows the sales value of the hours spent (including adjustments) on budgeted fixed-price services.Budget Costs:
Total cost budget for all fixed-price services.Costs Spent:
Shows the sales value of the costs spent on budgeted fixed-price services.Total Budget - Total Spent:
The difference between the total of the budget (hours + costs) and the spending (hours + costs). This is an important column to sort!Fixed Price - Total Spent:
The difference between the fixed price per service and the spending (hours + costs). This is an important column to sort!Spent vs Fixed Price in %:
Shows the ratio of spending (hours + costs) vs. the fixed price per service.
Cost-plus Services
This report provides insight into the budgets, spending, and invoiced revenue for cost-plus services.
Purpose of this Report
Gain insight into the spending of hours and costs on all cost-plus services. In practice, the spending will either be invoiced or written off. This report answers questions about whether the invoicing lags behind the hours/cost spending.
Tips for Analysis
Quickly analyze the main outliers in your organization with these tips:
TIP 1: Sort the Total Budget - Total Spent column in ascending order to see which services are experiencing overspending, or in descending order to see where the most room is left.
TIP 2: Hide services without a budget by setting the “Exclude services without a budget” filter to Yes.
TIP 3: Sort the last column, Invoiced - Total Spent, in descending order to see how the spending compares to what has been invoiced.
Points of Attention
Only services based on cost-plus pricing, where hours and/or costs are recorded, are shown. The “Exclude services without a budget” filter gives you the option to hide all cost-plus services with no budget. Not all cost-plus services have a budget.
Columns Explained
Budget Hours:
Total hour budget for all cost-plus services.Hours Spent:
Shows the sales value of the hours spent (including adjustments) on cost-plus services.Budget Costs:
Total cost budget for all cost-plus services.Costs Spent:
Shows the sales value of the costs spent on cost-plus services.Total Budget - Total Spent:
The difference between the total of the budget (hours + costs) and the spending (hours + costs). This is an important column to sort!Invoiced:
Shows all invoiced revenue for cost-plus services.Invoiced - Total Spent:
The difference between invoiced revenue and spending (hours + costs). This is an important column to sort!
Subscription Services
This report provides insight into the budgets, spending, and agreed subscription prices for subscription services.
Purpose of this Report
Gain insight into the spending of hours and costs on all subscription services. The questions this report answers include whether the invoicing covers the spending and how the spending compares to the set budgets.
Tips for Analysis
Quickly analyze the main outliers in your organization with these tips:
TIP 1: Sort the Total Budget - Total Spent or Invoiced - Total Spent columns in ascending order to see which services are experiencing overspending, or in descending order to see where the most room is left.
TIP 2: Use a filter to only show services from closed projects. No further spending will occur on these projects, allowing you to draw reliable conclusions.
Points of Attention
Only services based on subscriptions, where hours and/or costs are recorded, are shown. Hosting, licenses, discounts, etc., are not included in this overview!
Columns Explained
Budget Hours:
Total hour budget for all subscription services.Hours Spent:
Shows the sales value of the hours spent (including adjustments) on subscription services.Budget Costs:
Total cost budget for all subscription services.Costs Spent:
Shows the sales value of the costs spent on subscription services.Total Budget - Total Spent:
The difference between the total of the budget (hours + costs) and the spending (hours + costs). This is an important column to sort!Invoiced:
Shows all invoiced revenue for subscription services.Invoiced - Total Spent:
The difference between invoiced revenue and spending (hours + costs). This is an important column to sort!