Scoro’s powerful reporting capabilities help you analyze your business from various operational and financial aspects. Data from all parts of your site feeds into reports where you can filter and group it in countless ways to extract the exact information you need to improve your organizational efficiency and performance.
The easiest and quickest way to get started with reports is to use our Reports Library. It helps you save time by providing shortcuts to reports that help you measure and analyze some of the key metrics of your business. Whenever you wish to dive deeper, you can easily apply additional filters and data columns to customize the reports further.
We’ve divided the library into six categories for easier navigation, each focusing on a different aspect – productivity, utilization, revenue, cost, profitability, and sales.
NB! You might not be able to view some of the reports properly if your user lacks respective permissions in Scoro or if the related feature is not included in your package. Site admins can update permissions under Settings > Administration > Permission sets. You can upgrade your package under Settings > Administration > Plan, add-ons and billing.
In this article, we’ll go over the categories and take a closer look at a few selected reports to illustrate how you can read the data and use it to improve your operations. Our Reports Library includes almost 50 reports, so browse around to find the ones that are most relevant to your business and its goals.
1. Productivity reports
Productivity reports help you analyze team members’ time usage, compare planned time with actual results, and track overdue tasks and projects with ease. By tracking productivity metrics, you can see whether your team is working efficiently or whether you could be using your resources more wisely.
- Time breakdown by clients
This report shows you how much time your team has spent on servicing each client within the last 30 days so you can analyze service demands. Take a look at the Duration column. If you want to see a longer period, simply update the time range. You can also play around with filters to gain additional insights. For example, change the second grouping option to Activity types to see the exact activity breakdown per client.
- Planned vs actual time by users
This should be your go-to report if you want to analyze who tends to complete their activities within the planned time and who usually needs more time. This can help you evaluate individual performance or skill set and detect training needs. It also helps you improve project planning as you can be smart about resources and time buffers when assigning deadlines.
The default filter is set to last 30 days, but you can easily change the time range as necessary. Note that the report considers only completed tasks and past events. For example, if someone has logged 20 hours worth of work under a task, but the task itself is not yet marked as done, then that time is not reflected in the report.
- Planned vs actual time by activity types
This report shows you how accurately you’ve planned time for various activities during the current year to help you detect patterns of overservicing. For example, if you see that the total time spent on design work this year exceeds the planned time, it means you are constantly sabotaging your own profit margins and should take action to correct your scoping.
The default time frame is set to the current year, but you can easily customize it further to see different periods. To get the maximum value of this report, you need to have activity types and groups properly set up.
2. Utilization reports
Utilization reports help you analyze the current and the forecasted utilization and availability of your resources. By monitoring utilization, you can ensure a balanced workload across the team when allocating resources, assess if you have enough work in your pipeline, and evaluate your capacity to take on new projects.
- Availability for upcoming months
This report shows you each team member’s remaining individual availability for upcoming months. The utilization heat map makes it easy to grasp who’s over- or underutilized. It helps you plan your projects with greater confidence, as you can easily see how much work you can take on and what deadlines you can offer for new projects. You can apply additional filters, such as user groups or user tags, to filter out the availability of people with some specific skill set.
- Weekly utilization by users
This report helps you analyze utilization levels across the team over the last 30 days. You can customize the time frame as needed. Have a look at the % of utilization column. If you see that someone is constantly overutilized, you might want to re-evaluate responsibilities and balance out their workload to prevent burnout. Similarly, if someone is constantly underutilized, you should look for ways to improve their engagement to maximize your resources.
- Billable vs non-billable time by users
This report is set up to help you see how much time your team has spent on non-billable administrative work compared to revenue-generating billable work. This way, you can quickly reset priorities if you see that admin tasks take up too much of your team's time. The default filter is set to last 30 days. You can extract this data only if you have set up activity types and grouped them into billable (= client work) and non-billable (= internal tasks) ones. This article includes a step-by-step guide on how you can divide your activity types accordingly if you wish to track this data.
3. Revenue reports
Revenue reports help you keep an eye on your invoices and payments, track recognizable revenue, and identify high-value clients. By tracking your revenue metrics, you can assess the financial viability of your business and make smart decisions about prioritizing clients, services, and projects.
- Overdue invoices by client
This report is a shortcut to all overdue invoices so you can follow up with your clients and send out extra reminders in order to ensure a healthy cash flow. Click on the client name to delve deeper into details and open the invoices.
- Invoiced revenue by services
This is your go-to report if you want to understand which services drive your revenue and are worth developing further. The report shows you all data up until today, but you can customize the time range to look at specific periods. The Sum without tax column shows you the total invoiced value of each service. Click on the service name to delve deeper into details and see all the related invoices.
- Recognizable revenue by projects
This report helps you track recognizable revenue across ongoing projects. You can read our article on revenue recognition methods in Scoro to dive deeper into recognizable revenue.
You can also monitor whether you’ve under- or overbilled so far by comparing the Income and Recognizable income columns.
- The Income column shows you how much you've already invoiced.
- The Recognizable income column shows you how much you could theoretically already invoice for based on completed activities.
If recognizable income is higher than the total income, it means you've invoiced less than you've done so far. So the difference shows you how much you can still collect from the client. On the other hand, if income is greater than recognized income, it means the client has paid you for more than you've delivered so far. You can estimate how many hours you still have to put in to get even with the client.
4. Cost reports
Cost reports help you track unpaid bills and expenses, analyze labor costs, and compare budgeted costs with actual results. By monitoring your costs, you can keep your cash flow under control, detect excessive expenditures, and enhance overall cost management.
- Budgeted vs actual cost by projects
This report helps you monitor budget burndown as projects progress. This way you can take corrective actions promptly if you seem to be burning your budget too quickly. Have a look at the % completed. It shows you how much of your cost budget you have already used. This helps you to estimate whether it’s realistic to complete the rest of the project within the allocated budget based on current progress.
5. Profitability reports
Profitability reports help you monitor your gross income and profit margins. You get a real-time overview of which clients, projects, services and resources are profitable and which ones eat into your margins. By tracking your profitability, you can analyze the health and outlook of your business and improve your financial planning and forecasting.
- Profitability by projects
This report lets you assess the profitability of completed projects across your portfolio. The top row of the Project profit column shows you the actual profit you made as well as the profit margin, so you can evaluate which profits tend to be more or less profitable. By detecting patterns, you can make sure that you always prioritize the biggest moneymakers.
- Profitability by services
This report helps you see which activities generate the most profit, so you know which services are worth developing further and which ones should be reevaluated or discarded due to low gains. The Margin column shows you the total profit, while the Margin % column shows you the profit margin. Both are calculated based on the difference between the total revenue and the cost data on issued invoices.
- Profitability by clients
This report summarizes all the completed projects by clients, so you can assess how much money each client brings in and which of them have the highest profit margins. Have a look at the top row of the Project profit column and compare the numbers across clients. This helps you make smarter decisions about resource allocation and ensure you prioritize the right clients.
- Profit by employees
This report shows you which of your team members operate with the highest profit so you can be more strategic about your resource allocation. You can determine the profit earned by each team member by comparing the Labor cost column with the Earned revenue column. The earned revenue column indicates individually generated recognizable revenue.
- Labor cost = all logged hours x hourly labor cost of the team member
- Earned revenue = logged billable hours x selling price of the service/role
6. Sales reports
Sales reports help you get an overview of closed and lost deals, track sales activity, and see the pipeline forecast. By keeping an eye on your pipeline, you can monitor if you have enough deals lined up to keep everyone busy and whether you’re on target to hit your revenue and profitability targets.
- Pipeline forecast for upcoming months
The pipeline forecast shows you the value of the deals you will most likely close in the upcoming months. The forecast takes into account estimated closing dates of deals and their win probability. As deals progress through the sales process, the probability of winning them increases. So to forecast future revenue, the total quoted sum is multiplied by win probability. Win probability is determined by the percentages you’ve set up for different pipeline statuses under Settings < Site settings > Quotes and pipeline. Each deal falls into the same month as its estimated closing date. Your salespeople can enter the estimated closing date for each deal in the quote modify view.
7. Customized reports
If none of the library reports give you the exact data you’re looking for, you can always update filters and add or remove data columns to customize it further, then save it as a bookmark for quick access in the future. Alternatively, simply open up the relevant report type from the left-hand side to build the desired report from scratch by applying necessary filters and view options.