Catégories

Reports

Collabox reports are numerous, from the most general to the most specific.

These are business management tools that provide you with information on most aspects of your business life:

financial reports
reports related to human resources management
report by projects
production reports
and others

Project monitoring report

By Digital transformation, Reports

This report gives you a lot of information to monitor your projects at several levels and give you performance indicators of several types.

To obtain significant data in this report, you must carry out several elements with your Collabox: 1- do the invoicing 2- make your service offers 3- follow your projects and the timesheets related to them.

You have several display options, according to your needs: by project managers / by projects / by types of projects. You can choose a period. You can also choose to filter by delivery dates or by transaction dates.

Vacation management

By Reports, Sick vacation

Here you will find a summary of the different options available to manage the holidays.

The first option is to determine how you want to manage your vacation. In other words, when your employees go on vacation, do you want them to enter the hours into a project or as a department? Do you see this position as a project or a service? There is no wrong answer to this choice, these are two valid classification modes.

You must first access the organization preferences by clicking on “Organization” in the left sidebar.

Once in the organization’s file, under the “Info” tab you will have a small drop-down menu offering you the possibility to choose between project or service. Select the one you want and click “Save”.vacation

Well, that’s it! You can change your choice at any time by returning to this menu. However, don’t forget to create the Vacation projects or services in the appropriate setup menu, otherwise your efforts will be wasted.

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In a few months, you will like to know the vacation balance of your employees. To achieve this, we have put together a nice report that allows you to consult all this information quickly. To access it, you must first click on “Reports” in the top navigation menu.

Then, located in the side menu bar, click on “Vacation – Sickness”.

You now have access to a few options for viewing the vacation report. Choose what you want and click on “View report”.

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The displayed report takes into consideration the percentage of vacation, the hours worked, but also the vacation used. You are now ready for summer. No more unnecessary stress as the good weather approaches.screen-shot-2016-12-15-at-08-51-21

Configure vacation percentages

To be able to calculate the vacation, Collabox needs you to tell it the amount of vacation to which the employee is entitled. In Quebec, the Commission des normes, de l’énergie, de la santé et de la sécurité du travail has established very specific rules regarding vacations based on the number of years worked by the employee. You can refer to their guide by clicking here. Once you have the right percentage, navigate to your employee’s file by clicking on “Configuration” in the top navigation bar.

Then click on “Employees” in the left bar.

Choose the employee to edit. Once in its file, click on the “Rate” tab.

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Finally, add the percentage and the effective date. If the employee already had accumulated vacation before the chosen date, you can also add them.

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If you want your employees to enter their vacation time in Collabox, see the article Fill out your vacation timesheet in order to know the procedure.

Report by employee

By Reports

Do you feel like you’ve focused too much on the same project over the past three months? Wondering how Marie fills her working hours? Do you think that one of the departments is gathering more and more work to do? Take stock of all this with the Collabox employee report! It is designed to let you choose the information that will be put forward.

Producing a report

To produce a report, click on the icon Reports , located in the horizontal menu at the top of the screen. You will land directly on the right page. The report is produced in 3 stages:

  1. Determine the time period that will be covered by the report using the drop-down menus or the calendar.
  2. Choose whether the report will cover all employees or a specific employee by selecting the desired option from the drop-down menu.
  3. Select the type of report you want to produce (report by employee, total project hours or sum of services), then check the boxes for the parameters you need.

Don’t forget to click on the button View report when you’re done!

Overview of report types

The report by employee

This type of report basically allows you to see the number of hours worked by each employee over the given period. You may or may not include details (depending on the parameter options checked).

The report of the total hours of the projects

This report shows the projects each employee worked on, the amount of time they spent on them individually and the proportion (in%) of their time that the projects occupied.

The sum of services ratio

As the name suggests, this report is structured around the departments of your business. It lists the departments each employee worked for, the number of hours spent on each, and the billable amounts worked per department.

Note: The above examples were created from the basic settings and the selection of all employees. Depending on the options you choose to create your report, it may contain more or less items.

Management report by projects

By Projects, Reports

Project management is essential to control your operations. It therefore becomes essential to obtain reports that allow you to have an overview or detailed on the time that the members of your teams devote to the various actions for a given period. So here is an overview …

It is natural that the report by project is the document most produced and used in project management software. This is also the case for Collabox. It gives you a good summary of everything you want to know about your projects:

  • invoices
  • disbursed
  • wages
  • hours
  • resources
  • Purchase Orders
  • remaining budget
  • etc

Name them! No need to dig through your employees’ timesheets to find information on a project. Everything is in this report which is very quick to produce. It even exports to Excel!

To access the report page, click on the icon Reports , at the top of your Collabox page.

Collabox horizontal menu

Then select Projects in the left menu of Collabox.

Collabox vertical menu

The report by project is created in 4 steps:

  1. Determine the period that will be covered by the report using the drop-down menus.
  2. Choose the project, in the drop-down menu, on which you want to obtain information.
  3. Choose, if desired, a specific employee or department to report on.
  4. Determine how the information will be classified in the report (employees, department or chronological order) by selecting the option that interests you.

Note: The system remembers the last selected items in the form.

Report form by project

Once you have chosen these parameters, you can either view the report immediately without changing the other parameters, or adjust the parameters according to your needs. To display the report, click on the button View report located at the bottom of the page. If you want to export the report in Excel format, click directly on the Excel icon just above the button View report .

Example of report by project, classified by employee

Sales projections report

By Reports, Your CRM

Sales projections report

For salespeople, sales targets and projections, close rates, customer follow-ups, appointment management are basic tools.
The Collabox makes it possible to obtain this information thanks to several types of reports according to the chosen criteria.
When using the CRM module, you can generate sales projection reports. Get an overview with graphs on the closing rate , in number of proposals , in money in addition to obtaining statistics by customer type . This valuable data will optimize your sales actions. In addition, the list of proposals makes it possible to check and validate these results.

Project: Vacation

By Configuration, Employees, Reports, Sick vacation, Timesheet, Timesheet report

You don’t have a “Vacation” project? Do not worry. Follow these instructions to add it.

1- First click on “Organization” in the left side navigation bar.
2- Then, click on the “Projects” tab.

3- You must then update the project types by clicking on the link.

This page shows you all the types of projects in your organization.

To create a new one, click on “Add a project type”. Give the name “Vacation” to the project type and don’t forget to select the vacation option just at the bottom.

Disbursements and timesheet

By Disbursed, Timesheet, Timesheet report

Do your employees travel to meet clients all over the place and collect expense invoices? Stop racking your brains, Collabox is designed to make your job easier. Indeed, you can transform your appointments into a timesheet entry and directly enter your expenses as well as the kilometers traveled. It’s super convenient because in addition, you can then collect them in a disbursement! To do this, you must first configure your employee’s account by following the instructions in the tab below.

Preliminary configurations

1. Creation of a new supplier

You must create a supplier on behalf of the employee who will generate expenses and mileage. To do this, click on the “Accounting” icon at the top of the navigation menu.


Then click on “Suppliers” in the left sidebar.


Finally, click on “Add a supplier”. Fill in the requested information and save the form.


2. Accounting settings

It is now necessary to configure the miscellaneous expenses that can be added to the mileage, for example food and parking. To do this, stay in the “Accounting” module and click on “Define types of expenses”.



Name some types of expenses, we suggest three common ones. Don’t be shy about borrowing them.

Next, you need to associate these types of expenses with budget items. Click on “Expenses and budget items” to get there.


Use the drop-down menus to make the association. Our example is for illustrative purposes only. You can borrow our choices from us, but you can choose others.

If you don’t have a budget item that matches your expense type, just add it. To get there, click “Budget items”.


Then, click on “Add a budget item” and fill in the information on the screen.

3. Employee settings

Go to “Configuration”.

Click on “Employees”.

And click on the employee who will be doing the trips.
You will need to change options in these four tabs. Let’s start with the first one, “Menus”.

You must ensure that the “Enter expenses” box is checked. Once done, we go to “Preferences”.

We check “Display the trip counter on the timesheet”. We continue to the “Advanced configuration”.

We must then associate your employee with their supplier account (which we created a little earlier). Once it’s done, we go to the “Rates” tab.

Here you have to configure the travel rate of your employee, i.e. what is the amount you reimburse your employee for  his displacement  and how much you sell it to customers. Click “Edit” to change these values. 

Enter the values you want. It is important to use the “.” (period) and not the “,” (comma) to enter the amounts.

Now that the configurations are done, you are ready to manage your travels. If you’re the type to grab  all your appointments in Collabox, you will be pampered since they can be transformed into a timesheet entry. 

When you click on your appointment in your calendar, navigate to the bottom of the page.

You have a series of button and options available to you. By clicking on “Create a timesheet”, your appointment will be calculated automatically in your timesheet.

You must then indicate the department to which you want to attach this entry. Then you can also enter your mileage and expenses incurred during this trip. By clicking on “Save”, the data is saved and appears in your timesheet.

In red you have the place taken by the appointment and in gray the entry of the timesheet that you have just created. 

Now that you have lots of expenses added to your timesheets, you are at the time to change them to disbursements. To easily spot them, we’ve created a comprehensive report.  To do this, first click on the “Reports” icon at the top of the page.
Then click on “Expense Report” in the left side menu.

Select the desired display period for the report. The latter will record and display all additional expenses as well as the mileage carried out by your employees. You can also select a specific employee as in the example below. Then click on “View report”.

The report then shows you all mileage entries and expenses  entered in the timesheet. Select the ones you want to put in the payout.

WARNING! Be certain of your selection because it is not possible to reverse the transformation into disbursement.

Once the selection is complete, click on “Create disbursements”. 

You will be automatically redirected to your disbursement list and see your new disbursements on behalf of your employees. If you have selected entries from more than one employee, Collabox will separate the expenses automatically for each employee. You will then have as many disbursements created as employees having fulfilled expenses.
If you click on the disbursement, you will be able to see which expenses you selected with their amounts. However, if you have added expenses and mileage, you cannot discern them when turned into disbursement.


Bank of accumulated hours

By Configuration, Employees, Sick vacation, Timesheet, Timesheet report

Do you have trouble keeping track of your employees’ overtime hours? Collabox can help you with its bank of accumulable hours. You just have to determine the typical schedule for each of your employees and the timesheet does the rest. Indeed, when your employees enter their information in the timesheet, Collabox is able to deduct the total made and if it exceeds the usual schedule.

How do I configure an employee’s schedule?

Click on the “Configuration” icon in the navigation bar.

Then click on “Employees” in the left sidebar.

Choose the employee whose schedule you want to modify / view.

Click on the “Schedule” tab.

Finally, enter the days and hours worked. Do not forget to configure the bank of hours. You must enter the date of the start of the calculation of the bank of hours (generally associated with the start of the hiring of the employee) or the number of hours accumulated on the selected date (if you do not take the date of hiring). If you limit the number of hours that can be accumulated, indicate it in the specified place. Don’t forget to save your changes. You must complete these steps for each of your employees.

Once you have saved the changes, a detailed report will be generated automatically with hours worked, surpluses, etc.

Approval of expenses

By Accounting, Accounting report

Here is the procedure to be able to approve expenses in the expense report of the Accounting module.

First, you must give the rights to an employee to authorize expenses by going to “Configuration” then in “Employees”. You must then select the employee who will have this right and go to the “Advanced configuration” tab where the “Accounting module” category is located. In this module is the checkbox “May approve expenses” which must be checked to see the column “Approved” in the expense report.

Second, we go to the “Reports” category to find the “Expense Report”. We must first select an employee since we can create a disbursement or authorize an expense that one employee at a time.

Third, we have to approve the expenses so that we can disburse them. You can finish by saving with the “Save” button at the bottom of the page.

Progress report

By Progression, Reports, Timesheet report

Do you know the progress report?

It allows you to see at a glance which of your projects are going well and which are in cost overrun. It saves you time because you directly see the progress of the project, the amount sold to the client and the total fees of your employees to date. The report is practical and accessible, it only takes a few clicks and you’re done. Your projects are often in several phases as is the case in architecture or construction. We’ve thought of everything! The progress report becomes a valuable tool since it allows you to follow up by phase!

The progress report is soon at your fingertips, you must first check if an hourly rate has been assigned to your employees and meet certain conditions. If it is already done, continue a little lower.

Configuring the hourly rate per employee

To do this, go to the configuration menu located at the top of the page.

Then you have to go and look for the “employees” section in the left sidebar.

You will then have a list of all the employees in your company. By clicking on a name, you will display the employee’s file. To consult its hourly rate, click on the “Hourly rate” tab.

This page shows you the hourly cost and selling rate for this employee. If no hourly rate is displayed, you must add it by clicking on “Add an hourly selling rate”. The amount of the selling fee is necessary in the calculation of the progress report. Without it, the report will not display. It is also possible to modify an hourly rate for an employee in the project page to indicate a special hourly rate only for this project.

Now that your employees have an assigned hourly rate, you are ready for the progress report. The instructions below tell you which sections to complete to display your progress report.

What to fill in to display a progress report?

Before you can view your progress reports, your projects must contain certain information.

  1. The amount sold: This is the amount you sold to your client for the entire project.
  2. Fees: Your employees should make timesheet entries AND record that they are working on the project. Otherwise, their time will not be counted on the project and the progress report will not be up to date. The hourly cost rate must be configured (see above).
  3. Progress status: When you are in the project file, you must indicate the level of progress of the latter in percentage.

Once the projects are completed with the necessary information, the next step is to display the report itself. You will see, it only takes five mouse clicks.

How do I view the progress report?

To display the progress report, you must first click on the “Reports” icon located in the top bar.

Once in the reports menu, you can find the “Progress report” option in the left navigation bar.

You can then choose the time period you want for the report to be displayed. Collabox will present you with the information of all the projects fulfilling the necessary conditions for the display report. It is also possible to choose the detail of a particular project by indicating it in the drop-down menu.

We also take the opportunity to explain a very practical feature for certain trades such as architects, construction contractors or engineers. This is the progress report by phase.

This type of report allows you to see the progress of a project and the costs incurred in fees vs. the amount sold to the client. It also offers you the detail by phase of the project. Thus, it is possible to see which phases are in cost overrun.

For example: the salaries of employees who worked on plans and specifications and on contract administration and site supervision which may be the cause of the cost overrun on a project.