Detailed Time and Expense Reports show hours or expenses by date and entry and allow you to mark hours and expenses as invoiced or uninvoiced.

How to Run a Detailed Time Report: Video

How to Run a Detailed Time or Expense Report: Step by Step

Administrators can run Detailed Time and Expense Reports for all projects. Project managers can only run Detailed Time and Expense Reports for projects they manage.

  1. Go to Reports > Detailed Time or Reports > 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.
    • Click Search Roles to filter by Roles instead of Team.
  4. Click Run Report.

From the Show menu, you can 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 an Expense Report, administrators and project 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.

Jumping to Timesheet Entries or Expenses

Administrators can jump from a Detailed Time or Expense Report directly to a particular time entry on the person’s timesheet or a particular expense in the person’s expense list. This is especially useful when you want to edit a time entry or expense to fix a mistake you discovered while running a report.

Click the blue underlined number in the Hours (Detailed Time Report) or Amount (Expense Report) column to jump to the corresponding item on the person’s timesheet or in their 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!

Here’s what this feature looks like for a Detailed Time Report, from clicking on the blue number in the report to opening the edit window for the time entry:

Jumping from a DTR to a time entry

Marking Hours or Expenses as Invoiced or Uninvoiced

When you create an invoice based on project hours, Harvest automatically marks all included hours and expenses as invoiced. When you run a Detailed Time or Expense Report, green locks mark invoiced and locked entries.

From a Detailed Time or Expense Report, administrators can mark hours or expenses as invoiced to lock them or as uninvoiced to unlock them.

  • Note: Project managers can run Detailed Time and Expense Reports, but they can’t mark hours or expenses as invoiced or uninvoiced.

To mark hours or expenses as invoiced or uninvoiced:

  1. Go to Reports > Detailed Time or Reports > Expense.
  2. Set the filters so they only capture the time or expense entries you want to update, then run the report.
  3. Click the Bulk Actions (Detailed Time Report) or Mark Expenses (Expense Report) dropdown.
  4. Select the option you want for marking the items as either invoiced or uninvoiced.
  5. In the dialog that appears, click Yes to confirm or No to cancel.

Moving Multiple Time Entries from One Project to Another

From a Detailed Time Report, administrators can move time entries to a different project. This can be useful if, for example, someone has tracked time to the wrong project, or you need to split one project into two and change some time from the original project to the new one.

There are a few things to be aware of here:

  • Project managers can run Detailed Time Reports, but they can’t move time entries from one project to another because they can’t edit other people’s time.
  • If a person or task included in the entries isn’t already assigned to the new project, we’ll add them for you.
  • You can move time even if it’s already been approved.
  • You can’t move time if it’s already been invoiced.

Here’s how to move multiple time entries to a different project at once:

  1. Go to Reports > Detailed Time
  2. Set the filters so they only capture the time entries you want to update, then run the report.
  3. Click the Bulk Actions dropdown.
  4. Select Move hours to another project.
  5. In the dialog that appears, select the project you’d like to move the hours to, then click Next Step.
  6. Review the changes that will be made. If everything looks correct, type MOVE into the text field and click the Move Hours button.
  7. The Detailed Time Report will update with the changes highlighted.

Exporting Detailed Time and Expense Reports

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. Note that all exports (except PDF) will contain more detailed information than what you see on the interface.

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.

Print

Print both reports by clicking 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.