# Time and Expense Reports

The company reports on the Time & Expense Reports card: the Time Card Report, the Time Grid, the Utilization Report and the Expense Report.

Source: https://getjobbook.com/help/Time_and_Expense_Reports
Last updated: 2026-09-17

## Key Concepts

The **Time & Expense Reports** card on the dashboard holds the company-wide reports on time and expenses: labour hours, utilization and expense claims. They
read the labour hours and expenses your staff have already entered, so nothing you do on these screens changes a
record. The card is on the Manager's and the Administrator's dashboard only; see
[Report Access](https://getjobbook.com/help/Users_and_Employee_Profiles#report-access). What the hours behind these reports do for
a surveying business is on the [Time Sheets](https://getjobbook.com/features/time-sheets) product page.

To open one, on the dashboard, in the **Time & Expense Reports** card, click **Time Card Report**, **Time Grid**,
**Utilization Report** or **Expense Report**.

![The Time & Expense Reports card on the dashboard, with its four links marked](https://getjobbook.com/_astro/time-expense-reports-card.CcRfZ1QJ.png)

*Payroll runs from the Time Card Report. The Time Grid finds the day nobody filled in, the Utilization Report says how billable the staff were, and the Expense Report what they spent.*

They all work the same way to start with:

- **From** and **To** set the date range, and every report opens with a range already filled in and an empty grid.
  Click **Load Data** to fill it.
- The range a report opens on is short: a week for the **Time Grid** and the **Utilization Report**, two weeks for
  the **Time Card Report** and the **Expense Report**, both ending today. Widen **From** before you click
  **Load Data** if you want older work.
- **Export to Excel** downloads what is in the grid.

Three of the four (the **Time Card Report**, the **Utilization Report** and the **Expense Report**) use the report
grid described on [Report Grids](https://getjobbook.com/help/Report_Grids), with its template toolbar and ⋮ column menu. The
**Time Grid** has a funnel filter icon in each column header instead of the column menu, and no template toolbar.

## Time Card Report

The Time Card Report shows labour hours and can be exported to Excel for payroll.

There is one row for every labour line on a Daily Work Record (DWR), so an employee who worked on three jobs in a
day has three rows. The columns are **Date**, **Job #**, **Client**, **Line Item**, **DWR #**, **Employee Name**,
**Code**, **Hours**, **Status** and **Office**. The **Date** in each row is a link that opens the DWR the line came
from in a new browser tab. **Status** is that DWR's status, so a row reading **PM Approved** is time the job's
project manager has already approved. **Office** is the job's office, not the employee's. The report opens sorted
by **Date**, then **Client**, then **Employee Name**.

The Time Card Report is the only one of the four with buttons beyond **Export to Excel**: **Export to Payroll**
and **Sync to QuickBooks Online**.

![The Time Card Report with hours loaded](https://getjobbook.com/_astro/time-card-report.CRp8LgCP.png)

*A DWR with two people on it is two rows here, so the same DWR # can appear more than once. Set the range to the pay period before you load it.*

## Time Grid

The Time Grid totals hours per employee.

It is a matrix rather than a list: one row per employee, one column for each day in the range, and a **Total**
column at the end. Reading across a row shows you a day someone forgot to fill in, or a day with more hours on it
than anyone worked. The range is a month at most: set a longer one and **Load Data** goes grey with the message
"Please specify a time range of 1 month or less."

![The Time Grid for one week, employees down the side and days across the top, with the cells that hold hours shaded blue](https://getjobbook.com/_astro/time-grid.D1c9ZFxk.png)

*Every DWR on the day goes into one cell, shaded deeper the more hours it holds. A 16 in one cell needs a look as much as a 0 does.*

## Utilization Report

The Utilization Report shows utilization, chargeability, and effective rate of your staff.

There is one row per employee. The columns to start with (**Office** is there too, hidden until you turn it on
from the column menu):

- **Employee**: the person the row is about.
- **T&M Hrs**, **Fixed Price Hrs**, **Non-Charge Hrs** and **Overhead Hrs**: the employee's hours split into the
  four categories.
- **Total Hrs**: those four added together.
- **Utilization**: **T&M Hrs**, **Fixed Price Hrs** and **Non-Charge Hrs** added together, as a percentage of
  **Total Hrs**.
- **Chargeability**: **T&M Hrs** and **Fixed Price Hrs** added together, as a percentage of **Total Hrs** less
  **Overhead Hrs**.
- **T&M $**, **Fixed Price $** and **Non-Charge $**: what those hours came to at their billing rates, the only
  rates Job Book holds.
- **Total $**: the three dollar columns added together.
- **Effective Rate $/hr**: **Total $** divided by **Total Hrs**.

A totals row runs across the bottom of the grid.

![The Utilization Report with one row per employee and a totals row](https://getjobbook.com/_astro/utilization-report.B7Msrkgq.png)

*How much of each person's time was billable, and what it earned per hour. Overhead hours pull Utilization down; non-charge hours pull Chargeability down.*

## Expense Report

The Expense Report lists all expenses and their status.

There is one row per expense, with the columns **Expense Date**, **Submitted Date**, **Job #**, **Client**,
**Expense Item**, **Employee Name**, **Amount**, **Status** and **Description**. A **Total** of the **Amount**
column sits at the foot of the grid, so you can read a period's spend without exporting anything. The
**Expense Date** in each row is a link that opens the expense in a new browser tab. The report opens sorted by
**Expense Date**, then **Employee Name**.

![The Expense Report with three expenses loaded and a total](https://getjobbook.com/_astro/expense-report.rZeNsP7j.png)

*Every expense in the company for the period, whatever its status. Approving one is done from Expense Approval, not here.*

**Status** tells you where the expense has got to. **Submitted** means the employee has sent it in and it is
waiting in the **Expense Approval Backlog**.

## Related Guides

- Time and Expense Reports
- [Report Grids](https://getjobbook.com/help/Report_Grids)
- [Reports](https://getjobbook.com/help/Reports)
- [Personal Reports](https://getjobbook.com/help/Personal_Reports)
- [DWR Approval](https://getjobbook.com/help/DWR_Approval)
- [Expense Approval](https://getjobbook.com/help/Expense_Approval)
- [Task Dashboard](https://getjobbook.com/help/task-dashboard)