Time on Projects

Preview a sample report

See what an exported report looks like, using sample data:

Appears in the web app as [L3] Time Report (in this article, Project Time Report)

Available on: Basic plans and above
Who can use it: All roles, including Admins, Managers and Members
Where to find it: Reporting › Project And Tasks › [L3] Time Report

Time on Projects shows how much time each person spends on each project, and what that time costs and is priced at. Use it to see whether effort is going into the work that matters most, and to trace it day by day, and down to the app or window.

What problem does this report solve?

A person usually spends a month across several projects, and each project has several people logging time on it. This report lists every person's time against every project, with the hours, price and cost for each pairing, so you can see how effort is spread across people and projects.

Use it to:

• See how each person's time and cost is divided across projects, and whether they are focused or spread thin
• Compare billable and non-billable time for each person on each project
• Trace effort and cost day by day, and down to the app or window, to spot shifts, spikes and weekend work

Understanding L1, L2 and L3

Flowace organises work in a three-level hierarchy that your organisation names. This report works at the L3 level. In this article we use this example:

Your workspace may use different names, such as Department › Customer › Matter. The report's column headings use your names, so an exported file may say "Matter" where this article says "Project".

Choose a report type

The report comes in three types. Pick one under Type on the export screen.

How to generate the report

1. Open the report. Go to Reporting › Project And Tasks › PROJECT Time Report. The last item of the path uses your L3 name.
2. Choose your scope.

• Member and Teams – use the icons to choose people individually or by Team, then pick them from the list, or keep All Members Selected.
• Filter By – choose the level to filter on: your L1, L2 or L3 (shown as Department, Client or Project in the screenshot, which uses one workspace's names). Then use Search to pick the items to include.
• Date – pick the start and end dates.
• Attribute Filter – click Open Attribute Filter to filter by custom attributes or custom fields.

3. Choose the Type: Cumulative Data, Day-Wise Breakup or Day-Wise and Event-Wise Breakup.
4. Set the display options.

• Billable Type – Billable, Non Billable or Both. In the exported file these appear as BILLABLE and NON_BILLABLE, depending on whether the L3 is billable/non-billable.
• Time – Time in Decimal or Time in HH:MM:SS. The samples use Time in Decimal.
• Sync With Shift – tick it to include only the time that falls within each person's shift.

5. Get the report. Keep Download Report in CSV ticked and click Generate Report to get the report as a CSV file.

The top of the exported file repeats the report type and sub type (Cumulative, Day wise breakup or Day Wise and Event Wise Breakup), the Start Date and End Date, and Generated At. It also lists the formulas used for Price and Cost.

How the numbers are calculated

PRICE
Duration (in hours) × Hourly Price
Each employee's hourly price is set on the employee form when the employee is created. If no hourly price is set, Price is 0.

COST
Duration (in hours) × Hourly Cost
Each employee's hourly cost is set by an Admin when the employee is created. If no hourly cost is set, Cost is 0.

TOTAL FOR A PERSON ON A PROJECT (DAY-WISE BREAKUP)
Σ of that person's daily rows for the project
Add a person's daily Duration, Price and Cost for one project and you get the figures in their Cumulative Data row, give or take rounding.

Cumulative Data

One row per person per project for the whole date range. Duration, Price and Cost are totals for the range. The sample covers 1–30 September 2026.

What each column means

Worked example
Carlos Ramirez (Team: Development) works on E-commerce Website Revamp (Group: Digital Services, Client: Northwind Retail). His hourly cost is ₹2,000 and his hourly price is ₹3,500. He logs billable time on three days:

Price = 10.00 × ₹3,500 = ₹35,000. Cost = 10.00 × ₹2,000 = ₹20,000.

In Cumulative Data, this appears as one row (Email, Team and Prefix Name not shown):

Day-Wise Breakup

One row per person per project per day, with that day's Duration, Price and Cost. It has the same columns as Cumulative Data, with a Date column added at the start. A day on which a person tracked no time on a project has no row. The sample covers 1–30 September 2026.

What each column means

Worked example
Carlos Ramirez's time on E-commerce Website Revamp from the example above appears as three rows, one for each day he tracked time (Email, Team and Prefix Name not shown):

Adding the three rows gives 10.00 hours, ₹35,000 price and ₹20,000 cost, the figures in his Cumulative Data row.

Day-Wise and Event-Wise Breakup

One row per event: each stretch of time a person spends in one app or window, or idle, with the date and time it began. It has the same people, hierarchy and billable columns as Day-Wise Breakup, and adds the app, window title and web address behind each row. Every row also shows the hourly rates used, and a Summary View table below the rows adds up the time, price and cost for each project. The sample covers 1–3 September 2026.

What each column means

Time is priced and costed only when it is tracked against a project. Idle time is never priced or costed.

Summary View
Below the event rows, the file has a second table called Summary View. It has one row per project, with these columns: Prefix Name, GROUP Name, CLIENT Name, PROJECT Name, Duration(Hrs in decimal), Total Price and Total Cost. All idle time is added up in one row with ~ in the GROUP, CLIENT and PROJECT columns.

Use the Summary View for totals rather than adding up the event rows. Each event's Duration is rounded to two decimal places and many events last only seconds, so the rows add up to slightly less than the true total. The Summary View adds up the exact time.

Worked example
On Tuesday 1 September 2026 at 09:37:25, Carlos Ramirez (Team: Development) starts work on E-commerce Website Revamp. His hourly cost is ₹2,000 and his hourly price is ₹3,500. His first four events on the project are:

Each event lasts until the next one starts. The first event runs for 600 seconds from 09:37:25, so the second starts at 09:47:25.

Event 1 lasts 600 seconds, which is 600 ÷ 3,600 = 0.1667 hours. Duration shows 0.17. Total Price = 600 ÷ 3,600 × ₹3,500 = ₹583.33 and Total Cost = 600 ÷ 3,600 × ₹2,000 = ₹333.33.

Event 2 lasts 12 seconds (12 ÷ 3,600 hours), so Duration shows 0.00, yet Total Cost = 12 ÷ 3,600 × ₹2,000 = ₹6.67.

The four events last 1,821 seconds (0.5058 hours) in total. Their rows show Durations adding up to 0.50, while the exact time is 0.51 hours. Price and cost are worked out from the exact time, so they add up correctly: ₹1,770.42 and ₹1,011.67.

Carlos has 57 events on this project that day. Their rows show Durations adding up to 3.94 hours, while the exact time is the 4.00 hours in his Day-Wise Breakup row.

Reading the results: common scenarios

FAQs

• Which report type should I choose?

Choose Team & Individual Summary for totals per person, Daily Breakdown to check individual days or compare with your HRIS, and Monthly Active Hours for a calendar view of one type of hours.

• Why can't I choose columns for Monthly Active Hours?

This type shows one type of hours per date. Choose it under Hours To Show instead.

• Why is Logged Hours always included?

Logged Hours is the base for the other measures, such as Idle Hours and Activity %, so Total Logged Hours (or Logged Hours in Daily Breakdown) can't be removed in Edit Columns.

• Should I use Total or Average columns?

Use Total columns to compare people over the same period, such as for payroll. Use Average columns to see a typical working day, especially when people worked a different number of days.

• Why does someone have 0 Expected Working Days?

With Exclude Time Off Days, leave days, holidays and weekly offs are left out. If every day in the period was time off, the row shows zeros.

• Where do the HRIS columns come from?

They come from your connected HRIS tool and show what it records. Flowace shows them alongside its own tracked times without changing them. HRIS columns are available in Team & Individual Summary and Daily Breakdown, on Standard plans and above.

• What decides whether time is productive, unproductive or neutral?

For active time, the rating of the app or website in use. For away time, the rating of the activity type the person selects in the pop-up when they return. Both are set in your workspace's productivity settings. Ask your Workspace Admin if an app or website looks wrongly rated.

• Why don't Productive, Unproductive and Neutral Hours add up to Logged Hours?

They split Active Hours and Away Hours. Idle time has no rating, so it stays in Idle Hours.

• How is Project Cost worked out?

Project Hours, converted to decimal hours, is multiplied by the person's hourly rate. If no rate is set, Project Cost shows 0.00.

Related Articles:

• Terminology Guide
• Activity Report
• 'Apps & Websites' Productivity Report

Need more help? Reach out to support@flowace.ai and our team will be happy to assist.

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Updated on: 30/10/2026