Overview
Projects includes several built-in reports for tracking project health, time, and budget. Project managers use these reports to prepare client updates, review team utilization, and compare planned spend against actuals. Reports are available at the project level and across multiple projects through Portfolios.
Project Health Report
The health report gives a snapshot of a single project's status.
- Open a project.
- Click Health in the project menu or side panel.
The health report shows:
- Overall health score (calculated automatically from task completion, overdue items, and budget variance)
- Task completion percentage
- Milestone status (on track, at risk, overdue)
- Budget vs. actual spend
The health score updates automatically every 15 minutes in the background.
Time Summary Report
The time summary shows hours logged across the project, broken down by person or by task.
- Go to Projects > Time > Report.
- Set the project filter to the project you want.
- Choose a date range.
- View the report broken down by user or by project.
Columns include: total hours, billable hours, non-billable hours, and cost (hours x cost rate).
To export the report, click Export and choose CSV.
Budget vs. Actual
Budget tracking compares your planned budget against the actual cost of work performed.
- Open a project.
- Click the Budget section in the project detail.
Actual cost is calculated as: time entries (hours x each user's cost rate) plus expenses entered against the project. The variance column shows how far you are over or under budget.
To set a project budget, edit the project and enter a value in the Budget field.
Tenant-Wide Stats
For a cross-project overview:
- Go to Projects > Dashboard or use the Stats endpoint from the admin view.
Tenant-wide stats show totals across all active projects: open tasks, overdue tasks, hours logged this period, and overall project health distribution.
Portfolio Rollup Reports
If you use Portfolios to group related projects, the portfolio view provides a rolled-up report:
- Go to Projects > Portfolios.
- Open a portfolio.
- The rollup shows status distribution (on track / at risk / overdue), total overdue items, combined budget vs. actual, and profitability.
Profitability is calculated as revenue (from linked PSA contracts or manually entered) minus time cost minus expenses.
Export Options
Most report views have an Export button that downloads the data as a CSV file. PDF exports are available for the health report via the PDF report generator.
Frequently Asked Questions
How is the health score calculated?
Automatically from task completion rate, number of overdue items, and budget variance. You do not enter it manually.
Can I schedule reports to send automatically?
Not through the UI at this time. Reports are generated on demand. For recurring delivery, use the THEO AI status update feature to draft a weekly status email.
What is profitability?
Revenue minus time cost (hours x cost rate per user) minus project expenses. You need cost rates set on users and either a linked PSA contract or a manually entered revenue figure for profitability to calculate correctly.