> For the complete documentation index, see [llms.txt](https://help.agencydesk.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.agencydesk.io/admin/reports/forecasting.md). # Billed vs Unbilled Compare estimated billable Task value with issued billing on open, active Jobs. Review balances by Department, Client, Category, Account Executive and due month, and print each section. The **Billed vs Unbilled** report compares the value estimated for billable [Tasks](/jobs/tasks.md) with the value already billed on issued [Invoices](/jobs/financial/invoices.md). It helps Account Executives and finance teams find the billing balance still sitting on open, active [Jobs](/jobs/managing-jobs.md). Because Agencydesk was built exclusively for agencies, the figures come from the same Job Costing and billing workflow your team already uses. There is no separate billing pipeline to maintain. This report was previously called **Forecasting**. Open **Reports** in the left-hand navigation, then select **Billed vs Unbilled**. The report requires **Finance** access or higher. ## The figures at a glance | Measure | What it means | | ------------------------- | ----------------------------------------------------------------------------------------------------------------------- | | **Estimated** | The billable Task value, including amendments, in the selected group. | | **Billed** (grey) | Task-linked value on issued Invoices. It does not tell you whether the client has paid. | | **Unbilled** (blue) | Estimated value minus Billed value for the group, with a minimum of zero. | | **Billed above estimate** | The amount by which Billed exceeds Estimated. It appears in group details and, when relevant, the Client Billing table. | {% hint style="info" %} A Corporate Identity Task is estimated at **20 hours × R1,000 = R20,000**. If an issued Invoice bills **R10,000** against that Task, the report shows **R10,000 Billed** and **R10,000 Unbilled**. The blue portion is a remaining billing balance against the estimate. Check the Job and agreed billing terms before invoicing it. {% endhint %} The bar combines **Billed + Unbilled**. If billing is within the estimate, the full bar equals Estimated. If billing exceeds the estimate, the bar equals Billed and Unbilled is zero. A billed percentage can therefore exceed 100%. ## Reading the five sections The report presents the same type of billing comparison in five sections. Each section has its own totals and percentage shares. * **By Department** — compare billing balances across disciplines such as Design, Development, Content, or Strategy. * **By Client** — compare the work being carried for each Client and use the Client Billing table beneath the chart. * **By Category** — compare Job Categories such as Websites, Retainers, Campaigns, and Corporate Identity. * **By Account Executive** — compare the billing position of each Account Executive’s book of work. * **By Due Month** — see the billing comparison grouped by Task due month, with Job due date and Job start date used when a Task due date is missing. {% hint style="info" %} **Great for** a weekly billing meeting. An Account Executive can start with their own bar, open the contributing Jobs, and check which approved work is ready for the next progress Invoice. {% endhint %} The sections are alternative views of the work. Do not add Department, Client, Category, Account Executive, and month totals together. ### Hover for an exact amount Hover over a blue or grey segment to see its exact amount. The percentage at the end of a horizontal bar is the group’s share of **Billed + Unbilled in that section**. It is not the percentage of that group already billed. ### Open the Jobs behind a bar {% stepper %} {% step %} ### Open a breakdown Click a bar or a Client name in the Client Billing table. The popup shows the group’s Estimated, Billed, and Unbilled figures, with Billed above estimate shown when applicable, plus the contributing Jobs. {% endstep %} {% step %} ### Find a Job Use **Search jobs** to narrow the list. Where Job amounts are available, the table shows Estimated, Billed, and **Share of \[group name]**. That share is the Job’s estimated value divided by the group’s estimated value. {% endstep %} {% step %} ### Continue on the Job Click a Job name to open it in a new tab. Check its Task and Invoice details before deciding what to bill. Close the popup when you have finished reviewing the group. {% endstep %} {% endstepper %} Searching the popup changes the Job list, while its group figures and **All \[number] Jobs** footer continue to describe the whole group. If Job amounts are unavailable, the names remain usable without invented amounts. ## Business Unit rows A Business Unit is listed as its own row in By Client and Client Billing, ranked by its own figures. Its parent Client appears in smaller text beneath the name. Jobs without a Business Unit remain on the parent Client’s row; that row is not a combined total of all its Business Units. Search the Clients picker by the unit’s name or its parent Client. To review the whole relationship, include the relevant Business Unit rows as well as any parent row for work without a unit. Open a row to inspect the Jobs contributing to that specific row. For example, a publishing Client can have separate Magazine and Events rows while billing through the same legal entity. Selecting only Events reviews that unit’s work; it does not include the Magazine Jobs. ## Using the Client Billing table Under **By Client**, the **Client Billing** table makes the billing balances easier to compare row by row. It starts with the highest Unbilled value first. {% stepper %} {% step %} ### Choose Clients Open **Clients**, search for the Clients you want, and select them. Use **All Clients** to clear the selection. This selection affects the table, while the report’s charts keep their own full scope. {% endstep %} {% step %} ### Sort the figures Click a column heading to sort by Client, Estimated, Billed, Unbilled, or **Billed / Estimated**. If any Client is billed above estimate, that additional column appears too. {% endstep %} {% step %} ### Show more rows The table initially shows up to 15 Clients. Click **Show more** to add the next batch. The **Totals** row adds only the Client rows currently displayed, after your selection and sorting. {% endstep %} {% step %} ### Inspect a Client Click its name to open the contributing Jobs. **Billed / Estimated** is the billing ratio for that Client; a dash appears when there is no estimate to divide by. {% endstep %} {% endstepper %} {% hint style="info" %} **Great for** following up a few accounts without losing the agency view. A finance lead can select three retainer Clients, sort by Unbilled, and use the displayed table total for that review. Showing more Clients changes that total because more rows are included. {% endhint %} ## Reading By Due Month A Task’s estimated and billed values are placed in its due month. These are **work-date buckets**, so a grey amount in March does not mean the Invoice was issued or paid in March. Use **Show earlier months** to extend the view backwards and **Show more** to display further months. The number of initially visible months adjusts to the available screen width. Months without a returned figure show **No data**. {% hint style="info" %} A large blue amount in an earlier due month is a useful prompt to review those Jobs. The work may still need billing, may have been completed below estimate, or may need its costing and dates checked. The report alone does not establish that the client owes that amount. {% endhint %} ## Print or save a section as a PDF {% stepper %} {% step %} ### Prepare the section Find the section you want to share. For **By Client**, choose the table’s Clients and use **Show more** if you want more rows included. For **By Due Month**, display the months you need. {% endstep %} {% step %} ### Click its printer icon Click **Print** at the top right of that section. Agencydesk prepares that section with its colour key, currency, agency name, and print heading. {% endstep %} {% step %} ### Save or print In Chrome’s print dialog, select **Save as PDF** under **Destination**, then click **Save**. Alternatively, select a printer and print. Review the preview before sharing the copy. {% endstep %} {% endstepper %} The copy includes the currently displayed groups, table rows, or due-month range. On-screen Refresh, selection, and Show more controls are left off the page. Print each section separately if you need more than one. ## Refresh and currency The currency code beside **Refresh** identifies the account currency used by the report. Click the circular-arrow **Refresh** button to load current figures. Refresh closes open details and resets the visible group and month ranges; the Client table retains its sort and still-available Client selections. If the report cannot load, use **Retry**. An unavailable figure is not a zero balance. ## Use it alongside Finance and Financial Summary Use [Finance](/admin/finance.md) to check issued Invoices, receivables, and payment status. Use [Financial Summary](/admin/reports/financial-summary.md) to review monthly invoiced revenue. Billed vs Unbilled focuses on estimated Task value and its billing balance on open, active Jobs. Use [Work Distribution](/admin/reports/work-distribution.md) when you want to compare Task hours, charge-out value, or labour cost. Billable versus Non-Billable describes whether work can be charged; Billed versus Unbilled describes its invoicing position. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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