Welcome to our new Dashboard feature, designed to help you get a top level understanding of your business: zooming out from ‘how is that job going?’ to ‘where do I need to direct some attention?’

We’ve taken the data you’ve got in Streamtime and put it all together to help you get a sense of how the business is going as a whole. The metrics displayed include data from time, expenses, invoices, quotes and jobs based on the branch filter and date ranges set.

For ease, we’ve grouped the insights based on their business intention. The first group are things that you might like to Keep an eye on: they’ll show how things are going now, or the day to day. The second group shows metrics it might be Time to Review: stats that might set benchmarks to improve upon, or are based on jobs already complete. Finally, the Heads Up section on the right are nudges for the future: they aren’t affected by the date ranges set, rather they’re foresight-focused help for you to nip things in the bud.

The Keep an eye on and the Time to Review sections surface data based on the branch and date range settings.

Set which branch you’d like to view, or the organisation as a whole by selecting All Branches.

Next, set the date range you’d like to see data for. You can choose from our pre-filled options (last month, last quarter, this quarter etc), or set a custom range using the date pickers yourself.

Let’s go through and define every metric, what they’re intended to help with, and how they’ve been calculated. Depending on your access permissions, you'll see a different combination of insights from the below.

What are the line graphs showing me?

Streamtime is pretty smart — we'll show you varying scales of time based on the length of your date range. If you select this year, for example, you'll see the line graph divided into monthly segments. If you select this quarter, we'll show the trend by week.

There are some little rules under the hood helping us decide the the breakdown, ultimately helping you see the level of detail you've selected: the bigger picture, or a focused window.

You also may see extra information on the edges of your graph: if the segments are weekly, in order to preserve the accuracy of comparison, we might show a few days or weeks before or after your set date range on the graph only.
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What’s the value of the work going through the business this month?

We’ll show a total sum of the value of scheduled and logged time and expenses for the full time period as the main insight, and a time-based breakdown over the time series graph.

How it’s calculated: Just like the WIP Report. Total of the Scheduled + Logged time plus the value of Unscheduled Time in sell value, plus approved and paid expenses, ex tax. We also include any draft expenses dated in the future.

Time series: The graph shows the sell value of the total time as one line, the sell value of approved and paid expenses as a second line, and the total of both as a third line.

Bar graphs: Top 5 companies by top value of time spent, and top 5 companies by top value of expenses

How much money is or was due to come in?

This one is pretty clear: we’re showing the total value of all invoices ex tax issued in the selected period of time, and the graph shows the breakdowns per time period. The invoices are grouped by their due date.

How it’s calculated: Issued Invoices ex tax, converted to home currency if applicable. The invoices due date determines the time period it is included in.

Bar graphs: Top 5 companies by value of invoices ex tax

How much did we spend on expenses this month?

This is the value how much expenses cost the business across the full time period, with the time series graph showing this over time based on the issue date on each expense or purchase order.

How it’s calculated: Sum of the cost value of all approved and paid expenses based on issue dates, in home currency.

Time series: The graph shows the sum per time period.

Bar graphs: Top 5 companies by cost of expenses

How much is the net revenue during this time period? Where are costs getting a bit too close to my invoices?

Job profitability is one thing, but this insight shows how much net revenue the business is making over time — regardless of which job the work is sitting on. This value is how much you’ve billed minus your costs over time. We’ll show the sum of the total profit over the time period, but also how that has changed over time in the graph. You’ll see two lines, one representing your invoices and the other the total cost of time and expenses.

How it’s calculated: Issued Invoices ex tax minus total cost of logged time and approved and paid expenses, converted to home currency if applicable.

Time series: The graph shows the issued invoices ex tax per time period as one line, and the sum of total cost of logged time and approved and paid expenses as a second line.

What is the average profit margin of our completed jobs?

Business revenue is one thing, but job profitability is another. This metric tracks the average profit margin of jobs marked completed within the date range. Note that depending on the time period, and the length of each job, the profit in question may have been incurred outside of the selected time period. The metric will include any job with a completion date within the time period.

This one is intended to help you see how you’re tracking to a target profit margin, if you have one.

How it’s calculated: The average percentage of all actual profit margins (Invoiced ex tax minus Total Used Cost divided by Profit) of jobs marked complete within the time period (including archived jobs).

Time series: The graph shows the average profit margin in each period as one line, and the overall average profit margin of the entire period as an annotation line.

Bar graph: Top 5 companies by highest average profit margin

How is our team feeling at the moment? What drives their happiness at work?

For organisations with the happiness coach activated, the trend of the weighted Happiness Score of the business, plus the key drivers of positive and negative markers.

How it’s calculated: The happiness score is taken from the average of all mood reports of activated team members, and weighted slightly to pull away from the centre.

Time series: The graph shows the average score over time based on the received mood reports.

Bar graph: 2 bar graphs showing number of positive drivers and negative drivers for scores

What’s the average revenue of jobs completed within the time period?

It's good to consider the size of your jobs periodically. This insight shows what your average revenue is per job, for those jobs marked complete within the time period (bear in mind that the invoices, expenses or time spent might lie outside the time period). Perhaps you have a target job revenue you're aiming for, and you can compare what's actually happening against your targets easily.

How it’s calculated: Average of the total of all invoices ex tax per job, for jobs marked complete.

Bar graphs: Top 5 completed jobs by revenue

How much business are we winning, based on what we're quoting and what's being signed off?

This metric aims to show how well you've set up your new business pipeline. What's the proportion of quotes that are getting approved against what you've sent out? Note that the Design Business Council doesn't recommend an 100% win rate... If you're getting every sent quote approved, you're probably pricing too low. Set your expectations and a target, and see how this metric moves across time.

How it’s calculated: Total sell value ex tax of all approved quotes out of all sent quotes by issue date

Bar graphs: Top 5 completed jobs by billable time spent

Which job took up most of the team’s billable time?

What your team spends time on is integral to how they feel at work and about what they do — hence displaying the jobs and companies that are taking up the most billable time.

How it’s calculated: Job with the most number of billable hours logged within the time period.

Bar graphs: Top 5 completed jobs by billable time spent

How man⏳y jobs did we close off?

This metric is designed to give a sense of the velocity of work. Some companies may not complete many jobs across a quarter, others might be moving through jobs on a weekly, or even daily basis. Showing how many jobs were completed within the time.

How it’s calculated: Total of number of jobs with completion date within the time period.

Bar graph: Top five companies by profit of completed jobs within the time period.

Which jobs were most profitable?

Visualising the ten most profitable jobs by financial value during the time period. Note that jobs are included based on the date they’re marked as complete.

How it’s calculated: Highest profit jobs that were marked complete during the time period.

Bar graph: Top 10 jobs sorted by most to least Profit by dollar value.

How much time that’s been logged is classified as billable?

Many businesses have specific targets to ensure they’re spending the right split of hours between billable work and non-billable work. This metric shows the average proportion hours logged were billable — giving you a sense of whether you’re on track or whether you need to spend more or less time on billable work.

How it’s calculated: Average percentage of billable time out of total time logged across the time period. For example, if you logged 10 hours, and 5 of them were billable, the billable proportion is 50%.

Time series: The graph shows lines for total logged hours, billable time logged, non-billable time logged and personal To Dos logged. There is also a line showing total available hours for the branch based on current working hours.

​Note: The line for total available hours is calculated based on the working hours of the team as it stands currently. If you have added team members or changed working hours during the time period, the line may not accurately reflect the availability in the past.

How long does it take for a quote to be approved, from the point of job creation?

It’s good to know on average how long it takes for work to be approved, based on the time the job is created and the first quote is approved. This is designed to give a sense of how long it might take for your work to be approved when you're considering reaching out for new business.

How it’s calculated: Average time between job creation and the first quote approval on the job, in days.. For example, if you created a job on the 1st of October, and the first approval on the job is 14th October, that will show as 13 days for that job. Same day approvals will show as 0 time to convert. This conversion time across all approved quotes within the time period is then averaged.

Time series: The graph shows the change in average days to conversion time based on the above calculation.

Which jobs are on the radar?

Looking ahead at the number of jobs that are starting in the next month, it's worth knowing what’s next up on the list — and to give a heads up in case something needs to be moved, or what might need scheduling or briefing.

How it’s calculated: Number of jobs with a start date of the next month.

Which jobs are getting close to their Budget, that might need a quick check in?

It’s good to have a view of how many jobs are looking like they are nearing their Budget to check on whether they are on track, or whether they’re due to overrun. We’ll show the number of jobs that are tracking near Budget.

How it’s calculated: Number of In Play jobs that are tracking at over 80% of their Budget, by sell value.

How much time have we booked in next month across the team?

A sense of just how busy you are — based on what's in the schedule already, but also what's planned and hasn't yet been scheduled for your overall team. If you're getting close to capacity, it might be worth checking what can be moved, or whether you need to engage freelance help to avoid your team getting burnt out.

How it’s calculated: Total scheduled and unscheduled time across the team as a percentage of total team availability, for the next month.

How much worth of work are we waiting on for approval in the pipeline?

It’s good to know what potential work you might be sitting on, or whether you need to be following up on open quotes. We’ll show the total value of pending quotes with issue dates within the past six months.

How it’s calculated: Total value of all Pending Quotes that were issued in the past six months.

Which jobs are over their Budget, that need to be reviewed?

These are jobs that are currently tracking over budget — uh oh! Perhaps some of them you already know about, but not all. We show how many jobs are currently running over Budget so you can check in on anything that you’re not aware of, and take action where you need to.

How it’s calculated: Number of In Play jobs that are over Budget, by sell value.