Reports¶

This page is for attorneys and office managers who want to see how the firm is doing: hours worked, money received, fees collected, unbilled time, new intakes, clients and unpaid invoices. It covers what each report shows and how each figure is arrived at, so you can check it against your own books.

Open Reports¶

Click Reports in the sidebar. It opens on Revenue. The tabs across the top are Activity, Revenue, Realization, Work in Progress, Intakes, Clients and AR Aging. You need the Reports permission for this. Ask your administrator.

The Reports permission is switched off for a new user until an administrator switches it on under Settings → Permissions. See Settings. Administrators do not need it. Without the permission, Reports is not in your sidebar, and on the Dash you see your own work in progress, not the firm's. See Getting started.

Every report is a screen to read. None has an export, download or print button. To get entries as a spreadsheet, use the download button in Activity in the sidebar. See Time and expenses.

Good to know:

• Reports cover every matter in the firm. If you are limited to assigned matters, you still see the names and figures of the others here.
• Reports do not check the Financial permission. Anyone who can open them sees payments, invoices and balances.

Choose the months¶

Activity, Revenue, Realization and Intakes each show six months side by side. The label between the two arrow buttons names the last of the six, for example "Oct 2026".

1. Click the left arrow to move the six months back by one month.
2. Click the right arrow to move forward again.

The chart and the table redraw. The right arrow stops at the current month (on Realization, at the last complete month). Each report remembers its own months until you sign out. In the month headings, the first column and each January also show the year.

Activity¶

Activity answers: how many hours did each person record each month, and what were they worth?

The chart has one stacked bar for each month, with the month's total above it. The table has a User column, a column for each month, and Total. Each cell shows the hours, the number of entries and the fees. There is a row for each active user who recorded time on a billable matter in the six months, in order of first name, one Inactive row for all deactivated users together, and a Total row.

How the figures are arrived at:

• Only time entries count. Expenses and flat fees are not here.
• An entry belongs to the month of its Date, the day the work was done.
• Fees are hours times the rate on the entry.
• Comp entries count in full, in both hours and fees.
• It makes no difference whether the entry is billed, unbilled or marked Entered.
• Time on non-billable (Admin) matters is left out.

The buttons above the chart change the chart only:

• By User or By Matter. By Matter shows the four matters with the most hours over the six months, and Other for the rest.
• Fees or Hours.

The chart starts on By User and Fees.

Revenue¶

Revenue answers: how much money came in each month, and whose work did it pay for?

The chart stacks each month's payments by person, with Unassigned and a grey Other (expenses, flat fees, unapplied). The table has a User column, a column for each month, and Total. Each cell shows dollars and that row's share of the month. The rows are the people, in order of name, then Expenses, Flat fees, Unassigned and Unapplied. A row with nothing in the six months is not shown. The Total row is all the payments dated in each month.

How the figures are arrived at:

1. Kosmos takes every payment recorded on a matter, by any method, and puts it in the month of the payment's date. The date of the work and the date of the invoice play no part.
2. The part of a payment applied to an invoice is split across that invoice's time, expenses and flat fees in proportion to their amounts. Comp items get nothing.
3. The share for time goes to the person who recorded it. The share for expenses goes to Expenses, and for flat fees to Flat fees.
4. Any part of a payment not applied to an invoice goes to Unapplied.
5. Money applied to an invoice with nothing chargeable on it goes to Unassigned.

Credits are not payments and are not counted. The only control is the pair of month arrows.

Realization¶

Realization answers: of the fees worked in each month, how much has been collected, and where does the rest stand?

Above the chart, Realization rate: gives the rate for the six months together. The chart has one stacked bar for each month, with that month's rate above it. The table has a Disposition column, a column for each month, and Total. Each cell shows a share of the month's fees and the dollars. Below are Accrued fees, Realized (collected) and Realization rate (hourly).

The report starts from time entries on billable matters, at hours times rate, in the month of the work. Time marked Entered that is on no invoice is left out, because Kosmos cannot say what became of it. (Comp time is the exception: it always counts as a write-down.) The report then places every dollar in one row:

An entry's share is its amount divided by the invoice's total before discount (time, expenses and flat fees, leaving out comp). Expenses are not in this report, so the part of a payment that covers expenses appears nowhere here.

• Accrued fees is the sum of all the rows.
• Realized (collected) repeats the Collected row.
• Realization rate (hourly) is Collected divided by Accrued fees less all flat fees: the Flat fees row and the comp flat fees in the write-downs row.

The only control is the pair of month arrows.

Good to know:

• Months are months of work, not of payment. A payment received today for work done in March raises March, so past months keep changing.
• Collected here is not the Revenue total. Revenue counts all money by the date it arrived. Collected counts only money for time, by the date the time was worked.

Work in Progress¶

Work in Progress answers: how much recorded time is waiting to go on an invoice right now?

There are two sections, WIP by User and WIP by Matter. Each has a ring chart with the total in the middle and a table with the columns User or Matter, Hours, Gross, Comp, Net and % of net, ending in a Total row. Rows run from the largest Net down. Click a matter's name to open it. The matter chart shows the eight largest matters and Other.

How the figures are arrived at:

• Only time entries count, on billable matters, of any date.
• An entry counts when Entered is No and it is on no invoice. Time on a draft invoice has left this report.
• Gross is hours times rate for all those entries. Comp is the part of that from comp entries. Net is Gross less Comp.
• Hours include comp hours.

Click Gross or Net above a chart to change what that chart measures. It starts on Net. There is no date control: the report is the position at this moment.

Intakes¶

Intakes answers: how many intakes arrived each month, of what kind, and how many became clients? For intakes themselves, see Intakes.

At the top is a line chart of the number of intakes each month. Below it are two ring charts: Outcomes, with the share converted beside the heading, and Practice Areas. Then come two tables. Outcomes by Month has the columns Month, Open, Pending, Accepted, Referred Out, Client Declined, Unresponsive and Total. Practice Area by Month has Month, a column for each practice area and Total. The columns are your firm's active practice areas under Settings → Practice Areas, plus any other practice area an intake in the six months has. Each cell shows a count and its share of the month.

How the figures are arrived at:

• An intake belongs to the month of its date. An intake with no date is left out.
• The status counted is the intake's status now, not its status in that month.
• The share converted is the Accepted intakes divided by all intakes in the six months.
• An intake with no practice area is counted as Unspecified, in the Practice Areas chart and in a column of that name in the table.
• Both tables count every intake dated in the six months, so their Total rows agree.

The only control is the pair of month arrows.

Clients¶

Clients answers: for each current client, how much work, billing and payment was there in the recent period?

The ring chart shows Billed: the seven clients with the largest Invoices figure, and All others. The table has the columns Client, Hours, Fees, Invoices and Payments. Hours also shows the number of entries, and Invoices and Payments show how many there were. There is no total row.

How the figures are arrived at:

• There is a row for every contact who is the client on at least one matter that is Open or Complete, even when every figure is zero. The figures cover all of that client's matters, whatever their status.
• Hours and Fees are the time entries dated in the period, at hours times rate. Comp entries count in full, and so does time on non-billable (Admin) matters.
• Invoices is the total of invoices issued in the period whose status is Sent or Paid, after comp and discount. Draft, Approved, Deferred, Uncollectible and Void invoices are left out.
• Payments is the payments dated in the period.

To change the period, click the date button and choose 1 Month, 3 Months, 6 Months or 12 Months. The report starts on 3 Months. The period counts back from today, so it is not a set of calendar months. Click the arrows beside a column heading to sort by that column, and again to reverse. Click a client's name to open the contact (see Contacts).

AR Aging¶

AR Aging answers: who owes the firm money, and how old is each unpaid invoice?

The chart shows the total owed in each age band. The table has the columns Client / Invoice, Matter, Date Issued, Days, Current, 31-60, 61-90, 91-120, 120+ and Total. There is one line for each invoice, grouped under its client. The first column shows the client's name only. A client's Total is on the right, and the Total row at the bottom adds up each band.

How the figures are arrived at:

• An invoice is listed when its status is Sent and something is still owed on it. Draft, Approved, Deferred, Uncollectible, Paid and Void invoices are not listed.
• The amount is the invoice total, after comp and discount, less the payments and credits applied to it.
• Days counts from Date Issued to today. No due date is used. Current means 30 days or fewer.

Click the arrows beside Client / Invoice to sort by client name, or beside Total to sort by amount owed. Click a matter's name to open the matter. There is no date control: the report is the position today.

When two figures disagree¶

Several words appear in more than one place with different meanings.

Reports on one matter¶

A matter's Activity tab has its own Activity Report, which produces a PDF of that matter's work or a Fee and Expense Report for a fee claim. See Time and expenses.