Staff Budgets Report

14/05/2025
Knowledge

How To

Location: LEAP Menu > Reports > Management > Staff Budgets

Purpose: Presents a comprehensive overview of monthly budget comparisons for professional fees (Time, Fee and Activity) recorded for the selected staff member(s) for the relevant Financial Year.

The report examines four monthly indicators: Billable Hours, Non-Billable Hours, Fees Entered and Fees Collected. It compares the budgeted amount with the actualised amount for each indicator. All amounts are exclusive of tax. The report can assist in:

Monitoring budget adherence
Evaluating staff performance
Supporting financial planning
Enhancing accountability

Report Trigger:

Budget Figures: The budget figures can be set in the Staff Budgeting section, accessed via LEAP Menu > Settings > Application Settings > Firm > Staff > Budgeting.
Transaction inclusion:
- For calculating monthly actualised Billable Hours, Non-Billable Hours and Fees Entered amounts, the report only considers those professional fee entries where the transaction date falls within the month being analysed;
- For calculating monthly Fees Collected amounts, the report only considers those collected professional fees with a receipt date falling within the month being analysed.
Reporting period: The featured months are determined by:
- Your firm's Financial Year Start Date: Set via LEAP Menu > Application Settings > Accounting > General.
- Your specified 'At Date': Refer to the 'Report Filter' section below for details.

Report Filters:

At Date

The selected 'At Date' serves a dual purpose in the report:

Defining the Financial Year Scope:
- The report will focus exclusively on the Financial Year corresponding to the chosen 'At Date'.
- For example, if your current Financial Year begins on 01/07/2023 and your 'At Date' is set to 02/10/2023, the report will focus on the current Financial Year, listing months from July 2023 through June 2024.
Determining the Reporting Period:
- The report will consider set budgets and actualised transactions only for the period from the Financial Year Starting Date to the selected 'At Date'.
- Continuing from the above example, the report will display figures for July through October 2023, including data from 01/07/2023 to 02/10/2023.

Staff

Filters results to only include professional fees recorded the selected staff member(s). By default, all staff members will be selected.

Group By

Provides the following grouping options:

None: No grouping.
Staff: Group the results by Staff.

Report Fields:

Staff	Displays staff names, only available when the report is grouped by Staff. NOTE: When 'Group By: Staff' is enabled, the report will provide a breakdown by staff member.
Month	Lists all months within the relevant Financial Year.
Billable Hours Metrics	Billable Hours: The total actualised billable hours recorded for all selected staff member(s) on Time/Activity entries dated within the month. This field considers Time/Activity entries with a status of 'Billed', ‘Billable - Next Invoice,’ or ‘Billable - Later Invoice'. In this context, 'Billable' refers to hours that are eligible for billing, which may either have been billed or are pending billing, as opposed to non-billable hours. Budget: The total billable hours set for the month for all the selected staff member(s) under the Staff Budgeting. Variance: Difference between the total actualised billable hours and the total budget billable hours for all the selected staff member(s).
Non-billable Hours Metrics	Non-billable Hours: The total actualised non-billable hours recorded for all the selected staff member(s) on Time/Activity entries dated within the month. Budget: The selected staff member(s)' total non-billable hours set for the month under the Staff Budgeting. Variance: Difference between the actualised non-billable hours and the budget non-billable hours.
Fees Entered Metrics	Fees Entered: The total actualised professional fees entered within the month for all the selected staff member(s). This includes Time, Fee, and Activity entries recorded for all the selected staff member(s) that have a status of 'Billable - Next Invoice', 'Billable - Later Invoice' or 'Billed', and are dated within the month. Budget: The selected staff member(s)' budget fees amount set for the month under the Staff Budgeting. Variance: Difference between 'Fees Entered' and budget amount set for the month.
Fees Collected Metrics	Fees Collected: The total actualised receipt amount allocated to the fees for the month for all the selected staff member(s). This field only considers receipts applied to invoices within the month. For example, if a professional fee valued at $500 is dated May 2024, invoiced in June 2024, and the relevant receipt (which pays the invoice) is dated July 2024, then the $500 will be counted towards July 2024's Fees Collected figure, rather than May or June 2024. Budgets: The selected staff member(s)' total budget fee collected amount set for the month under the Staff Budgeting. Variance: Difference between Fees Collected and budget Fees Collected amount for the month.

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Tips:

To access a comprehensive breakdown of the actualised 'Billable Hours', 'Non-billable Hours' and 'Fees Entered' for a particular month, you can utilise the Search Time and Fees window by navigating to LEAP Menu > Accounting > Office Accounting > Time & Fees. In the Search Time and Fees window, please ensure accurate results by setting the correct 'Status' and date range filters.
To accurately reflect changes or corrections, the Staff Budgets Report may yield different results upon reprinting. This can occur due to the following reasons:

Backdated transactions, including professional fees, invoices and receipts, may be considered, and thus alter the results.
Changes in the status of a professional entry can affect the figures. For example, changing the status of a featured Time entry from 'Billable' to 'Non-billable' can affect the calculation of the actualised 'Billable Hours', 'Non-billable Hours', and 'Fees Entered'.
Adjustments to budget figures under Staff Budgeting may be considered and thus impact the results.

Last Modified Date

14/05/2025 12:15 pm

Title

Staff Budgets Report

URL Name

Staff-Budgets-Report-NZ

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