A report you are happy to put in front of a client.
A client report should show what was completed, how many hours it took, the agreed amounts, and any Additional Work you choose to include. It should not expose profitability, budget warnings, effective rates, or private notes. Once you create a report in Phased, its work, rates, and amounts stay unchanged even if you later edit the project.
Everything the client needs. Nothing they do not.
A raw list of time entries makes the client work to understand what happened. A useful report shows the work completed, the hours behind it, the agreed amounts, and any added work you choose to include.
Your internal figures stay private. Profitability, budget warnings, effective rates, and personal notes help you run the project, but the client does not need them to check the work and amounts.
What goes in a client report?
Show the completed work, its hours, the agreed amounts, and any Additional Work you choose to include. The client gets enough detail to understand the document without seeing how you manage the project internally.
Choose the level of detail when you create the report:
- Itemised: client-visible work listed by task, with hours and amounts
- By phase: one row per phase on a multi-phase Project Report
- Summary: the amounts, without task or phase detail
What never goes in one?
Client-facing reports never include profitability, effective rates, budget warnings, planned hours left, or internal notes. Those figures stay in the app for you.
Hourly work can show the client rate used to calculate an amount. Your target rate and the rate the project is actually earning remain private.
Why does a saved report never change?
The saved version should always match what you sent. When you create a report, Phased stores its work lines, hours, rates, currency, and amounts. Later edits to the project do not rewrite that report.
The live project continues to update as you add time or change a rate. If the client document needs a correction, update the project and create a new version. The earlier version remains available beside it.
Which report should you send?
Use a Phase Report for one phase and its work, hours, agreed amount, and Additional Work.
Use a Project Report for several phases or the whole project. Show one row per phase, list the underlying tasks, or use a summary.
Use a Time Report for a selected date range across one or more projects. The client version shows work and totals. The Pro internal version can also include averages, Out of scope detail, and entry notes for your own review.
Where does Additional Work appear?
A Phase or Project Report places Additional Work after the agreed work, with separate hours and a separate amount. The client can see what the original price covered and what was added later.
For each report, choose whether to leave the added work out, list it task by task, or combine it into one summary line.
What is the difference between reported and paid?
Reported means you have finished the client-reporting step for the phase. Paid means the money has arrived. They are separate because one can happen without the other.
Mark each phase as those events happen. The project list then shows how many phases still need a report and how many are still waiting for payment.
Why does it matter how the report looks?
The report is part of the work the client keeps. Phased uses a clean A4 layout. On Pro, add your logo and studio details to the letterhead. A client-facing Time Report on Free carries a small Made with Phased credit.
Choose the content, create the report, then open the saved version and read exactly what the client will receive before you download or send the PDF.
Common questions
Can I change a report after I have sent it?
You cannot rewrite the saved work or amounts in that version. If something needs correcting, update the live project and create a new report. The earlier version remains available. You can still change how the saved information is presented, such as the detail level or letterhead.
Does the client see my rate?
Hourly lines can show the client rate used to calculate the amount. Your internal target rate and the effective rate the project is earning never appear on client-facing reports.
Does Phased handle the billing?
No. Phased creates the report that explains completed work, hours, and amounts. Continue using your existing billing or accounting tool to request and collect payment. Send the Phased report alongside it when the client needs the work breakdown.
Can I leave the extra work off a report?
Yes. A Phase or Project Report can leave Additional Work out, list it by task, or show it as one summary line. The Out of scope mark remains in your private project record regardless of what you show the client.
Is this on the free plan?
Free includes saved, versioned client-facing Time Reports with a small Made with Phased credit, plus CSV and JSON exports. Pro adds internal Time Reports, Phase and Project Reports, priced Additional Work, your letterhead, and reported or paid tracking. Every account starts with a 30-day Pro trial.