Reports: your figures per client, product and period

Your invoices, expenses and time registrations are already in NumNum. Reports turns them into figures: who brings in the most, what is left after your purchases, which clients pay late and how many hours have not been invoiced yet. You pick a report, apply a period to it and export the result to Excel.

ℹ️ Reports is a module that is available depending on your subscription. Don’t see the Reports menu? Then it isn’t part of your current plan. Contact help@numnum.be.

Opening a report

In the main menu, go to Reports (between Invoices and Expenses)
You land on the catalogue: every available report, grouped by theme, each with a short description
Click the report you want to see
At the top, choose the period and, where it applies, the level of detail (per week, per month or per year)
Some reports first ask for a required choice, a client for instance. As long as it isn’t filled in, the report stays empty with the message “Select the required filters first to display this report.”

The figures are calculated on the spot, on your own invoices, expenses and registrations. Nothing is prepared in advance, so what you see is always the current state.

Choosing the period

You can choose between:

This year and Previous year
This month and Previous month
A quarter from the past years (quarters that have yet to start are not listed)
Custom period: you enter a From and To date yourself

A report can cover three years at most. If you pick a wider period, a message asks you to choose a shorter one.

ℹ️ A few reports show today’s situation instead of a period: the outstanding amounts, the ageing of your invoices and the late payers. Those carry the note “This report shows today’s situation and does not follow the selected period.”

Comparing with last year

On the reports with a timeline you can tick Compare with previous year. You then get a second series in the chart and an extra Previous year column with the Difference next to it, so you immediately see whether you are moving forward or backward.

Which reports are there?

Business results

Report	What it shows
Profit	What is left of your revenue after the purchases you booked
Revenue per period	How your revenue evolves, per week, month or year
VAT overview	Your VAT payable and deductible per rate, with the balance below

Products

Report	What it shows
Top products: revenue	Which products bring in the most, with their share of your revenue
Quantities sold	How many units of each product you sold in the period

Clients

Report	What it shows
Revenue per client	Which clients bring in the most, with their share of your revenue
Products sold to a client	What one specific client bought from you in the period
New versus returning clients	How many clients bought for the first time and how many came back
Outstanding per client	Who still has to pay you today, and how much
Client listing (preparation)	Your Belgian VAT-registered clients with their turnover, to check the annual listing

Payments

Report	What it shows
Ageing of outstanding invoices	How long your outstanding invoices have been overdue
Average payment term	How many days your clients take on average to pay
Late payers	Which clients have invoices that are past their due date

Purchases

Report	What it shows
Top suppliers	From whom you bought the most, with their share of your purchases
Expenses per ledger account	How your expenses are spread across your ledger accounts
Outstanding with suppliers	What you still owe your suppliers today

Productivity

Report	What it shows
Hours per project	How many hours are registered on each project, and what they are worth
Invoiced versus uninvoiced	Which part of your registrations is already on an invoice

Employees

Report	What it shows
Hours per employee	How many hours each employee logged and what those hours are worth

💡 The reports on hours and projects are fed by the data from Projects and time tracking.

Exporting to Excel

A table report shows up to 100 rows on screen. If there are more, a note tells you that only the first rows are shown; the totals underneath do count the complete list.

To see everything, use the export:

Open the report with the period and filters you want
Click Export
The file is prepared in the background and arrives in your File exports, where you download it as an Excel file

The export holds the complete list up to 25,000 rows, so it includes the tail that dropped off the screen. From a chart you can also save an image via Download chart, handy for a presentation or an email.

What to watch out for

The reports calculate on what is in your file. That makes them useful as management information, but they are not accounting documents:

Profit is only correct if all your purchases are booked, and takes no account of wages, depreciation or stock movements
VAT overview is a calculation aid, not a return. The rate of a purchase is derived from the amount of the expense, and revisions, professional use and deduction limits are not included
Client listing is a preparation, not the official listing: that one comes from the accounts
Ageing and Late payers only look at sales invoices. Invoices without a due date sit under “not due”, and self-billing purchase borderelles do not count
Average payment term only counts fully paid invoices; what is still open says nothing about a term yet
Expenses per ledger account takes the account from the product on the expense line. Expenses without a product therefore end up together under “without ledger account”
The value of hours is their sales value, not profit: no internal hourly cost is kept

So always discuss your final figures with your accountant.

Who sees the reports?

Access to the module is arranged through the user permissions, just like the other modules. There are two levels:

View reports: gives access to the module and the reports
View employee reports: needed for the Hours per employee report, because it shows figures per person

Someone who has the first permission but not the second simply doesn’t see the employee report in the catalogue.

Frequently asked questions

Why don’t I see the Reports menu? The module isn’t part of every subscription. If it isn’t in your menu, contact help@numnum.be to check what your plan includes.

Can I run a report over five years? No, a report covers three years at most. To go back further, run several reports one after the other and combine them in Excel.

My figures don’t match my accounts. How is that possible? The reports calculate on your invoices and expenses in NumNum. Purchases you haven’t booked yet are therefore missing, and accounting entries such as depreciation aren’t included at all.

Can I have a report added? Missing an angle? Let us know at help@numnum.be. The catalogue grows based on what users ask for.