Reports in DataGrows

Reports are one of the most powerful features in DataGrows, providing visibility into workloads, productivity, client information, time tracking, billing, profitability, and much more.

Whether you're a team member managing your daily tasks or a partner reviewing firm performance, reports help turn your DataGrows data into meaningful insights and actionable information.

Understanding Reports in DataGrows

There are two main reporting areas within DataGrows:

Reports Table

The Reports Table is available to all users and contains operational reports used for day-to-day management.

Examples include:

To-Do Lists
Birthday Reminders
Time Worked Reports
Staff Activity Reports
Client Summary Reports
Hours Per Client Reports

These reports help users manage their workload and monitor client activity.

Firm Reports Table

The Firm Reports Table is generally reserved for:

Super Users
Partners
Management Users

(Unless user permissions have been adjusted.)

The Firm Reports area contains higher-level reporting such as:

Billing Reports
Profitability Reports
Revenue Analysis
Capacity Planning Reports
Firm Performance Metrics

These reports help management make informed business decisions and monitor the overall health of the firm.

Accessing Reports

You can access reports in two ways:

1. From a Reports Table

Navigate to either:

Reports
Firm Reports

Locate the report you would like to run and click the hyperlink icon.

Depending on the report, you may need to select filters before generating the report.

After making your selections, click:

View Report

The report will then be generated on screen.

2. From Within a Table

Every major table in DataGrows includes a Reports menu.

For example:

Client Table
All Tasks Due Detail
Accounting Tables
Tax Tables
Payroll Tables

This allows you to access reports relevant to the table you are currently working in without having to navigate elsewhere.

Tip: Always check the Reports menu on your current table first. Many commonly used reports are available directly from there.

Understanding What a Report Does

Every report in DataGrows includes a description explaining:

Its purpose
The information it contains
Any filters that need to be applied
When the report is typically used

To view the description:

Open the report record.
Review the Description field.

This is often the quickest way to determine whether a report will meet your requirements.

Currently Available Reports

Firm Reports:

Report Name	Description	Troubleshooting/Report Empty
1. Setup Assistant	An infographic of every DataGrows Feature. Green indicates use or setup complete. Pink indicates not used recently or never set up. Click on the dot to jump to the relevant feature.	Please reach out to [email protected] if you would like any assistance in setting up incomplete features.
2. Service Activity Dashboard	This report shows a summary of tasks completed, coming up and overdue in each task table. Select a from date to see the progress of your firm. Click on the table heading to jump straight to the task table. The pink block also details time logged in each task table.	Empty task bubbles indicate no tasks completed or due in the date range. Annual tasks may look empty depending on the date range.
Accountant Hours	Track what each accountant has worked on within a selected time frame. This report shows client activity, hours logged, and compares revenue generated to associated costshelping you assess productivity and profitability.	Your team needs to log time in order for this report to work. If your time log table has no data, the report will be empty. Complete their salary information in the Staff Rates table. Filter on All if you're unsure about the parameters to begin with.
Accountant Tasks Statistics	Identify top performers and those who may need support. This report highlights completed, overdue, and upcoming tasks within a date rangeideal for managing workloads and improving team efficiency.	This works according to the status of the tasks. Make sure to mark tasks as complete regularly - don't hoard them. Marking them complete later than when the work is done, will skew the stats in this report.
Accountant User Log	Monitor staff engagement with DataGrows. See when team members log in and how often they interact with the systemuseful for tracking adoption and identifying training needs.	Please ensure your entire team has a username to DataGrows and is logging in daily.
Billing	Your pre-billing checkpoint. This report shows what your invoices would total if you billed today, including retainers and time-based entries. Ensure your billing setup is complete for accurate results. It will include all time in the Time invoice pending table. Please ensure that your billing is set up in order for this report to work. If you are integrated with Sage or Xero the report will also group per invoice code.	If Expand to show detail shows in the Invoice code column, the invoice code is missing. Rates need to be set up & adhoc time needs to be approved to time invoice pending
Client Roles Overview
Dashboard	A high-level overview of your firms structure and activity. Quickly see task statuses, accountant distribution, and client engagementideal for a snapshot of firm performance.
Firm Summary	Understand your firms client base and service distribution. This summary shows which services are offered, to how many clients, and highlights any missing rate group allocations.
Invoice Summary
My Training	Track which staff have completed their DataGrows training modules. Completion is crucial and ensures your team is equipped to use the platform effectively.
Non-Billable Time	Review time entries marked as non-billable. Helps management understand where time is being spent without generating revenue.	Time log records can be marked as non-billable in the Time log table and will pull through here for management to review. NB - these record's do not remove the items from billing. They are only indicated for you to review
Non-productive Time	Spot unproductive time across your team. Use this report to ensure time is being used efficiently and no hours are lost.
Profitability-Retainers	Evaluate the profitability of your retainers. Select a client and date range to see the cost of servicing them versus the revenue earned, perfect for retainer reviews and renegotiations.	Note, this only compares retainer services vs cost. Use the Revenue & Profit (From Invoice Table) report to review the entire client's profitability. Staff salaries need to be added and rates & retainers need to be set up. You need to have run the invoice process in order for information to show here.
Revenue & Profit (From Invoice Table)	Measure profitability across non-retainer clients. This report compares staff costs to revenue earned, grouped by profitability percentage, and can be expanded for detailed insights.	Staff salaries need to be added and rates & retainers need to be set up. You need to have run the invoice process in order for information to show here.
Sage Invoice Audit	Catch invoice issues before posting to Sage. This report flags missing connections and errors that could disrupt your process.
Sage Invoice Summary	Get a complete view of invoices within a selected date range. Includes Sage invoice numbers and task statuses to ensure all invoices are accounted for.
Time Log Per Client	See a detailed breakdown of time worked per client. Filter by date and status to identify work that still needs approval or billing.	Your team needs to log time in order for this report to work. If your time log table has no data, the report will be empty.
Time Log Per Task	Understand how much time is spent on each task. This report helps you analyse task-level effort and resource allocation.	Your team needs to log time in order for this report to work. If your time log table has no data, the report will be empty.
Unallocated Rates	Find gaps in your billing setup. This report highlights tasks without assigned ratesespecially useful after system updates or new feature releases.
Xero Invoice Audit	Review invoice readiness before exporting to Xero. This report flags issues and disconnected clients to prevent posting errors.
Xero Invoice Summary	Summarize all invoices within a selected date range. Includes Xero invoice numbers and task statuses to ensure everything is ready for export.

Reports:

Report Name	Description	Troubleshooting/Report Empty
Accountant Hours Per Client	Shows your hours for the week. This report automatically filters for your user only. To see team member's time please use the next report.	You need to log time in order for this report to work. If your time log table has no data, the report will be empty.
Accountant Times	This report provides an overview of time worked per day and per task per accountant. It will help ensure that you have met your target working hours. Depending on user access, the report will show your tasks or your entire team's tasks with an accountant filter. Please note that if you do not use the in-app timer or capture time manually, this report will not contain data.	Your team needs to log time in order for this report to work. If you click on any task within DataGrows, you will see a timer. Click on it to start timing.
Audit Schedule	This report will assist in planning an audit and highlight any staff overlap that might cause issues with a specific audit.	Please assign staff and plan an audit in the Audit Schedule Table
Audit Work In Progress	An overview of all Audit tasks, In Progress, Overdue and Completed.	Please assign staff and plan an audit in the Audit, Audit Tasks and Audit Subtasks tables.
Client Birthdays	Wishing someone a Happy Birthday is a great way to show you care. This report will indicate when one of your natural person clients has a birthday today or a birthday coming up in the next seven days. You can use our Birthdays email under Setup â€“ Emails, to send an automated email on a clientâ€™s birthday.	Ensure Date Of Birth has been completed for all natural persons in the Client table.
Completed Tasks	A list of all tasks completed per accountant for your selected date range.	Your system needs to be kept up to date for this report to be accurate. Please ensure that tasks are marked as Completed once they are done.
Data Audit	An overview of errors and conflicting data within your database. For example, where: -Duplicates exist -certain related services are not turned on together -you selected Turnover Tax and Income Tax. -you selected Turnover Tax and Provisional Tax. Once these errors are corrected, they will automatically be removed from the list.	This report shows errors and conflicting data, and if it is empty, you have no errors or conflicting data for the scenarios discussed in the description section.
Future Tasks	A list of future tasks per accountant from today until a date you select.	Please ensure you have switched on services for your clients in the Client table.
Individual Income Tax Dashboard	This report indicates the status of Individual Income Tax tasks.	Confirm that SARS has announced the new Tax season, that Income Tax has been selected for natural persons in the Client table and that tasks have scheduled in the Income Tax Individuals table.
Monthly Overview	An Overview of Upcoming tasks, Completed tasks and Overdue tasks for the current month	Please ensure you have switched on services for your clients in the Client table.
Organization Skills Matrix	A powerful tool to evaluate staff on their skills and encourage them to teach others. Use this to plan growth, workload and leave handovers.	This report is based off the records added in the Organization Skills Matrix table under Time Management. Please make sure that you have added a record there for each team member.
Overdue Tasks	A list of overdue tasks per accountant. We don't recommend "hoarding" tasks. If they are done, mark them as completed. You can always retrieve a task that needs to be re-done if you need to.	Please ensure you have switched on services for your clients in the Client table.
Required Documents	This report provides a list of All documents per client. It is a great way to see which clients still have documents outstanding and which documents will expire soon and need to be renewed.	Please add documents by clicking on a Client in the Client table, then going to Required documents in the top right. To add additional documents to the list, please go to Communication - T_Required Documents.
SARS Correspondence Log & Related SARS Tasks	This report gives an overview of all correspondence received from SARS and if SARS tasks have been created and tagged to the documents	Ensure your SARS ISV integration has been completed successfully.
SARS ISV Audit Log	This report shows clients imported from SARS but not fully linked to the clients table. Should you have linked an Income Tax number, but a VAT or PAYE number is not linked, it will display. If none of the 3 numbers are linked to a client, please search for that reference number in eFiling to find the name of the client (as the API doesn't provide that information to us)	If this report is empty, all your imported clients have been linked in the clients table
SARS Provisional Tax Dashboard	This report gives an overview of all provisional tax tasks and their statuses.	Ensure provisional tax tasks have scheduled and that your team has started working on them.
SARS Taxpayers Audit Log	A report of taxpayers and issues to resolve in terms of duplicate clients received from SARS and other issues	If this report is empty, no errors occurred.
Staff Timesheet	An indication of the time worked by each staff member. This report shows a summary per team member of detailed time worked and overtime.	Ensure staff click on the timer as they work. Add overtime and staff rates to the Staff Rates table
Time Log Per Client or Accountant (Detailed)	See a detailed breakdown of time worked per client or accountant. Filter by date and status to identify work that still needs approval or billing.	Your team needs to log time in order for this report to work. If your time log table has no data, the report will be empty.
VAT Returns Due This Month	A comprehensive list of all upcoming or overdue VAT Returns, with an indicator to show which reports are overdue, due in the current month or Submitted but not paid.	Please ensure you have switched on services for your clients in the Client table and that the Vat Returns table is up to date.
Vat Returns History	A comprehensive list of all historical VAT Returns.	Please ensure you have switched on services for your clients in the Client table and that the Vat Returns table is up to date.
Weekly Overview	An Overview of Upcoming tasks, Completed tasks and Overdue tasks for the current week
Work in Progress By Client Group	An overview of work done, in progress and outstanding, based on Client Groups as allocated in the Clients Table.	Ensure that all task tables are kept up to date and that tasks are archived once they are completed.
Your to-do list for the next 30 days	A detailed breakdown of all tasks coming up in the next 30 days as well as all outstanding tasks. The report will show your tasks or your entire team's tasks, depending on user access. Please note that this report does not contain Audit Tasks. Please see the Audit work in Progress report for a breakdown of audit tasks.	Ensure that services have been switched on and that tasks have been assigned to team members.

A few reports to highlight

The To-Do List Report

One of the most popular reports in DataGrows is the:

To-Do List for the Next 30 Days

This report is available from the All Tasks Due Detail table.

The report provides a summary of:

Tasks due within the next 30 days
Work allocated to team members
Upcoming deadlines
Workload distribution

Automatic Weekly Delivery

This report is automatically emailed to team members every Monday.

However, you can also run it at any time directly from DataGrows.

What the Report Shows

The first page provides a high-level summary of upcoming work.

Subsequent pages break the information down by individual staff member, showing:

Clients assigned
Tasks due
Due dates
Required services

This makes it an excellent tool for:

Weekly planning
Team management
Capacity reviews
Deadline tracking

Best Practice: Run this report before busy periods to help identify workload bottlenecks and upcoming deadlines.

Accountant Hours Per Client Report

Another commonly used operational report is the:

Accountant Hours Per Client Report

This report helps firms understand:

Time spent on clients
Staff utilisation
Service delivery effort
Potential billing considerations

By reviewing the hours invested in each client, managers can identify:

High-maintenance clients
Underquoted engagements
Resource allocation concerns
Opportunities to improve profitability

Client Summary Report

A particularly useful report available directly from the Clients Table is the:

Client Summary Report

To access it:

Open the client record.
Navigate to the Reports menu.
Select Client Summary Report.

The report provides a comprehensive overview of a client, including:

Client Information

Client name
Entity type
Status
Year-end
Registration information

Statutory Reference Numbers

Registration Number
Tax Number
VAT Number
Other compliance references

Ownership Information

Directors
Members
Trustees
Shareholders
Beneficial Owners

Assigned Team Members

Accountant
Manager
Partner
Clerk
Specialists

This report is particularly useful when:

Preparing for meetings
Reviewing client files
Performing quality checks
Onboarding new team members

Tip: The Client Summary Report provides one of the fastest ways to get a complete overview of a client's profile without navigating through multiple tabs.

Navigating Multi-Page Reports

Some reports contain multiple pages.

When viewing a report:

Use the navigation arrows or page controls to move between pages.
Review all pages to ensure you don't miss important information.

Many reports provide:

A summary page first
Detailed breakdowns on subsequent pages

Downloading Reports

Any report can be downloaded and saved for future use.

To download:

Open the report.
Click the Save icon.
Select your preferred format.

Depending on the report, available formats may include:

PDF
Excel
CSV
Other export formats

Downloading reports is useful for:

Client meetings
Internal reviews
Audit documentation
Management reporting

Troubleshooting Reports

If a report does not produce the information you expect:

Step 1

Review the report description and ensure you understand what the report is designed to show.

Step 2

Verify that any required filters have been applied correctly.

Step 3

Check the troubleshooting notes included with the report.

Step 4

Confirm that the underlying data exists within the system.

For example:

Has time been captured?
Have tasks been completed?
Is the client active?

If issues persist after completing these checks, contact the DataGrows Support Team for assistance.

Requesting New Reports

We understand that every firm has different reporting requirements.

If you would like a report that does not currently exist:

Document the information you would like to see.
Send your request to: [email protected]

Our team will assess your request and advise whether an existing report can provide the information or whether a new report can be considered.

Key Takeaways

✅ DataGrows includes both Reports and Firm Reports tables.
✅ Reports help users manage tasks, time, clients, and productivity.
✅ Firm Reports provide management-level visibility into profitability and performance.
✅ Every table contains a Reports menu with relevant reports for that area.
✅ The To-Do List for the Next 30 Days is ideal for workload planning and deadline management.
✅ The Client Summary Report provides a complete overview of a client in a single report.
✅ Most reports can be filtered, viewed online, and downloaded.
✅ Report descriptions and troubleshooting notes help you understand what each report is designed to do.
✅ Additional reporting requirements can be submitted to the DataGrows team.

Remember: Good decisions are driven by good information. The Reports functionality in DataGrows helps transform your operational data into meaningful insights, allowing individuals, managers, and partners to work more effectively and proactively.