The Summary by Technician report gives you a per-technician view of hours worked, labor cost, labor billed, and efficiency — the primary tool for reviewing how productive each of your techs was during a given period. For each technician, it shows time clocked (both order work and general time), the labor cost on their orders, what was billed to customers, and two efficiency percentages that measure how their billed output compares to the time they spent on the clock. Clicking a technician's name opens their Technician Detail report so you can drill into the individual labor and time entries behind the numbers.
Filters
| Filter | Default | What it does |
|---|---|---|
| Date Range | Last month (the previous complete calendar month) | Sets the window for the report. Includes a mode dropdown with two choices: Time Logged, Invoiced and Time Logged, Completed. Choose the mode based on your question: Time Logged, Invoiced = "I want to see what each tech did on jobs we billed this period." Time Logged, Completed = "I want to see what each tech did on jobs where their labor is marked complete, regardless of whether we invoiced yet." Neither mode is more 'correct' — they answer different questions. |
| Order Status | All statuses | Lets you limit to Estimate, Repair Order, or Invoice. A note: time your techs clocked as "General" (breaks, training, admin — any time not attached to an order) will always show up, regardless of what you pick here, because General time is not tied to an order. |
| Paid Status | All (Paid, Unpaid, Partially Paid) | Lets you filter to work on orders with a specific paid status. Same note as Order Status — General time is not affected. |
| Fully Paid Date | No filter applied | Restricts to orders that were fully paid during the date range you set. Useful for "what did each tech earn from jobs we collected on this month?" |
| Technicians | All technicians | Narrow to specific techs. Includes an "Unassigned" option — this is a real row for any labor lines that were added to an order without assigning a technician. |
| Customers | All customers | Narrow to specific customers. Does not affect General time (which has no customer). |
| Activities | All activities | Narrow to specific time clock activities (listed by order name). Heads up: applying this filter zeroes out the billing columns (Labor Cost Order, Labor Billed) — they only fill in when you're looking at the full picture, not just time clock activity. |
Understanding Each Number
| Column | What it means | What it doesn't include | When it's useful | Notes |
|---|---|---|---|---|
| Technician | The tech's name. Shows "(Deleted)" if they've been deactivated, and "Unassigned" for labor with no tech assigned. | — | Click the name to drill into the Technician Detail report. | Always shows the tech's current name, even on old records. |
| Current Rate | The tech's current hourly rate, as set on their profile right now. | Any historical rates — this is today's rate only. | Quick reference for who is paid what. | If this doesn't match Labor Cost (Time) when you multiply by hours, the tech's rate was updated during the period. See the FAQ. |
| General Hours Tracked | Hours the tech spent clocked in but on "General" activity (not tied to an order — breaks, training, admin). | Order-related clocked time. | Seeing how much non-order time each tech logs. | If a tech has a lot of General time, they may be using it for work that should be clocked to an order. |
| Order Hours Tracked | Hours the tech spent clocked in to specific orders. | General activity. | Seeing how much time they spent on billable work. | — |
| Total Hours Tracked | General + Order — total time clocked during the period. | Time clocks still in progress (they don't count until clock-out). | Seeing how much total time a tech was on the clock. | — |
| Vehicle Count | How many unique orders (with a vehicle) the tech worked on. | Orders without a vehicle. | Seeing how many vehicles each tech touched. | The same vehicle on two orders counts as 2. |
| Labor Cost (Order) | What it cost your shop to perform this tech's labor on orders — the internal cost set on each labor line. | What the customer was billed (that's Total Labor Billed). | Comparing your cost against what you collected. | This is the "cost" value on each labor line — typically flat-rate cost or wage-based cost. |
| Labor Cost (Time) | Total clocked hours × the tech's hourly rate at the time of each clock entry. | Any adjustment for current rate — this uses the rate that was in effect when the tech clocked. | Seeing what the tech's time cost you if you're paying them hourly. | Uses the historical rate on each clock entry, not today's rate. If you changed their rate mid-period, this won't match Current Rate × Total Hours Tracked. Shows $0 for flat-rate techs with no hourly rate. |
| Cost Hours (Order) | The cost hours recorded on labor line items. | Actual clocked time. | Understanding flat-rate labor time. | Cost hours is typically the time a labor line is priced at (often flat rate), not actual clock time. |
| Total Labor Billed | The total dollar amount you billed customers for this tech's labor, after any discounts. | Parts, fees, and other non-labor amounts. | Seeing how much labor revenue each tech generated. | Should roughly match the Labor row in your Sales Summary for the same period. |
| Total Billed Hours | Labor hours billed to customers, including any multipliers applied. | Plain clocked time. | Understanding how much "billable time" each tech produced. | Multipliers (e.g., 1.5× or 2×) can make this higher than actual clocked hours — that's normal. |
| Order Efficiency | Total Billed Hours ÷ Order Hours Tracked × 100. How much billable time was produced vs how much was clocked to orders. | General time. | Grading order-side productivity. | Over 100% is good — the tech is producing more billed time than clocked. Can show 0% if the tech has no order-tracked hours. |
| Total Efficiency | Total Billed Hours ÷ Total Hours Tracked × 100. Same idea as Order Efficiency, but measured against ALL clocked time including General. | — | Grading total productivity across everything the tech spent time on. | Always lower than Order Efficiency if there's General time. Techs with a lot of General time (supervisors, trainers) will always look lower here. |
Click the employee’s name to view the details comprising these summarized amounts. Clicking the name will open the Technician Detail report with the same filter definitions so that you can view the time clock and order line item details matching the Summary by Technician report.
Common Questions
Q: Why doesn't Current Rate × Total Hours Tracked equal Labor Cost (Time)?
A: They use different rates. Current Rate is what you pay the tech today. Labor Cost (Time) uses the rate that was in effect at the time of each clock entry. If you changed the tech's rate during the period you're looking at, these two won't match. The report uses the historical rate because that's what you actually paid them at the time.
Q: Why do I see General hours even though I filtered to "Invoiced" orders?
A: General activity hours (break, training, admin) are not attached to an order at all, so order-based filters don't apply to them. If you want to see only order-specific time, look at Order Hours Tracked instead of Total Hours Tracked. The General column tells you how much non-order time each tech logged.
Q: Why is Order Efficiency over 100%?
A: That's good. It means your tech is billing more hours (including multipliers like 1.5× or flat-rate hours) than they actually spent clocked on orders. If you run flat-rate pricing or use productivity multipliers, this is exactly what you want to see.
Q: Why is Total Labor Billed slightly different from the Labor row in Sales Summary?
A: Both are showing the same underlying work, but they're calculated by two different paths (one runs in the data warehouse, the other in the order engine). A difference of a few cents is normal rounding across many line items — the same way adding a long column of numbers can vary by a penny between a calculator and a spreadsheet. If the difference is measured in dollars, contact support.
Q: Why is a technician missing from the report?
A: A few possibilities. (1) They had no labor or time clock entries in the date range. (2) Their time clocks are still in progress (not clocked out) — those don't count until clock-out. (3) Their labor is on orders that got filtered out by your Order Status or Paid Status selections. (4) If you're using the Activities filter, it only shows time clock data — labor lines without a time clock are not included.
Q: Why is "Unassigned" showing as a technician?
A: "Unassigned" is a real row. It represents labor lines that were added to an order but no technician was assigned to them. To clean that up, open the order, find the labor line, and assign a tech.
Q: Why is the Location column empty or missing?
A: The Location column only shows in the HQ view (multi-location accounts). If you run the report from a specific shop, the column is hidden since you're already scoped to one location. In HQ, if it's showing but not letting you filter by location, that's a known limitation — the Location filter is coming but not yet available.
Tips for Getting the Most Out of This Report
- Look at both Efficiency columns together. A tech with high Order Efficiency but low Total Efficiency is spending a lot of time on non-order activity (General time). That might be a training opportunity, or it might mean they are doing supervisory work — which is fine, just worth knowing.
- Compare Labor Cost (Time) to Total Labor Billed to see labor margin per tech. Total Labor Billed − Labor Cost (Time) is roughly your gross margin on that tech's time. A tech whose time costs you close to what you bill may be under-scheduled or under-priced.
- Watch the "Unassigned" row. If it has hours or labor billed, someone on your team added labor without assigning a tech. Fixing that means future reports will be cleaner and your techs get credit for their work.
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