The Billing / Cost Breakdown Report provides a detailed overview of the different components that make up your total costs.
It shows data based on the number of booked or rendered hours, mileage, or expenses, and a breakdown of booked, pending, absent, and cancelled hours.
A line graph displays trends in costs over time, allowing you to quickly identify increases or decreases in spending.
Accessing the Report
Navigate to Reports > Breakdown / Billing from the sidebar menu.
Choose the category you want to view: Hours, Mileage, or Expenses.
Use the Filter dropdown menu to select the shift type you want to analyse.
Set your desired date range, then press 'Apply' to generate the report.
Note: If you don’t select a specific category or shift type, the report will include activities and services from your entire account for the selected date range.
Using AI Billing Insights
At the top of the Billing Report page, you will find the AI Billing Insights panel. This tool provides an immediate, high-level summary of your revenue risk, un-invoiced shifts, and client absences without needing to manually calculate data from the table below.
Ensure you have applied your desired date range.
Click the '✨GENERATE' button on the AI Billing Insights panel.
Once loaded, the panel will display two primary cards:
Summary Stats: Shows the total dollar value and hours for your Booked shifts, your Invoiced shifts, and the Uninvoiced difference.
Revenue Risk: This card uses a colour-coded system (Green, Orange, or Red) to indicate your revenue risk based on the percentage of booked value that remains un-invoiced. It also provides a comparison against your previous period (e.g., showing if your un-invoiced percentage is better or worse than last week).
Below the cards is a summary highlighting the biggest factors impacting your billing for that period. Click 'Show Details' to expand the summary and see specific breakdowns, including:
The top three shift types that are driving your un-invoiced value (including the dollar amount and percentage).
Top clients who had more unexpected absences than usual compared to the previous period.
If no shifts were booked in the selected period (i.e. the booked amount is $0), the panel displays "No billing data for this period" instead of the cards and summary.
AI Billing Insights (as well as other AI features) can be removed and managed on the AI Settings page.
Analysing the Report
The line graph provides a visual summary of cost trends over time.
The Y-axis represents the total daily costs.
The X-axis represents the selected date range.
The graph shows the dollar amounts for:
Booked Shifts (green): Successfully rostered and completed by staff
Pending Shifts (red): Scheduled but have not yet been confirmed or completed
Cancelled Shifts (yellow): Scheduled but later cancelled by the provider
Absent Shifts (blue): The client was absent from the scheduled shift
This allows you to instantly identify cost fluctuations and scheduling patterns.
Downloading the Report
You can download the report from this page.
Click the download icon at the bottom right of the report page. Choose either 'Summary' (a high-level overview) or 'Raw' (a detailed version in Excel format) from the dropdown menu.
A notification will appear at the top of the page once the export starts.
When the file is ready, the notification bell button will have a red indicator. Click the message.
You’ll be redirected to your Staff Communications page, where a download link will appear. Click the link to download your file.
You can also download the report as a PDF file. See the section below for detailed instructions.
Printing the Report
To print the report:
Click the Print icon at the bottom right of the report page.
Adjust print settings such as number of copies, page range, and margins.
Click 'Print' when you're ready.
If you prefer to save the report as a PDF:
Click the Print icon at the bottom right of the report page.
In the print settings page, set Destination to 'Save as PDF'.
Click 'Save' to download your report as a PDF file.
For further assistance with Billing Report / Cost Breakdown Page, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.