Where the agency's money leaks, and since when

This audit reads your projects, timesheets, invoices, payments and expenses. It finds money that was earned but never billed, billed but never collected, given away or paid out twice. For every leak it shows when it started, when it was last seen, the pattern behind it and the records that lead to the root cause.

Load your CSV files…

Audit as of Payment grace (days after due) Discount policy limit (%) Duplicate window (days) Currency

Audit summary

Timeline: how far back it goes

Each column is the money leaked in that month, by kind of leak. Below it, each finding runs from the date it was first seen to the date it was last seen. Striped bars are still happening or still open.

Leak durations

Patterns

By customer

Customer	Leaked	At risk	Findings

By project manager

Project manager	Leaked	At risk	Findings

Path to the root cause

The trail starts at the largest kind of leak and narrows step by step: whose projects it sits on, when it started, what the records show, and what to check next.

Findings

Select a row to see the cause, what to check next, and every record behind the finding.

Severity	Kind	Customer	Project ID	Project manager	Leak amount	First seen	Last seen	Running for	Status

Receivables ledger

Every invoice with its customer, what was paid, the balance still owed, and how many days it is past due.

Invoice	Customer	Project ID	Service month	Issued	Due	Net amount	Paid	Balance	Days overdue	Aging	Status

Projects: work done against money in

Project ID	Customer	Project	Fee type	Project manager	Billable hours	Budget hours	Value of work	Fees invoiced	Collected	Leak found

Method, data and assumptions

Checks run on this data

Your files

Export these five tables from your accounting and time-tracking tools as CSV and select them all at once with Load your CSV files. Each file is recognised by its name or its column headings. Dates are written YYYY-MM-DD.

projects.csv: project_id, client, project_name, pm, start_date, end_date, fee_type (fixed, tm or retainer), fee, budget_hours, rate
time.csv: date, project_id, person, hours, billable (Y/N)
invoices.csv: invoice_id, project_id, client, issue_date, due_date, period (service month YYYY-MM), kind (fee or expense), amount, discount
payments.csv: invoice_id, date, amount
expenses.csv: date, vendor, category, amount, project_id, rebillable (Y/N), rebilled_invoice

The sample agency's files show the exact format. These buttons save them from this page to your own device:

Assumptions made

Your files never leave this browser. Nothing is uploaded, stored or sent. The page's security policy (connect-src 'none', form-action 'none') makes the browser refuse any connection out.
Unbilled work. Time-and-materials work is worth billable hours × rate. A retainer month is worth the fee plus hours above the included hours × the project rate. Invoices are matched to their service month (period, or the issue month if blank). A month is a leak when the gap is above 2% and above 50. Over-billing in one month is not offset against another.
The current month is left out of the unbilled check: it would not normally be invoiced yet.
Fixed-fee overrun. Hours past the budget are valued at the project rate. This is margin given away, not cash paid out.
Receivables. An overdue balance is at risk, not lost. More than 90 days late is called a likely loss.
Expenses. A rebillable cost counts as not rebilled if it has no invoice reference, or its reference is not in invoices.csv.
Duplicates. Same supplier, same amount, within the window. Some may be legitimate, so confirm each one.
Price increases on recurring overheads are compared with the first charge. They are for review and are not counted as leaked.
All amounts are in one currency. The currency setting changes only how they are shown.
The sample agency "Northlight Studio" and all its customers, people and figures are invented, to show the report working.