Reports: overtime, target/actual, labour costs, sickness rate

What the reports answer — and what they do not

The Reports menu item analyses what your business has already recorded. It changes nothing: all reports are read-only, and no figure in them can be edited. Corrections are made in the timesheet, closing is done in the month-end close.

Only owners and management can see the page. Employees and the tax adviser have no access. The tax adviser gets their figures via the payroll export, not via the reports.

Reports are a feature of the Pro plan. In Free and Starter the analyses stay empty; an info card says so openly. Times are recorded and retained on every plan — the statutory recording obligation does not depend on any subscription. During the trial after registration, the Pro scope applies, so the reports are visible from the start. Which plan includes what is explained under Plans and prices.

Choosing a period

Above the tabs there is a period bar with three levels: Month, Quarter and Year. Use the arrows to jump one step back or forward. When the page opens, the bar is set to the current quarter.

Only completed time entries go into the reports: anyone who is currently clocked in does not count yet. All active employees are included; anyone who has been deactivated no longer appears.

The five tabs

Overtime accounts

For each person and month, the cumulative balance is shown: a month's column shows the account balance at the end of the month, not the deviation for that one month. The target is the contractual weekly working time times 4.33 weeks. Breaks are deducted, and the business's rounding rule is applied day by day.

Target/actual comparison

One row per person over the whole period: target, actual, difference and fulfilment in percent. The target is the monthly target times the number of months in the period. The total row in the PDF calculates actual divided by target across all people — not the average of the individual values, so that a temp with four hours a week does not pull the average as much as a full-time position.

Planned vs. worked

Here it is not the contract but the shift plan that is set against the actual time — the figure people talk about in the business (“Early shift was planned for Wednesday, nobody clocked in”). Only published shifts are counted; a draft is not a commitment. The statutory break is deducted from the planned time so that both sides measure the same thing. Each day has a status: as planned, Deviation, not clocked or unplanned. A day counts as “as planned” if plan and actual differ by at most 15 minutes. Missed shifts are counted per person.

This tab needs the shift plan, and therefore also the Pro plan. There is no CSV or PDF export for it yet; the buttons are greyed out on this tab.

Labour costs

Two tables, because there are two questions:

1. By month — base pay, premiums and gross pay from the locked or exported months. An open month appears with €0 until it is closed. These figures are stable: they no longer change, even if you change a premium rule later.
2. By project — working minutes times hourly wage per project or site, marked as an approximation. The calculation uses the raw clocked minutes of the selected period, i.e. without break deduction and without rounding, and also for months that are still open. Premiums are not stored per project and are not allocated here. The two tables therefore do not match. Times without an assignment are collected under “Without project”. For people without a stored hourly wage — for example on a monthly salary — the row calculates with €0.

The actual job costing with budget and contribution margin is explained under Was the job worth it?.

Sickness rate

Three key figures and a monthly trend: total sick days, employees affected, active employees and the rate. Approved absences of the types Sick leave and Child sick are counted; half days count as half. The calendar days of the absence are counted — a sick note from Friday to Monday results in four sick days, not two.

Diagnoses are not recorded in Zeitflex and do not appear in any report. The sickness report names no names — only totals and the number of people affected. There is, however, no minimum threshold below which the figure is withheld: even with a single affected person it shows “1 of 10”. In small teams the rate can therefore be attributed to one person. Whether and how your business uses such analyses is, in businesses with a works council, a matter of co-determination — see Works council and co-determination.

Exporting

1. Choose a tab and set the period.
2. At the top right, CSV export or PDF export.
3. The file lands in the browser's download folder.

The CSV is made for German-language Excel: semicolon as separator, comma as decimal mark, umlauts are recognised correctly. The PDF carries the company name and period in the header and numbered footnotes with the calculation bases. CSV and PDF of the same report get the same file name — only the extension differs, so they sit next to each other in the folder.

Still stuck?

Questions about an individual figure are answered by Support; how the overtime account calculates is explained under Flexitime and overtime, the job costing per job under Was the job worth it?.