Nonprofit Reporting Overview

Reporting for nonprofits in ClickTime focuses on the reports and tools most useful to grant-funded and mission-driven organizations. This hub highlights the featured reports nonprofit sites see in the Report Center, explains when to use them, and points you to more detailed guides for grant billing, functional expenses, and program reporting.

Who this is for: Nonprofit administrators, finance teams, and program or grant managers using the ClickTime Nonprofit feature set (you’ll see “Nonprofit” in the logo at the top left of ClickTime).

Note: Some of the reports described below are available to all ClickTime customers, but are featured by default on Nonprofit Bundle sites because they align with common nonprofit reporting needs.

In this article:
What nonprofit reporting covers
Featured reports in the Report Center
Common nonprofit reporting scenarios

What nonprofit reporting covers

Nonprofit reporting in ClickTime is designed to support funder, grant, and board reporting needs. It typically focuses on:

• Time and cost by program, grant, or funding source.
• Allocating time off and indirect costs based on the “percent of time worked” rule.
• Building functional expense views (for example, Program, Management & General, and Fundraising).
• Showing how staff time is distributed across projects, tasks, and funding sources for internal and external reporting.

For a broader overview of all reporting tools in ClickTime (Standard Reports, Customizable Data Export, Report Builder, and Report Studio), see Reports in ClickTime.

Featured reports in the Report Center

On nonprofit sites, the Favorite Reports tab in the Report Center (Company → Reports) includes a set of Featured Reports tailored for nonprofit use.

The exact list may vary, but commonly includes:

• People – Grant Allocation (Excel)
  Uses the Grant Allocation report to show how each person’s worked time is distributed across Projects and Funding Sources (Clients), and allocates time off to eligible grants based on the percentage of time worked in the period. This is especially useful when:
  • Your accounting practices follow the “percent of time worked” rule.
  • You need to invoice grants or allocate indirect costs/time off to grants.
    
• Miscellaneous – Nonprofit Functional Expenses
  Helps build functional expense views by summarizing time and costs by function (for example, Program Services, Management & General, Fundraising) and natural classification. This supports:
  • Functional expense statements for auditors and funders.
  • Internal reporting on how staff time and costs are distributed across functions.
    
• People – Project and Task Summary
  Shows how each person’s time is split across projects/programs and tasks/activities over a period. Nonprofits often use this report to:
  • Understand staff workload by program or grant.
  • Support funder or internal reporting on how time is spent.
    
• Project – Time Allocation by Person
  Focuses on each project or grant, listing the people who worked on it and how their hours are distributed. This is useful for:
  • Understanding staffing levels for specific grants or programs.
  • Reviewing who is charging time to a particular funding source.
    
• Project – Person and Task Summary
  Combines person and task perspectives for each project, making it easier to see:
  • Which activities (tasks) staff are performing on a grant or program.
  • Whether time is aligned with the project’s scope and budget.
    
• Client – Client Summary by Person
  Summarizes hours and (optionally) billing information by Client/Funding Source and person. This is helpful when:
  • You treat each Client as a funder or funding source and need person-level summaries.
  • You want a quick view of who is charging time to a particular funder.
    

These reports are also available to non-nonprofit customers, but they are featured by default on nonprofit sites because they map directly to grant and program reporting needs.

Common nonprofit reporting scenarios

Use the examples below as starting points. Each scenario suggests reports that nonprofits often rely on for that purpose.

Invoice grants based on percent of time worked

Goal: Bill funders or reimbursable grants based on the percent of an employee’s time spent on each grant or program.

• People – Grant Allocation (Excel): Use the Grant Allocation report to calculate the percentage of worked time by project/funding source and allocate time off accordingly.
• People / Project summaries: Use People- or Project-based summaries (such as People – Project and Task Summary or Project – Time Allocation by Person) to double-check the underlying worked time.

Allocate time off and indirect costs

Goal: Allocate time off and other indirect costs across grants in proportion to the time worked on each grant for a period.

• Grant Allocation report: Use the People – Grant Allocation (Excel) report to allocate time off based on percent of time worked for eligible funding sources and projects.
• Nonprofit Functional Expenses: Combine allocation results with functional expense reporting to show how indirect time and costs are distributed across functions and programs.

Report on programs, funds, and funding sources

Goal: Show how staff time is split across programs, grants, and funding sources for internal stakeholders and funders.

• Client – Client Summary by Person: Use this when each Client represents a funder or funding source and you need person-level summaries.
• Project – Person and Task Summary: Use project-level summaries to show how time is spread across people and activities for each program or grant.
• Report Studio (if enabled): Build dashboards that group time and costs by program, department, or funding source for recurring board or leadership reporting.

Prepare board and management reports

Goal: Provide high-level visibility into how resources are being used across programs and funding sources.

• Combine Client, Project, and People summary reports to show overall distribution of time by funder, program, and team.
• If available, use Report Studio to create simple dashboards that track key KPIs (for example, percent of time on program services vs management, or grant budget burn over time).