Summary
Aiwyn Reports offer multiple avenues for identifying key performance indicators (KPI) across your firm operations. This article defines the available KPIs from Aiwyn Reports.
Included in this article:
Payment Performance Report
Report Overview
Tracks payment volume, transaction counts, and payment method distribution. Provides visibility into how and when clients are paying, what payment methods are used, and where late fees are being generated.
Report Metadata
Default Date Type: Payment Date
Default Filters: Selected Date, Paid Through Aiwyn
KPI Definitions
Core KPI Tiles
| KPI / Metric | Definition |
|---|---|
| Total Payment Volume | Total dollar amount of all payments received in the selected period. |
| Deposited Volume | Total dollar amount of payments that have been deposited into a bank account. |
| Pending Deposit Volume | Total dollar amount of payments received but not yet deposited to a bank account. |
| Late Fee Volume | Total dollar amount of late fees collected in the selected period. |
| Transactions | Total number of individual payment transactions processed. |
| Median Payment Amount | Median dollar amount per payment transaction. |
| Paying Clients | Number of unique clients who made at least one payment in the selected period. |
| Late Fee Transaction % | Percentage of total payment transactions that included a late fee. |
Charts & Visualizations
Payment Volume by Week and Method
Type: Stacked bar chart
Shows weekly payment volume broken down by payment method: ACH, Credit Card, Check, and Other. Useful for identifying payment method trends and spotting weeks with unusually high or low volume.
Insights Sub-Tabs
| KPI / Metric | Definition |
|---|---|
| Client Payment Insights | Payment volume, transaction count, and method breakdown by individual client. |
| Partner Payment Insights | Payment metrics aggregated by partner, useful for partner-level billing reviews. |
| Office Payment Insights | Payment metrics aggregated by office location. |
Available Filters
Selected Date, Date Type (Payment Date), Paid Through Aiwyn, Client, Client Number, Client Group, Client Status, Client Partner, Project Partner, Client Manager, Project Manager, Partner Office, Payment Method, Firm
Data Pipeline & Latency
| KPI / Metric | Definition |
|---|---|
| PMS → Aiwyn | Most integrations: every 5–10 minutes. CCH Axcess (via DAU): 4–24 hours depending on system load and bandwidth. |
| Aiwyn → Data Warehouse | ~60 minutes |
| Data Warehouse → Report | Live |
The rate-limiting factor for data freshness is typically the PMS-to-Aiwyn integration. Once data reaches Aiwyn, it propagates to the report within minutes.
Related Reports
| KPI / Metric | Definition |
|---|---|
| Payment Failures | Tracks failed payment attempts, recovery rates, and common failure reasons. Includes Recovered Payment Failures, Total Failure Amount, Most Common Failure Type, and Median Days to Recover. |
| Outstanding AR | Tracks the firm's current AR balance, unallocated payments, and aging distribution across buckets from 0–30 days to Over 180 days. |
| Billing Performance | Tracks collected receipts, outstanding AR, and unapplied progress alongside WIP and billed amounts. |
Billing Performance Report
Report Overview
Tracks work-in-progress, invoicing, and collections across the billing cycle, helping your firm accelerate cash conversion and reduce write-off risk. Provides firm-wide visibility into revenue pipeline health, profitability metrics, working capital management, aging risk exposure, and performance attribution by client, employee, office, and service line.
Note 1: Certain timesheet entries are excluded from this report — specifically operational entries and any entry that has not been submitted.
Note 2: Billable Hours and Non-Billable Hours in this report include submitted timesheet entries only. Totals will differ from the Employee Performance report, which includes both draft and submitted time and operational entries.
Report Metadata
Default View Period: Current calendar year. The timestamp used varies by visualization — see each KPI description for details.
Historical Data Range: Current calendar year plus two prior calendar years (e.g., 2026 + 2024–2025), based on invoice transaction date (with exceptions noted per KPI).
Default Filters: Date: Current Calendar Year, Created by Aiwyn: Yes
KPI Definitions
Core KPI Tiles
| KPI / Metric | Definition |
|---|---|
| Total Billed | Sum of invoice amount sent to clients. The Created by Aiwyn filter looks at the invoice record. |
| Billed WIP and Expenses | Total amount of billed time and billed expenses based on invoice transaction date. KPI responds to the invoice transaction date when the Date filter is used. Calculated as the sum of wata_billed_amount across all WIP types (time and expense) via wip_allocation_fact. |
| Billed WIP | Total amount of billed time only (excludes expenses) based on invoice transaction date. Sum of wata_billed_amount where wip_type = time via wip_allocation_fact. |
| Billed Expenses | Total amount of billed expenses based on invoice transaction date. KPI responds to the invoice transaction date when the Date filter is used. |
| Collected (Receipts) | Total amount of payments either pending or deposited into the bank account based on receipt transaction date, including payments not allocated (unapplied) to an invoice. KPI responds to the receipt transaction date. The Created by Aiwyn filter differentiates between payments processed by Aiwyn and those not processed by Aiwyn. |
| Realization Rate | Percent of billed time that is revenue after WIP adjustments based on invoice transaction date. Formula: Realized Revenue ÷ Standard Billable Value × 100. Calculated as sum of wata_billed_amount where wip_type = time divided by sum of (wata_billed_amount + wata_write_off_amount) where wip_type = time. Progress WIP is excluded. |
| Billing Effective Rate | Average dollars earned per billable hour, weighted by hours logged based on invoice transaction date. Formula: Σ Realized Revenue (excluding expenses) ÷ Σ Billable Hours. Large engagements affect the result in proportion to their hours, aligning the KPI with true revenue impact. |
| Median Days to Bill | Median number of days from WIP logged date to invoice transaction date. Calculated per WIP record, then the median is taken across all records in the filtered data set. Includes invoices that have actually been sent (excludes drafts). KPI responds to the invoice transaction date. |
| Outstanding AR | Total amount of outstanding accounts receivable based on invoice transaction date. Note: Due to a known sync issue between the ar_tran and ar_tran_link tables, both are checked and the greater amount is used to ensure accuracy. |
| Net WIP Adjustments | Net amount of WIP adjustments applied to billing based on invoice transaction date. A negative amount indicates an overall write-down; a positive amount indicates an overall write-up. KPI responds to the invoice transaction date. |
| Unbilled WIP (Net) | Value of logged work not yet invoiced, excluding unapplied progress, based on WIP logged date. KPI responds to the WIP logged date. Sum of time and expense WIP types not attached to an invoice where wip_value_outstanding >= $0. |
| Unapplied Progress | Value of logged progress WIP not yet invoiced based on WIP logged date. Reported as a positive number. Sum of wip.billed_amount where wip.type = progress and not attached to an invoice. |
| Unallocated Payments | Total amount of payments that have not been applied to any invoice. |
Charts & Visualizations
WIP Aging Summary
Type: Horizontal bar chart
Shows the amount of unbilled WIP (net) by aging bucket based on the WIP logged date relative to the current date. Displays all aging WIP regardless of the date filter — this is a real-time operational metric, not filtered by the selected period.
Aging buckets: 0–30 days, 31–60 days, 61–90 days, 91–120 days, 121–150 days, 151–180 days, Over 180 days.
This chart does not respond to the Created by Aiwyn filter.
Insights Sub-Tabs
Each Insights tab breaks down the same billing metrics by a different dimension. Billed metrics are sourced from wip_allocation_fact at the WATA level. Unbilled metrics and hours are separated into dedicated Unbilled Time Insights tables within each tab.
| KPI / Metric | Definition |
|---|---|
| Client Billing Insights | Billing metrics by client based on invoice transaction date. Shows all active clients regardless of metrics, and inactive clients with a value > $0 for any KPI. Last Invoice Date and Last Payment Date reflect the most recent regardless of the date filter. Default sort: Billed WIP & Expenses descending. |
| Client Unbilled Time Insights | Unbilled WIP and hours metrics by client based on WIP logged date. Shows all active clients regardless of metrics, and inactive clients with a value > $0 for any KPI. Default sort: Unbilled WIP (Net) descending. |
| Employee Billing Insights | Billing metrics by employee based on invoice transaction date. Default sort: Billed WIP & Expenses descending. |
| Employee Unbilled Time Insights | Unbilled WIP and hours metrics by employee based on WIP logged date. Default sort: Unbilled WIP (Net) descending. |
| Office Billing Insights | Billing metrics by office based on invoice transaction date. Default sort: Billed WIP & Expenses descending. |
| Office Unbilled Time Insights | Unbilled WIP and hours metrics by office based on WIP logged date. Default sort: Unbilled WIP (Net) descending. |
| Service Line Billing Insights | Billing metrics by service line based on invoice transaction date. Note: Service lines have a many-to-many relationship with projects — a job belonging to N service lines contributes its metrics N times when no service line filter is applied. Default sort: Billed WIP & Expenses descending. |
| Service Line Unbilled Time Insights | Unbilled WIP and hours metrics by service line based on WIP logged date. Subject to the same service line fan-out behavior as the billing table. Default sort: Unbilled WIP (Net) descending. |
| Project Billing Insights | Billing metrics by project based on invoice transaction date. Default sort: Billed WIP & Expenses descending. |
| Project Unbilled Time Insights | Unbilled WIP and hours metrics by project based on WIP logged date. Default sort: Unbilled WIP (Net) descending. |
| Invoice Insights | Billing metrics by individual invoice based on invoice transaction date. Shows all active invoices regardless of metrics. Default sort: Total Billed descending. |
Billing Insights Table Columns
Billed metrics columns (Client, Employee, Office, Service Line, Project tabs): Total Billed, Billed WIP & Expenses, Billed WIP, Billed Expenses, Total Expenses, Total Net Expense Adjustments, Total Net WIP Adjustments, Last Invoice Date, Last Payment Date, Aging WIP (Net) by bucket (0–30, 31–60, 61–90, 91–120, 121–150, 151–180, Over 180 days).
Unbilled Time Insights columns: Unbilled WIP (Net), Unapplied Progress, Median Unbilled WIP Days, Billable Hours (Submitted), Non-Billable Hours (Submitted).
Available Filters
Date, Created by Aiwyn, Client, Client Number, Client Group, Client Status, Client Office, Employee, Employee Role, Employee Status, Employee Office, Client Partner, Project Partner, Client Manager, Project Manager, Service Line, WIP (Net) Aging Buckets (0–30, 31–60, 61–90, 90–120, 121–150, 151–180, Over 180 days), Firm
Data Pipeline & Latency
| KPI / Metric | Definition |
|---|---|
| PMS → Aiwyn | Most integrations: every 5–10 minutes. CCH Axcess (via DAU): 4–24 hours depending on system load and bandwidth. |
| Aiwyn → Data Warehouse | ~60 minutes |
The rate-limiting factor for data freshness is typically the practice management system to Aiwyn integration. Once data reaches Aiwyn, it propagates to the report within minutes.
Employee Performance Report
Report Overview
Tracks individual and firm-wide productivity — utilization, realization, billable versus non-billable time, and billing effectiveness. Helps leaders optimize capacity, identify coaching opportunities, and improve profitability.
Report Metadata
Default View Period: Current calendar year. The timestamp field used varies by visualization — see each KPI description for specific details.
Historical Data Range: Current calendar year plus four prior years (e.g., 2026 + 2022–2025). Based on invoice transaction date; if unavailable, WIP logged date; if unavailable, payment date.
Default Filters: Date: Current Calendar Year, Created by Aiwyn: Yes
Intended Audience
| KPI / Metric | Definition |
|---|---|
| Managing / Equity Partners | Monitor firm-wide margin trends, verify pricing and realization targets, and identify offices or service lines that need intervention. |
| Office & Department Heads | Balance workloads, reduce non-billable drag, and coach teams on pricing discipline. |
| Engagement / Project Managers | Spot over-utilized or under-utilized employees, adjust scheduling, and justify scope or fee changes to clients. |
| HR / Employee Development | Align hiring, training, and retention efforts with utilization patterns and capacity gaps. |
| Controllers / Finance Leaders | Reconcile labor cost with realized revenue, validate gross-margin targets, and forecast profitability. |
KPI Definitions
Core KPI Tiles
| KPI / Metric | Definition |
|---|---|
| Realization Rate | Percent of billed time that is revenue after WIP or expense adjustments based on invoice transaction date. Formula: Realized Revenue ÷ Standard Billable Value × 100. Realized Revenue = fees after write-ups or write-downs. Standard Billable Value = hours × standard rate. |
| Utilization | Percent of workable hours spent on billable work based on WIP logged date. Formula: Billable Hours ÷ Total Workable Hours × 100. Assumes a 40-hour workweek. Workable hours are not adjusted for PTO or holidays. |
| Productivity | Percent of total hours spent on billable work based on WIP logged date. Formula: Billable Hours ÷ Total Hours × 100. Total hours includes both time and operational entries. |
| Billing Effective Rate | Average dollars earned per billable hour, weighted by hours logged, based on invoice transaction date. Formula: Σ Realized Revenue ÷ Σ Billable Hours. Large engagements affect the result in proportion to their hours. |
| Billable Hours | Total logged billable hours based on WIP logged date. |
| Billable Amount | Total value of all logged billable hours based on WIP logged date. |
| Non-Billable Hours | Total logged non-billable hours based on WIP logged date. |
| Non-Billable Amount | Total value of all logged non-billable hours based on WIP logged date. |
| Draft Hours | Total logged hours in draft status based on WIP logged date (not yet submitted). |
| Submitted Hours | Total logged hours in submitted status based on WIP logged date. |
| Total Hours | Total logged hours (all statuses) based on WIP logged date. |
| Employees | Distinct count of employees who logged time based on WIP logged date. |
Charts & Visualizations
Earning Efficiency
Type: Dual-axis line chart
Tracks Realization Rate and Billing Effective Rate over time based on invoice transaction date. Shows whether write-downs or pricing are driving margin shifts month-to-month.
Time Allocation and Utilization
Type: Stacked vertical bar chart + line
Shows the split of Billable vs. Non-Billable Hours (bar) against the Utilization % (line) based on WIP logged date. Helps managers spot idle capacity, admin drag, or over-commitment before it hits profitability.
Insights Sub-Tabs
Four performance tables rank employees, offices, service lines, and clients by Realization Rate (default sort). All tables include the same column set:
| KPI / Metric | Definition |
|---|---|
| Employee Performance Insights | KPIs by individual employee based on invoice transaction date and WIP logged date depending on the metric. |
| Office Performance Insights | KPIs by office, same metrics as Employee Insights. |
| Service Line Performance Insights | KPIs by service line, same metrics as Employee Insights. |
| Client Performance Insights | KPIs by client. Includes Time Entry Hours and Operational Entry Hours columns not present in other tables. |
Available Filters
Date, Created by Aiwyn, Client, Client Number, Client Group, Client Status, Employee, Employee Role, Employee Status, Employee Office, Client Partner, Project Partner, Client Manager, Project Manager, Service Line, Entry Type, Entry Status, Billable, Code, Code Status, Firm
Data Pipeline & Latency
| KPI / Metric | Definition |
|---|---|
| PMS → Aiwyn | Most integrations: every 5–10 minutes. CCH Axcess (via DAU): 4–24 hours depending on system load and bandwidth. |
| Aiwyn → Data Warehouse | ~60 minutes |
The rate-limiting factor for data freshness is typically the PMS-to-Aiwyn integration. Once data reaches Aiwyn, it propagates to the report within minutes.