wayahead app

When running a creative studio, it is crucial to have the right information available at a click of a button. You shouldn’t have to wait for week’s end or month’s end – when the accounts team makes time to crunch some numbers in a spreadsheet – in order to get a grip on staff performance or profitability.

The wayahead app was built to add insightful reports to Streamtime project management for creatives. Using the API, data is retrieved from Streamtime and converted into easy to read information.

Note, wayahead is only for the new Streamtime, but we also offer reports for Streamtime Classic.

Set up a free trial and link it to your Streamtime account:

Available reports

Staff performance

Tracking if projects were delivered within budget requires you to track both expenses and time spent. Studio managers often end up checking staff’s timesheets and chasing after them.
The staff performance report gives you various timesheet overviews at a glance. Weekly overviews tell you how much billable vs non-billable time was logged, how efforts were spread over the week and how each staff member is performing over a longer period of time.

Timesheet report

Sharing timesheets with the team or customers is often a tedious task. Exporting CSVs, removing unwanted columns, cleaning up comments, grouping data and adding some style and structure can be quite time consuming.

Our timesheet reports, lets you search logged time, group it in multiple levels, remove unwanted entries, patch up comments and send it over to your customer with your own custom CSS stylesheet, including your own brand logo and colours.

Deadlines Calendar

Wanna know what deadlines are coming up this week? You can see calendar with all your job and item deadlines in a monthly view or a weekly list view. Drag and drop items on different days to update them back in Streamtime!

Jobs Dashboard

Knowing how much was billed on a job is good, but it’s meaningless if you can’t compare that to the budget or how much the job cost to do. The jobs dashboard brings those relations together.

Are jobs on budget? Are they getting billed in advance? How much more can we expect to bill on the work in progress? What’s the value of work currently in the studio? The slider lets you filter out the small jobs, so you can focus on the really important work.

The jobs dashboard shows you how many new jobs came into the studio each month and at what total value. It also shows you a forecast of income based on the remaining billable value of jobs and the job deadline.

Set up a free trial and link it to your Streamtime account:

Revenue Forecast

Revenue forecasting is an important financial tool for any creative agency! It enables the management team to make informed decisions for the business and helps account managers justify hiring extra help if there is more work than the team can handle.

Most agencies already create a forecast in Excel, but usually it is no more than an export of the work in progress with some extra figures added in. It time consuming to create and tedious or near impossible to keep it up to date with the many changes a creative studio is facing day in day out. In the best case scenario the team will produce a forecast at the start of each month, which is already out of date the very next day. Very frustrating!

wayahead offers an easy way to create the revenue forecast and keeps the data linked directly to your work in progress in Streamtime so it’s always up to date! Information is manipulated with the same ease as keeping an Excel file up to date and the results are added up on the fly to give a 12 month forecast.

Cashflow

The cashflow report gives you a 12 month projection of income and expenses for each month. Contrary to the invoice profit and annual revenue report, this report projects expenses in the month they occurred, not the month they were presumably billed out to your customer. This allows you to keep an eye on monthly cashflow in comparison to the agency’s overhead.

Invoice Profit

Probably one of the most commonly required reports and by far the hardest to produce. How much did I bill this month and what is my profit over that revenue? It’s a simple enough question, but a hard one to answer, given the nature of creative agencies.

The problem is that not all expenses, like work outsourced to a freelancer, are billed on to the client 1 on 1. Expenses could be part of a bigger phase, that are billed under a different name. But billing is often also done in advance without any mention of expenses.

The invoice profit report starts by fetching all invoices for a custom period: this month, last quarter, this year,… Next all related information to those invoices is fetched in Streamtime. To accurately determine the profit on an invoice, the system takes into account the job status, how many other invoices exist on the job, when other invoices went out, etc. The apps algorithm makes a calculated guess of expenses on each invoice and then allows you to overwrite this. Each invoice needs to be checked and validated once and is then stored for future reporting.

The invoice profit report shows you graphs on revenue, gross profit and net profit per month and tells you which clients you made the largest profits on.

Annual Revenue

This report lets you see trends in revenue between different financial years. Is July usually a slow month for our agency or is this year particularly slow? This reprt gives you that exact information at a glance.

Set up a free trial and link it to your Streamtime account:

Weekly timesheet report email

Automatically receive one or multiple weekly emails with the team’s timesheet summary for the week. You can also send a report manually for any week in the past. The report can be sent to specific people or only to those who need a little nudge to complete their timesheets.