The WIP (Work in Progress) Report is a company-level report in RedTeam Go that shows every project's contract value, change orders, billing, retainage, costs and profit position in one table. You can run it as of any date, or for a specific date range.
This article covers:
How to open the WIP Report
How to run it (dates and project filters)
How the report data is compiled
How the Start Date changes the numbers
Example: why a pay app can show a negative billed amount
Exporting to Excel and printing the Summary Report
Column reference
FAQs
1. How to open the WIP Report
The WIP Report is available to Accountants and Executives.
Step 1: Click Accounting in the top navigation bar.
Step 2: In the Accounting menu, click Reports.
Step 3: Click WIP Report.
2. How to run the report
Step 1: Set your dates.
End Date defaults to today. The report shows each project's numbers as of this date.
Start Date is optional and blank by default. Leave it blank to see project totals from the beginning of each project up to the End Date. Enter a date to see what changed after the Start Date, up to and including the End Date (see Section 4).
Step 2: Click Generate and choose which projects to include.
All Projects: every project in the report.
Active: projects in Pending or In Progress status.
Inactive: all other projects, including Bidding, Not Awarded and Closed.
Please be patient while the report loads. Generating the WIP Report can take some time. It runs in the background, and there is no loading indicator while it works. The page may look like nothing is happening. Wait for the table to appear before clicking Generate again.
A project's status is based on where it stood on the End Date. For example, a project that became active between your Start Date and your End Date shows as ACTIVE. Closed projects show as INACTIVE. You can see each project's status in the Job Status column.
Why are Bidding projects in my report? The WIP Report includes projects from the Bidding status onward. Bidding projects appear as INACTIVE, so they are included when you choose All Projects or Inactive. Projects moved to Not Awarded also appear as INACTIVE.
The bottom of the table shows totals for the projects in your report (for example, Active Totals when you generate Active projects).
3. How the report data is compiled
The WIP Report does not read live data each time you run it. It reads from a snapshot of your company's data that RedTeam Go compiles automatically. The time of the snapshot is shown above the table: "Data for this report was last compiled at [time] on [date]." This time can be different depending on the End Date you choose.
Anything entered in RedTeam Go after that time (for example, a pay app approved or notarized this afternoon) will not appear until the next compile.
About the Refresh button: Refresh rebuilds the report data so it includes today's latest changes. This can take 15 minutes or more, and the report is locked while it runs: all buttons and options are unavailable until it finishes. If you are in a rush, don't click Refresh. A Refresh can also recalculate results for past dates, so a report for an earlier period may show different numbers after a Refresh depending on what changes.
4. How the Start Date changes the numbers
This is the most important thing to understand about the WIP Report. The Start Date does not simply hide older transactions. The report works out each figure as of the End Date and as of the Start Date, and some columns show the difference between the two.
The Start Date itself is not part of the period. Anything counted on the Start Date is already part of the "as of Start Date" figure, so it does not show up as a change. The period covers the day after the Start Date through the End Date, and the End Date is included. For example, to see all activity for calendar year 2026, use a Start Date of 12/31/2025 and an End Date of 12/31/2026. A Start Date of 01/01/2026 would leave out anything counted on January 1.
With no Start Date: project-to-date totals
Every column shows the project's total from the beginning of the project up to the End Date. In the example below (End Date 09/24/2026, no Start Date), Riverside Medical Office shows its full Retainage and Total Billed to Date.
With a Start Date: the change during the period
Here is the same report with a Start Date of 09/01/2026. The Retainage and Total Billed to Date columns now show only what changed after 09/01/2026, up to and including 09/24/2026.
Riverside Medical Office | As of 09/01/2026 | As of 09/24/2026 | Shown with Start Date 09/01/2026 |
Retainage | 2,320.80 | 2,671.52 | 350.72 |
Total Billed to Date | 46,416.36 | 60,094.58 | 13,678.22 |
Which columns change with the Start Date?
Columns | What they show when a Start Date is entered |
Change Orders, Retainage, Total Billed to Date, Total Cost to Date | The change during the period: the value on the End Date minus the value on the Start Date. These can be negative (see Section 5). |
Job Status, Contract Price, Total Budgeted Construction Cost | The value as of the End Date. These are not reduced by the Start Date. |
% Billed, % of Cost Incurred (% Complete), Revenue Earned, Estimated Gross Profit, Estimated Gross Profit %, Prior Year(s), Year to Date, Cost and Estimated Earnings in Excess of Billings, Billings in Excess of Costs and Estimated Earnings | Project-to-date values as of the End Date. These columns are not affected by the Start Date. |
For example, Contract Price stays at its full value when a Start Date is entered:
Heads up: When a Start Date is entered, the group of columns on the right is still labeled "Inception to [End Date]", and those columns still show project-to-date values. This means % Billed will not match Total Billed to Date on the same row. % Billed is based on everything billed to date, while Total Billed to Date shows only the period.
Tip: To see a project's complete numbers, leave the Start Date blank, or set it to a date before the project started.
Which date does the report use for a pay app?
An owner pay app is counted in the WIP Report on the date it was approved by an accountant or notarized, shown in the Notary Date column of the project's Owner Billing list. It is not counted by its Application Date or its billing period dates.
For example, a pay app with an Application Date of 09/02/2026 that was notarized on 09/15/2026 is not included in a WIP Report with an End Date of 09/14/2026. It first appears when the End Date is 09/15/2026 or later. A pay app that has not been approved or notarized yet is not included at all.
5. Example: why a pay app can show a negative billed amount
Total Billed to Date is the gross amount billed to the owner, including retainage. It is not the same as the "Current Payment Due" on a pay app, which is net of retainage. When a pay app mostly releases retainage, the cash due can be large while the billed amount for the period is small or even negative.
For example:
By 12/31/2025, a project with a revised contract of $400,000.00 has been billed $401,500.00. It is overbilled by $1,500.00, and the owner is holding $20,000.00 in retainage.
In January 2026, the final pay app includes a deductive change order of −$1,500.00 and releases all retainage. The Current Payment Due is $18,500.00 ($20,000.00 retainage released − $1,500.00 change order). This is the amount recorded in your accounting system.
Running the WIP Report with a Start Date of 12/31/2025 shows:
| As of 12/31/2025 | End Date | Shown for the period (End − Start) |
Total Billed to Date | 401,500.00 | 400,000.00 | −1,500.00 |
Retainage | 20,000.00 | 0.00 | −20,000.00 (retainage released) |
The report is correct: the only new billing in the period was the −$1,500.00 change order. The $18,500.00 paid out is shown as retainage released, not as new billing. To see the project's full picture, run the report with no Start Date.
6. Exporting to Excel and printing the Summary Report
After you generate the report, use the two buttons next to the dates to download it:
Export downloads the report as an Excel (.xlsx) file with the same columns you see on screen. It follows your dates and the option you chose under Generate (All Projects, Active or Inactive), so the values match what is on screen.
Summary Report downloads a PDF summary. It shows Contract Value incl. Change Orders, Budgeted Cost, Projected Gross Profit, GP%, Billed to Date, Cost to Date and Over/Under Billings for each project in the report, with totals at the end (Active Totals, Closed Totals and Totals, depending on the projects included). The report title shows the date range you used. With many projects, the PDF runs to several pages.
Both files download immediately to your browser's default downloads folder.
Using the Summary Report with a Start Date: Billed to Date and Cost to Date show only the period, and Contract Value incl. Change Orders adds only the change orders from the period. This means Projected Gross Profit and GP% will look different from a report with no Start Date. Over/Under Billings is always project-to-date. For each project's full contract value and projected profit, run the Summary Report with no Start Date.
7. Column reference
Column | What it shows |
Job Status | ACTIVE (Pending, In Progress) or INACTIVE (all other statuses), as of the End Date. |
Start Date / End Date | The project's start and end dates. |
Contract Price | The project's contract amount, not including change orders. |
Change Orders | Approved owner change orders. Change orders that are not yet approved are not included. |
Retainage | Retainage held by the owner. |
Total Billed to Date | Amount billed to the owner, including retainage. |
Total Cost to Date | Costs recorded on the project. |
Total Budgeted Construction Cost | The project's budgeted cost. |
% Billed | Total Billed to Date ÷ (Contract Price + Change Orders). |
% of Cost Incurred (% Complete) | Total Cost to Date ÷ Total Budgeted Construction Cost. |
Revenue Earned (% Complete × Contract) | % Complete × (Contract Price + Change Orders). |
Estimated Gross Profit / % | Revenue Earned − Total Cost to Date, and that amount as a percentage of Revenue Earned. |
Prior Year(s) / Year to Date | Revenues Earned, Cost of Revenues, Gross Profit and GP%, split into a Prior Year(s) group and a Year to Date group. |
Cost and Estimated Earnings in Excess of Billings | Underbilling: Revenue Earned is greater than Total Billed to Date. |
Billings in Excess of Costs and Estimated Earnings | Overbilling: Total Billed to Date is greater than Revenue Earned. |
The numbers on this report come from each project's Job Cost Statement. For more detail on how billed, retainage and cost figures are calculated, see RedTeam Go - What is shown on the Job Cost Statement?
8. FAQs
Q: I generated the report and nothing happened. Is it broken?
A: Probably not. The report can take some time to load and shows no loading indicator. Wait for the table to appear before clicking Generate again.
Q: A pay app I just approved isn't showing.
A: Check three things. First, the pay app must be approved by an accountant or notarized before it appears in the report. Second, check the "last compiled" time above the table: changes made after that time appear after the next compile. Third, check the pay app's Notary Date (the date it was approved or notarized). The pay app is counted on that date, not its Application Date, so it must fall within your report dates.
Q: Why doesn't Total Billed match the payment I recorded in QuickBooks?
A: Total Billed includes retainage and, with a Start Date, shows only the change during the period. A pay app that releases retainage can have a large payment due but a small or negative billed amount. See Section 5.
Q: Total Billed to Date looks higher than the project's pay apps. Why?
A: The report adds up every owner invoice recorded for the project. To see them, click the project name in the WIP Report to open its Job Cost Statement, then click the Billed To Date amount. Check the list for the same pay app recorded twice. Note: the red trash icon on each line removes that invoice from the report. If you remove one by mistake, click Restore at the top of the Job Cost Statement.
Q: Why doesn't % Billed match Total Billed to Date when I use a Start Date?
A: % Billed and the other columns on the right are always project-to-date as of the End Date. Total Billed to Date shows only the period when a Start Date is entered. See Section 4.
Q: A project I expected isn't in the report.
A: Check which option you chose under Generate. A project shows as ACTIVE or INACTIVE based on its status on the End Date.