Tracking Revenue
Track and understand your project’s revenue with confidence. This page brings together key reports and tools to help you view incoming funds, monitor financial changes, and get a complete picture of your project’s financial health.
Revenue Tracking Tools
Access key reports and tools to monitor revenue, analyze financial activity, and gain a clearer understanding of your project’s overall financial health.
How to Track Revenue
To understand true project revenue, it’s important to review multiple financial views. Use Management Reports—specifically the Revenue/Expenses by Budget Category page and the Balance Sheet—together to see a complete and accurate picture. Each report provides valuable insight, but only by using both can you fully understand your project’s financial position.
Account Codes pertaining to Revenue
* If you are not seeing some of these revenue account codes on your Management Reports it is likely because that specific project hasn’t triggered those accounts to populate.
| Account Range | Description |
|---|---|
| 40100 – 40102 | Grants and Contracts Federal Revenue |
| 40103 – 40105 | Grants and Contracts State Revenue |
| 40106 – 40109 | Grants and Contracts Non-Government Revenue |
| 10500 | Claim on Cash – Cash on hand |
| 16300 | Grants and Contracts Billed – CR expenses invoiced not paid |
| 16301 | Grants and Contracts Un-Billed – CR expenses not invoiced |
| 16400 | Other Receivables – AR maintenence |
| 20099 | AP Vouchers – AP Vouchers expended and not paid |
| 3000 | Fund Balance – revenue minus expense |
| 20700 – 20705 | Deferred Revenue |
Cost Reimbursable Projects: Understanding Your Revenue
Tracking revenue for cost reimbursable projects requires looking at more than one report. Each report shows a different part of the financial picture—so reviewing them together gives you the most accurate view of cash received.
Review the Revenue/
Expenses Report
On the Revenue/Expenses by Budget Category page, the revenue line reflects expenses as they are incurred.
| Account | Description | Budget | Month Rev/Exp | FYTD Rev/Exp | PTD Rev/Exp | Encumbered | Budget Balance |
|---|---|---|---|---|---|---|---|
| 401106 | Contracts and Grants - Nongovern | 0.00 | 0.00 | 26,314.78 | 26,314.78 | 0.00 | |
| **TOTAL Revenue | 0.00 | 0.00 | 26,314.78 | 26,314.78 | 0.00 | -26,314.78 |
- Revenue increases as project expenses are recorded
- Revenue will not exceed the billing limit set for the project
- The amount shown, e.g., $26,314.78, represents recognized revenue, not necessarily cash received
In other words: this report shows what has been earned—not what has been paid.
Review the Balance Sheet
The Balance Sheet provides insight into billing and payment activity.
| Account | Description | Beginning Balance | Changes | Ending Balance |
|---|---|---|---|---|
| 10500 | Claim on Cash | -6,979.41 | 6,979.41 | -2,739.63 |
| 16300 | C&G Accts Rec - Billed | 6,979.41 | -6,979.41 | 0.00 |
| 16301 | C&G Accts Rec - Unbilled | 2,739.63 | 0.00 | 2,739.63 |
What to look for:
- Amounts that have been invoiced (billed)
- Amounts that are still outstanding
- Payments that have been received and cleared
For example:
- Line 16300 shows invoice activity
- A value in the “Changes” column, e.g., $6,979.41, indicates payment received during that period
- Once an invoice is paid, it no longer appears as outstanding on the balance sheet
Combine both Reports
To understand actual cash received, you need to use both reports together.
- Revenue/Expenses Report – shows earned revenue based on expenses
- Balance Sheet – shows billing and payment status
Together, they provide a complete view of your project’s financial activity and cash flow.