Expected vs actual report

Overview

The Expected vs actual report is a billing report in Found that compares the amount you should have billed (based on the weekly fees) against what was actually billed in a given period. It highlights bookings where the billed amount is higher or lower than expected, so finance and operations teams can investigate and correct discrepancies before they reach customers or funders.

What it is

The report calculates three figures for each booking in the selected date range:

• Expected — the pro-rated total of the booking's agreed weekly fee across the days in the period (weekly fee ÷ 7 × number of days).

• Actual — the sum of care fee invoice items and billing adjustments raised against the booking in the period.

• Discrepancy — Actual minus Expected. A negative figure means the booking has been under-billed; a positive figure means it has been over-billed.

• Variance % — the discrepancy expressed as a percentage of the expected amount.

Bookings are ordered by the size of the discrepancy, so the largest variances appear first.

Where it is

Navigate to Reports → Billing → Expected vs actual from the side navigation.

The report has two tabs:

• Summary — headline metrics and a breakdown by location.

• Bookings — a detailed, booking-level table.

How to use it

1. Open Reports from the side navigation.

2. Under the Billing section, click Expected vs actual.

3. Set the date range (start date and end date) you want to report on.

4. Optionally narrow the results using the filter bar:

   • Locations

   • Care duration types

   • Care types

   • Funding types

   • Funding sources

5. Use the variance threshold input to hide bookings with small discrepancies and focus on the most significant variances.

6. Switch between the Summary and Bookings tabs to view the data at the level you need.

How it works

The Bookings tab shows one row per booking with the following columns:

• Booking ID

• Service user

• Location

• Funding type

• Care duration

• Care type

• Total expected

• Total actual

• Discrepancy

• Variance %

Behind the scenes, Found takes each booking's agreed weekly fees, pro-rates them across the selected date range, and compares the result against the care fee invoice items and billing adjustments posted in the same period. If a booking's weekly fee changes mid-period, each fee segment is pro-rated separately and summed.

The Summary tab aggregates the same data into total expected, total actual, and total discrepancy figures, and breaks them down by location so you can see which sites are driving variance.

If a booking has an expected total of zero (for example, no agreed fee in the period), the variance percentage is left blank rather than shown as infinite.

Rules and permissions

• Module: your workspace must be subscribed to the Billing module in Found Pro.

• Roles: available to Admin, Manager, and Staff users.

• Date range is required; all other filters are optional.

• Can't see the report? Check with your workspace Admin that the Billing module is enabled and you have one of the roles above.