Reports – Task Report

What is the task report and how to use it for invoicing verification

Overview

The Task Report lists all tasks completed in a selected month. It’s designed for quick auditing and invoicing checks across field engineering work—especially when you collaborate with partner companies.

You can access the article from the documentation site (also reachable from the app’s Help/Docs entry). The report itself is available in the UI and can be downloaded as CSV for use in Excel or Google Sheets.

What’s in the report

Each row represents one completed task. Columns:

Workflow Name – The procedure used (e.g., “Routine Maintenance”).
Asset Name – The asset the task was performed on.
Reference Time (hours) – The workflow’s expected duration as set in the workflow.
Personnel Count – People required by the workflow as set in the workflow.
Completion Time – When the task was completed (timestamp).
Lead Time (hours) – Time from assignment to work start.
Assigned To (email) – The email used to assign the task, usually corresponds to the field engineering system inbox of the field engineering company working on the task.
Completed By – Field engineer name (from the completion record).
Work Time (hours) – Reported labor time captured during task reporting.

Important definitions

Reference Time (hours): From the workflow’s expected duration.
Lead Time (hours): started_at - created_at .
Work Time (hours): The latest recorded labor_hours value for the task.
Rounding: Time values are rounded to 2 decimals.

> Note: Not all workflows automatically collect labor time. Maintella provides a standard work reporting form to all organizations. If you use custom forms, include a labor_hours field to track work duration.

Downloading the report

Open the Task Report in the UI.
Pick the target month.
Click Download CSV.

The CSV opens in Excel/Sheets for filtering, sorting, and pivoting.

Using the report for invoicing verification

When tasks are assigned to partner companies, they often forward work internally to their engineers. Maintella records the assignee email and later the actual engineer who completes the work.

A common verification flow:

Match partner company: Use Assigned To (email) as a proxy for the partner company that received the task.
Summarize work hours: Build a pivot table with:

Rows: Assigned To (email) or Asset Name (depending on your need)
Values: Sum of Work Time (hours)
(Optional) Add Workflow Name as a row/column to see breakdown by work type.

Compare against invoices:

Compare the pivot sums to invoice totals (hours or line items) for the same month.
If partners invoice per asset or per ticket, add Asset Name or your internal ticket reference to the pivot rows for a more granular check.

Spot anomalies fast:

Look for unusually high or low Work Time (hours) totals.
Filter by Completed By to review specific engineers if needed.

Tips

If you invoice by SLA packages or fixed-fee work, use count of tasks per partner and sum of Work Time to check effort vs. expected.
To validate turnaround, sort by Lead Time (hours) and review outliers (see caveats below).

Caveats & expected behavior

Lead times can be long if a task was created early but wasn’t actually assigned before work began. This is normal when assignment happens inside a partner’s system and the work only starts later.
Missing Work Time: If a workflow doesn’t include the standard work reporting form (or a custom form with labor_hours ), Work Time (hours) may be empty.
Use the standard work reporting form or ensure your custom form includes a labor_hours field to capture time.
Edits: If a completed task’s report is edited (e.g., labor hours corrected), the row will reflect those updates after the change is saved.

Troubleshooting

My CSV shows blank Work Time: Check that the workflow used either the standard work reporting form or a custom form with labor_hours .
I can’t reconcile partner invoice totals:
Confirm you’re using the same month definition as your finance cycle.
Pivot by Assigned To (email) for partner-level totals.
Add Workflow Name and Asset Name to narrow discrepancies.