Track project spend by month

The Spend timeline shows what each project spent in each month, and highlights spend that falls outside the project’s dates. Use it to put project dates right, and to decide which months of a project belong to an asset.

You need access to the roadmap to open it. Without access to financial figures you see days of effort instead of money, and you need access to edit projects to change dates — ask your Flowstate admin.

Read the timeline

1. Go to Delivery → Roadmap → Spend timeline.
2. Choose the period. It opens on the current quarter.
3. Read one row per project with spend in the period: its dates (ongoing if it has no end date), Cost centre, Total, then one column per month.
4. Hover a cell to see the month and the amount.
5. To open a project, select its name. Its project page opens.

When some spend falls outside project dates, a line above the grid gives the total and how many projects it’s across.

Sort, group and filter

• Sort by Start date, Cost centre or Total.
• Group by status.
• Filter by:
  • Resource type — untick Employees, Contractors or AI agents to leave them out of every figure.
  • Cost centre, including No cost centre.
  • Status.
  • Owner — anyone in Flowstate, anyone your delivery tool names on a project that has no owner in Flowstate, or No owner.
  • Source — where the project came from: Linear, Jira, Azure DevOps, Flowstate, Spreadsheet import or API.
  • Total cost (or Total FTE days) above or below an amount.
  • Last effort — the last month anyone logged effort on the project.

Find projects where the work has stopped

Use Last effort to list projects nobody has worked on since a given month, so you can check whether their end dates are right.

1. Set the period to the whole year, so you can see each project’s end date against its months.
2. Click Filter, then Last effort.
3. Choose From and To. Each lists the months of the period on screen. For work that stopped in the first quarter of 2026, choose Jan 2026 and Mar 2026. For a single month, choose it in both. Leave From as Any to mean “nothing since” the To month.
4. Click Apply.

You see only the projects whose last logged effort falls in those months. A project with effort in a later month is left out, even when that month is outside the period on screen.

Last effort counts the same effort as the grid: submitted weeks only, for the resource types you’ve ticked. A project nobody has ever logged effort on is left out while the filter is on.

To share the list, save it as a view. A saved view remembers the filter but not the period, so tell people which period to choose.

Find someone’s projects, or the ones with no owner

1. Click Filter, then Owner.
2. Choose a name to see that person’s projects. Choose No owner to see the projects nobody owns yet.
3. Click Properties and tick Owner to see the name against each project.

A name finds the projects that person owns in Flowstate, and the projects with no owner in Flowstate where the Owner column names them — as the owner in Linear, Jira or Azure DevOps, or as the person who created it there.

The list has everyone in Flowstate, plus anyone the Owner column names who isn’t in Flowstate yet but is one of your employees or contractors. So you can see what a project lead is responsible for before they have an account. Each person appears once.

A project with no owner in Flowstate also stays under No owner. To give it one, open the Projects tab and choose the project’s Owner. An owner set in Flowstate always wins: the project is then found under that owner only.

Show owner, source and last effort

1. Click Properties.
2. Tick Owner, Source, Last effort or any of them.

Owner is the project’s owner in Flowstate. When a project has none, the column shows a grey label and a name from the delivery tool the project is linked to instead:

A dash means there’s nobody to name. Hover the info icon beside Owner for a reminder of what the labels mean.

Source is where the project came from: Linear, Jira or Azure DevOps for a synced project, Flowstate for one someone created in Flowstate, Spreadsheet import or API. A project synced from a delivery tool has a small link beside its source: click it to open the project there, in a new tab, with its tickets. Last effort is the last month anyone logged effort on the project, shown with its year because it can fall outside the period on screen; a dash means nobody has. All three are off until you tick them, and your choice is remembered.

Change a project’s dates

1. Find the project’s start or end line on the grid. The legend says Start and end dates — drag to change when you can.
2. Drag the line to another month.
3. Check for the message Dates updated.

The date moves to that month, and the amber cells update. Inside a scenario, the change is saved to the scenario. An ongoing project has no end line to drag.

Export

1. Set the period, filters, grouping and order you want.
2. Click Export.

You get an Excel workbook with every project that matches, in the same order and grouping as the screen. If you’re showing Owner or Source, the workbook has those columns too. The Owner column says what the screen says, so a project with no owner reads Owner in Linear: … or Created by ….

If something’s not right

A project isn’t listed. It has no submitted effort in the period, or a filter hides it. Widen the period or clear the filters.

A name in the Owner column isn’t in the filter. Flowstate doesn’t know that person as an employee or contractor, so the column shows the email address your delivery tool holds for them. Their projects are under No owner. Match them to the right person under Settings → Integrations → User attribution — see Match people and teams from your tools.

I filtered by my name, and a project I lead in Linear isn’t there. Someone else is set as its owner in Flowstate, so it’s under their name. Change the project’s Owner on the Projects tab.

A month is empty, but people worked on the project. Their team hasn’t submitted that week. Check the Review tab in Effort reporting.

Dates I dragged changed back. The project is linked to Linear, which can widen a project’s dates on the next sync. Change them in Linear.

I can’t drag the dates, or Export is greyed out. You don’t have access to edit projects, or there are no rows for the period and filters you’ve chosen.