BI Setup and company defaults

Quick answer

BI Setup is the one-time configuration screen for BI Analytics. It sets the company-wide fallback rates used when a member has no individual agreement, and controls two opt-in panels that add calculation depth. Saving any value here wipes the snapshot cache — the next BI load recomputes from raw data.

Who can do this

Available on the Elite plan, currently in beta with selective customer access. Company Owners and Company Admins can edit BI Setup. Other members see the screen in read-only mode.

Where to find it

Path: Settings & Apps > BI Analytics > Setup tab

Company defaults

These values are the fallback whenever a member’s own agreement does not provide them. The fallback chain is: Member agreement → Company agreement → BI Setup default → 0.

Field	Default	What it controls
**Default labor cost**	0	Per-member cost rate when no agreement exists. Used by every cost, margin, and profit calculation.
**Default sales price**	0	Per-member sales rate when no agreement exists. Used by production value, billable rate, and realization.
**Default overhead**	0	Per-member monthly overhead allocation. Used in cost roll-up.
**Standard work hours**	168	Monthly capacity baseline (4.2 weeks × 40 h ≈ 168 h). Denominator for utilization when no agreement specifies hours.
**Target production %**	80	Target line on the **Hours vs target** gauge.
**Target margin %**	20	Target line on the **Revenue vs cost** gauge.

Practical guidance

• Default labor cost — set to your average loaded cost per hour (e.g. €60/h if your team average is between junior and senior rates).
• Default sales price — set to your standard or minimum billable rate.
• Default overhead — set your monthly overhead per person (rent, software, admin allocation).
• Standard work hours — only change this if your country standard differs from 168 hours/month.
• Target percentages — these only affect the gauge target marker, not calculations. Set to whatever your firm targets.

Opt-in panels

These panels add real cost to the calculation pipeline and are off by default. Turn them on when your team actively uses the data they provide.

Show period comparison

When on: every KPI card shows an arrow comparing the current period against the prior period. Gauges show a secondary arc. Charts show prior-period reference dots in YoY mode.

When off: comparison data is not computed; arrows and secondary arcs are blank.

Turn on when you regularly review month-over-month or year-over-year trends in operational meetings.

Show tracking compliance

When on: the Time entry compliance KPI populates with daily tracking data for each member.

When off: the compliance panel is empty and the daily-granularity time-entry query is skipped entirely.

Turn on when you actively monitor whether team members are logging hours on time.

Cache invalidation — what triggers a full recompute

Changing any of the following wipes all snapshot data for your company. The next BI request will be slower (rebuilds many months of snapshots); subsequent requests are fast again.

• Any field in BI Setup (cost, price, overhead, hours, targets)
• Either of the two opt-in panel switches
• Activating or deactivating the BI Analytics feature

Changes that only invalidate the current month (not a full wipe): adding or editing a member’s agreement, logging or editing time entries, drafting or locking invoices.

Manual data refresh

If you suspect the cache is stale after importing historical data, use the Refresh data option in the BI sidebar:

1. Click the refresh icon in the BI Analytics sidebar.
2. Confirm the modal — “Recalculation in progress” appears.
3. Uku recomputes data in the background (approximately 25 months).
4. When done, the open report reloads and you receive a notification.

Manual refresh does not wipe the cache — it forces recomputation alongside the existing data.

How often to revisit BI Setup

• Yearly when you change your standard rates or targets
• When you onboard a new business line with different cost economics
• When turning an opt-in panel on or off

Troubleshooting

Changed the default labor cost and BI is now slow

Snapshots were wiped on save. The next load recomputes from raw data — this is expected. Subsequent loads return to normal speed.

A member has an individual cost rate but BI shows the company default

Both the cost type and the cost price must be set on the member’s agreement. If the cost type is blank and only the price is filled in, the member falls through to the company default. Open the member’s profile and check the Agreement tab.

Utilization and capacity numbers are zero for a member

Either no agreement exists for that member, or the agreement lists 0 working hours per month. Add an agreement with the correct hours, or update Standard work hours in BI Setup (used as the fallback).