Reporting Hub

Reporting Hub

Overview

This article detail reports found in Repairshopr in addition to the differences between them.

 

Table of Contents

 


Sales Reports

Our application has several reports so you can look at the details of your business.

Head over to Admin > Reports too see them all.


Daily Sales Report (old)

This report will allow you to select a date range and display how many paid invoices you had, per day, within the specified time range. You also have the option to include unpaid Invoices, by day, within the specified time range. Because this report shows paid invoices, if you are needing to see partially paid invoices, refer to the report below.

Along with the invoices, beneath each day you will be able to see how much you made via each payment method. This report can be exported to PDF as needed as well.

 

Sales Detail

This report will break down each transaction on the line item level, giving you as much detail on your transactions as possible. So you can see how each line item was paid for, as well as the associated Invoice it was on, employee, and several other details as well.

Also, after selecting a date range, you'll be able to see Total Price, Total Extended, and Total Extended Net. When you're finished, you can export this to a CSV as needed.

Sales Summary by Customer

This report will give you a view on payments your customers have made, on the payment level, and will include all of their contact details. It will also show you balance due if they have made a partial payment.

For example, if John Doe has an invoice for $100, and makes a payment for $20, the report will show the John Doe has paid $20 and has a balance due of $80. If John Doe makes a second payment the next day for another $20, the report will update his line to show that he has paid $40, and still owes $60.

You will also be able to tell how much total a customer has paid you, along with other more detailed information. This report is useful to find which customers still owe you money within whatever time frame you specified.

Sales by Product

This report will give you visibility on each of your inventory items sold within the time range you specify. For example, if you choose Month to Date, you can see how many Widgets you sold, and the average cost, price, etc in that time range.

Once you are finished you can export to a CSV as needed.

Sales of Parts

This will give you visibility on the parts you have sold. Here you will see three fields listed

Parts Requested: Lists all parts, both those requested and those that have been received.
Parts Your Cost: Lists all parts that are currently requested, both paid and unpaid.
Parts You Invoiced: List the parts that have been added to an invoice

Sales Overview

This report will provide an at-a-glance view of the work that has come through your company, including tickets, estimates, gross, net, and more.

The totals provided on this report will not include any sales tax. Also, only paid invoices created the day of will appear here. For example, an invoice created 2 weeks ago but paid today will not appear on the 'Today' portion of this report.



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Inventory Reports

 

 

Inventory Valuation

This report will display a list of your entire inventory, and break down QTY, total cost, and total value.
At the bottom of the report, you'll be able to see totals.

Inventory Stockout

This report will show you all of your low quantity inventory items. It relies on the "Reorder at" number in the inventory item itself. You can replenish these quickly by creating a new PO and clicking "Add all low QTY items."



Inventory Changes

This report will show a master list of all of your inventory and break down each change that has happened to that item, as seen in the changelog on the item itself.

 

Inventory Changes By Date

This report is identical to the one above, but with the ability to specify a date range for the changes:



 

Shrink (Report)

This report helps to identify product instances that are lost in a time period. The point of the report is to visualize if you have any inventory that was trashed (removed from available inventory) and not sold so that you can account for it. It will also provide you with the cost of those products so you are aware of what your SHRINK (loss)

 

 Profit and Loss Reports

 

Profit And Loss Summary

This report will show you a sales summary of your entire business within the date range you select. This is on a cash basis and will not show money still owed to you.


Charts

This page will give a wide variety of charts that you can interface with getting numbers on various aspects of your business.



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Payment Reports

 

Payments Summary*

This report will give you a list of each payment that has been processed on your account by date. You have options to sort if the payment was successful, and/or if the payment was synced to "Accounting Integration". You are also able to view the payment directly, and/or delete the payment directly from the report. There are also links directly to the customer record, as well as the Invoice attached to the payment.

Unsettled Payments

In this report, you will get a snapshot of all payments living on the customer record that isn't applied to an invoice, such as overpayments. For example, if John Doe has an Invoice for $20, and pays $30, you will see the $10 un-applied amount directly from this report.

You can export this to PDF as needed.


Invoice Reports

 

Recurring Invoices

This report will display all your currently recurring Invoices. You can link directly to the customer from any of these. You will get a snapshot of the details of the recurring invoices and can see a total revenue from them all at the bottom.


Invoice Aging

This report will show you all your open invoices, and how long they have been open. Towards the bottom, you will see the total revenue from these invoices.



Invoice Export

Clicking this will automatically start downloading a full export of your Invoices to CSV.

 

Line Item Export

In this report, you're able to specify a date range, and then pull a CSV report of all line items, either all or just Paid line items.

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 Customer Reports

 

Credit Balance By Customer

This report will show you all customers in your account that currently have a credit on their record. This is a good way to get a snapshot without having to click through or track each customer manually.

Open Balances By Customer

This report allows you to specify a date range, then pull a grid of all customers who have a balance due on an invoice. You can also send out statements to customers in bulk from here!

To do this click the checkboxes to the left of the customers and click Send Statements.
 

Ticket Count By Customer

In this report, you can specify a date range, and then see how many total tickets the Customer has opened. This includes resolved tickets.


Customer Map

This report will open up a map with a pin representing the location of each of your customers based on their address.



Please note that if you import a large number of customers it may take a while for the map to populate, due to limitations in the API.

 

 

Opt-Out by Customer

In this report, you can specify a date range, and pull a grid of all your customers who are opted out of receiving emails. This is a good place to look if a customer reports they're not receiving emails from you. If you write a customer and their email bounces, the software will automatically opt them out. You can edit this by editing their record and unchecking all opt-out boxes.


Referrals

This report will break down each customer's referral source, and tally up for the total of that source, along with some financial summaries from that referral source.


Pending Ticket Charges
 
This report will allow you to specify a date range and show you each ticket that has charges on it from that Add/View Charges button on the ticket that has not yet been invoiced.


 

Miscellaneous Credits

These are customers you have added a misc credit to on the Customer Edit screen.


 

Asset Audit Report

The Asset Audit Report allows you to generate a report of Assets by customer or type. You can then grab a PDF, export to CSV or Schedule the Report as needed. The Report can also have its columns customized to change the data that shows on the report as you would like as well.

 

Click the Customize Button and a pop-up with a selection of choices will appear.

Please Note: We are not limiting the number of columns you can select. If you choose more than 10 or so, the report will get big and respond more slowly. We recommend exporting to CSV when you are activating and using many columns.

 

Customer Export (Freshbooks)

Both of these reports will automatically start downloading a raw CSV of all your customer data. You have the option to get the CSV for Freshbooks as needed.
 

Ticket Reports

 

Resolved Tickets

This report will give you two views on how many tickets were solved in your account month by month. First, you'll need to select your desired time range. After doing so, you'll be able to see a chart in which you can hover your cursor over to show the different stats.



As well as a grid:



You can export this to CSV as needed.

Created

Similar to the Tickets Resolved, report, you can select a date range, and then see 2 different charts showing how many tickets were created per month:



And the grid view:



You are also able to export this to a CSV as needed.

 

Ticket Communication Report

View Ticket Comments by customer, ticket subject type, employee and date. You can also Save a filter as well as Scheduling the Report.

 

 

Tickets Without Charges

With this report you will be able to select a date range, and pull in all tickets in that range with no charges on them:



You are also able to export this to a CSV as needed.


Tickets Pending Charges*

This report will allow you to see all Tickets with charges on them that have not yet been invoiced. You can click directly to the Ticket itself from the report.


 

Resolution Time Summary

This report will let you select a date range and then will give you two views on how many total hours it took you to resolve tickets throughout that time range. You can export this to a CSV as needed.



Here is the grid view as well:

 

Ticket Export

This report will simply allow you to export ALL tickets to a CSV. Once you click on this report the CSV will download automatically.

 

Recurring Tickets

This report will give you a snapshot of all your currently running recurring Tickets. You can link directly to the ticket to get more information.

You aren't able to create new recurring tickets from this report, that will need to be done on the ticket level.

Reworked Tickets

This report will give you a list of all of your ReWorked Tickets, including the reworked ticket number, the original ticket number, the number of charges, and the labor.

You're able to search for rework tickets by period and user:



 Employee Reports

Sales And Commission

This report allows you to select a date range to pull a report of everything each of your employees as sold within that date range. You can also filter the outcome based on what you want to see.

You will also see a summary of all sales under the date range selector.

Sales And Commission*

Please refer to our existing article: 

http://feedback.repairshopr.com/knowledgebase/articles/426328-employee-sales-report

Time Clock

This report allows you to select a date range and pull a report that shows each time clock entry on each employee within the specified date range. There is a print view available if you have your employees sign their entrees.

 

Ticket Status By Technician

In this report, you can specify a date range, and pull in snapshots of each of your employees, and how many tickets they have, broken down by status.

 

Performance

This report allows you to select which employees you need to see and a date range. After specifying those, you can generate the report. 

From here you'll be able to see each employee and a breakdown of their performance within that date range.

Here is the filter section of the report:

Labor

This report allows you to specify a date range, and view a breakdown of all labor performed by each employee within that range. You will also be able to link directly to the invoice, ticket, and product.



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Employee sales Report

When a technician creates an invoice or converts a ticket into an invoice, any existing line items or newly added line items will be logged under their user record.

In this example, this ticket is converted into an invoice. The ticket owner will be credited with all line items pulled over from the ticket to the new invoice. 

If you do not have a ticket, whoever makes the invoice will be credited by default. This happens on the line item level, so if there is a product that was sold by a different technician who should receive credit, you can change the owner of this line item on the invoice itself:

 When you want to review all employee sales, you can head over to Admin > Reports > Employees > Employee Sales and Commission. You'll find some sorting options, including which employee(s) you want to look at, what time period, and what commission rate you want to apply to their sales (if applicable).

 

 After you specify the employee(s) you want to view, along with the commission rate (optional), you can see a breakdown of all their sales for the time frame you selected.


Warranty Reports

Warranties By Expiration Date

This report shows you all listing warranties.

You can link directly to the customer record or the invoice that the warranty was sold on.


Email and SMS Reports

 

Communications Summary

The Communication summary will show you all communication from your account aside from Ticket Comments. It will have snail mail, SMS, Marketr, caller id logs, and Invoice/Estimate emails that were manually sent.

The communication log currently doesn't show additional emails for emailed items - just the primary customer/contact email.

You will first select a date range. After doing so you'll see all communication that happened within that range, including a breakdown of communication type:

 

Inbound Email Summary

This report will show you messages that were sent to your Inbound Email Alias but were not attached to any ticket. 



You can click into the message to view the full text.

 

Consumable Usage Report

This report will show you the remaining SMS credits on your account, as well as Snail Mail, if applicable.


Scheduled Reports and Report Favorites


Overview:

Scheduled Reports are a great way of getting a report of what happened inside your account automatically generated and shown to you so that you can keep up to date on everything that's happening. It's also a good way to monitor the status of your shop and catch things that happen before they are a problem. Report Favorites allow you to pin reports you commonly use to the top of the page for easier access!

 

Scheduled Reports

You can set up a new Scheduled Report by navigating to Admin > Reports > Scheduled Report:





Once there you'll see a list of all of your reports that are scheduled to run. You can also click on the "New" button to create a new schedule:



Name: Enter the display name of the Scheduled Report

Report Date Range: Select the range of the time the report pulls data for.

Email Body: This will be the body of the email that is sent when the Scheduled Report runs

Recipients: Select the User Accounts that you want to receive this Scheduled Report

Email Address: Add additional email addresses that you want to receive the Scheduled Report

Report: Select which report to be generated

Frequency: Controls the schedule for when the report is generated

Run Next At: Select the date for the schedule to begin

Customer Selection

Search for Customers in the field to add them to the recipients list for their business. The second section under that allows you to add Customers via Customer Saved Searches as well.

Note: The list will de-dupe so folks will only get the report email once each time the job runs.

 

Internal Recipients

Add any internal team members you would like to also receive the Scheduled Reports.

 

Things to note:
- The only reports that currently support scheduling are the ones in the "Report" drop-down menu
- You can also access the Scheduled Reports by navigating directly to a report that supports it and clicking the "Schedule" button at the top  

 
 

Report Favorites

Report Favorites enable you to filter and pin many reports to the top of the Reporting section for easy, quick access.
 
 
 
To Favorite a Report, head to your report of choice and you will see a Favorite button displayed.
 
 
Clicking Save Favorites will present a pop-up asking you give the Report a name.
 
 
Hit Save Favorites and that's it! You will be taken to a Favorites Report page where you can see them all listed.
 
 
 

Reports that CANNOT be used with Report Favorites

Customer Export
Customer Export (freshbooks)
Customer Map
Misc Credits
Daily Sales (old)
Sales Overview
Recurring Tickets
Ticket Export
Invoice Export
Line Item Export
Inventory Changes
Inventory Changes by Date
Inventory Stockout
Logistics Export
Product Labels
PO Export
Logistics Export
Charts
Payments Summary
Unsettled Payments
Warranties By Expiration Date
Communications Summary
Consumables Usage
Inbound Emails Summary
P & L (old)
Tax
Reports that can be saved BUT NOT AFTER FILTERING currently.
 
Communications
Customer Detail
Referrals
Payments By Day
Sales Detail
Reworked Tickets
Refund
 
 

Reports Differences in totals

You may notice when you use the different reports like daily sales, tax reports, sales summary, you get different totals. Here is a little background on what makes those reports.

 

 

Tax Report

For when it's time to pay your tax agency, we think most people want the "Tax Report"
That report gets all the paid invoices where the money was received in that month.

Formula:
Invoices where Date Paid is inside X month, showing subtotals and tax

This means if you take partial payments - they won't show in this figure. You can't really pay your tax agency for partial sales tax, because an invoice could be partially taxable, and you lose pennies when you split tax amounts into parts - to pay tax, you probably want "Cash Basis" - "Paid Invoices".

 

Payments By Day

Maybe you want to know exactly how much money you received for a day, to help you tie to deposits in the bank. This report is great for that - it's driven from the Payment based on the Payment Date. This report doesn't care about the Invoice at all, in fact, you can go to a customer and just start taking payments and they will show here - without ever having a single Invoice created. These figures look like this;

Formula:
Successful Payments grouped by Day, showing the payment amount

 

Invoices By Day

Similar to Daily Payments, but driven from the Invoice date field. This report will show invoiced money, regardless of if it's paid or not.

Formula
Invoices grouped by Invoice Date

 

Daily Sales (Old)

This report shows invoices in that date range.

Formula:
Invoices (paid or unpaid) by Invoice Date, in that date range

 

Sales By Product

This lets you see the sales of your inventory items. It does not include parts. Invoices can be paid or unpaid.

Formula:
Inventory line items in the date range, with math and grouping on the associated products.

 

Sales Detail*

This is all the line items for the invoices you created in a date range, this lets you see what products and services you are selling in a table format.

Formula
Line Items for paid invoices using the date the invoice was marked as paid

 

Profit And Loss Summary

Since we aren't an accounting system, we are calling the Profit and Loss "Sales Summary" going forward. It uses a date range and shows paid Invoices again, but gives you the total, cost, tax, and net (subtotal-cost). Since the Tax Report uses subtotal instead of total, so you don't pay tax on the tax, these figures will be off by that much.

Formula:
Invoices where Date Paid is inside X month, showing total, cost, tax, and net (subtotal-cost)

 

Sales And Commission

This is based on the tech assignment on line items on invoices. It is not based on which tech the associated ticket is assigned to.

Formula:
Line items for invoices in the date range where there is a tech attached. (Ignores line items with no tech assignment)

 

Advanced

If you want to see how these figures are built, just go to the Reports and get your Invoice Dump to CSV, and sort by Date Received (paid date) - then you can grab a chunk for a date range and do your own sum on the columns as you like.

 

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