This article detail reports found in Repairshopr in addition to the differences between them.
Table of Contents
- Customer Reports
- Sales Reports
- Ticket Reports
- Invoice Reports
- Employee Reports
- Inventory Reports
- Profit and Loss Reports
- Payments Reports
- Employee Sales Report
- Warranty Reports
- Email and SMS Reports
- Scheduled Reports and Report Favorites
- Differences in totals
- Asset Audit
- Credit Balance By Customer
- Customer Detail
- Customer Export
- Customer Export (Freshbooks)
- Customer Map
- Miscellaneous Credits
- Open Balances By Customer
- Opt Outs By Customer
- Pending Ticket Charges
- Prepay Hours Balance By Customer
- Purchases by Customer
- Ticket Count By Customer
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.
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.
This report provides a visualization breakdown of the work you have done for a specific customer by a time period of your choosing. You can print/save to PDF, and export to CSV from within the report.
The report will also show you a Ticket Summary breakdown, Invoice summary breakdown and a Time Entry breakdown.
This will automatically start downloading a raw CSV of all your customer data. The filename will contain today's date, such as customers_dump_06-22-2021.csv. This file can be imported back into the same site, which allows you to make mass updates before re-importing. It will not duplicate the data unless you change the email addresses or main phone numbers. You can also import it into a different RepairShopr or even Syncro site.
Customer Export (Freshbooks)
This behaves the same as Customer Export (even the filename is the same), but it will format the data for Freshbooks.
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.
These are customers with Misc Credits. This report will be blank for the majority of our users, as we deprecated the ability to add Misc Credits to customers.
If you do see customers listed here, we recommend converting Misc Credits to Store Credits.
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 then click Send Statements.
Opt Outs 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 email a customer and the email bounces, the software will automatically opt them out. You can edit this by editing their record and unchecking all opt-out boxes.
Pending Ticket Charges
This report lets you specify a date range to see each ticket with uninvoiced charges on it—those in the Add/View Charges button on the ticket. Note that this does not include labor amounts that have not been charged.
Prepay Hours Balance By Customer
Shows you the balance of prepaid hours each customer has purchased. Click a customer name to see details.
Purchases by Customer
Shows all items purchased from customers for a given date range. Click the link in the PURCHASE NUMBER column to see details of each one.
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.
Ticket Count By Customer
In this report, you can specify a date range, and then see how many total tickets customers have opened. This includes resolved tickets.
Head over to Admin > Reports to access the below reports in the Sales section.
- Daily Sales (old)
- Invoices By Day
- Payments By Day
- Sales By Product
- Sales Detail
- Sales of Parts
- Sales Overview
- Sales Summary By Customer
- Z Reports
Daily Sales (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.
This report shows you all discounts made to line items. There are links to specific invoices so you can see the context of each discount.
Select your date range, then click Run Report. After generating the report, you can export the results to a spreadsheet by clicking the CSV button in the upper right.
Invoices By Day
This report shows invoices for each day in a given time period, and the totals for each day.
- Select desired time Period.
- Select whether you want to show Paid invoices, unpaid invoices, or both.
- If you want to see invoices for a specific Customer, select them from the dropdown.
- Click Run Report after making your selections.
- Schedule the report to run on a regular basis and email selected designated staff to receive it.
- After running the report, click CSV to export the results to a spreadsheet.
- Click a specific invoice to see it.
- Click a customer to see their profile.
Payments By Day
This reports shows all successful payments and amounts made each day, with totals for each payment method at the bottom. You can click the specific invoices to see the context for each payment.
Select a time Period, a Saved Customer Search if desired, then click Run Report. You can Schedule the report to run on a regular basis and email selected designated staff to receive it, and click CSV to export the results to a spreadsheet.
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. Note that it only includes items in inventory and not one-off items manually added to invoices. This is because the intent of that report is to see what existing products have been sold.
Once you are finished you can export to a CSV as needed.
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 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|
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.
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.
This report shows lists all the times a given cash register was opened and closed, along with a link to a PDF for each time period.
Pick your Register, select a different time Period if desired, then click Run Report.
Click PDF by a time period to see a detailed report.
- Resolved Tickets
- Ticket Communication
- Tickets Without Charges
- Tickets Pending Charges
- Resolution Time Summary
- Ticket Export
- Recurring Tickets
- Reworked 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.
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:
This report will simply allow you to export ALL tickets to a CSV. Once you click on this report the CSV will download automatically.
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.
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:
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.
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.
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.
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 Employee Sales Report in this article.
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.
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:
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.
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.
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."
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:
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.
This page will give a wide variety of charts that you can interface with getting numbers on various aspects of your business.
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.
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.
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.
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
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
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!
Table of Contents
You can set up a new Scheduled Report by navigating to: More > Admin > Reports, then in the upper right, click Scheduled Reports.
Once there, you'll see a list of all of your reports that are scheduled to run.
Click New Scheduled Report to create a new schedule.
Name: Enter the display name of the Scheduled Report.
Report: Select which report to be generated.
Report Date Range: Select the range of the time the report pulls data for.
Frequency: Controls the schedule for when the report is generated.
Run Next At: Select the date for the schedule to begin.
Email Body: This will be the body of the email that is sent when the Scheduled Report runs. You can use HTML tags, such as <strong>, to format the text.
Things to note
- The only reports that currently support scheduling are the ones in the "Report" drop-down menu.
- You will need to go to the following reports and select a customer before scheduling those reports here:
- Customer Detail
- Executive Summary
- Executive Summary Report Builder
- RMM Summary By Customer
- You can also access the Scheduled Reports by navigating directly to a report that supports it and clicking the Schedule button at the top.
Search for Customers in the field to add them to the recipients list for their business. It will send it to the main address assigned to the Customer. 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.
Add any internal team members you would like to receive the Scheduled Reports.
Note: Only Customers/Contacts that have the Receive Report Emails option turned on in their Settings will be getting the emails.
Currently only customers in your system and internal users, as listed above, can receive reports.
Report favorites allows you to save all report settings including customer, columns, sort orders, and filters, and save them into a favorite report that can easily be accessed from the main Reports page.
How to favorite a report
- Click a report name.
- Set the columns, sort order, and filters as desired. What you can customize will vary by report.
- Run the report.
- Click Save Favorite to save the report settings as a favorite.
- Give the report a Name.
- Click Save Favorite.
- It will now surface on your report favorites.
Things to Note
- Favorites cannot be added to every report on the reporting page. See below for a full list of reports that cannot be favorited.
- Favorites can also be accessed by selecting the 'Favorites' button at the top right of the reports page. This will show you a full list of all your favorite reports.
- Not all time filters/periods can be saved currently. Saved reports is a work in progress as we plan to continue to iterate on the number of reports included as well as what filters can be used.
Profit and Loss
Email and SMS
Reports that can be saved but NOT after filtering
Email and SMS
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
- Payments By Day
- Invoices By Day
- Daily Sales (Old)
- Sales By Product
- Sales Detail*
- Profit And Loss Summary
- Sales And Commission
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.
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;
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.
Invoices grouped by Invoice Date
Daily Sales (Old)
This report shows invoices in that date range.
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.
Inventory line items in the date range, with math and grouping on the associated products.
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.
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.
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.
Line items for invoices in the date range where there is a tech attached. (Ignores line items with no tech assignment)
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.