Reports

Reports turns your orders, invoices, payments and stock into the numbers you run the business on. Open it from the sidebar.

Reports are grouped: Sales, Money, Stock, Making, Spending and Tax time. Pick a group, then a report from the strip under it, set the period, and read the tiles and the table beneath. Reports opens on the one you looked at last. Export CSV downloads the report's main table, and the same numbers are on the API.

Reports that show costs (Profit and loss, Project profitability, Inventory valuation, Materials usage, Production summary, Stock by location, Stocktake variance) are hidden from members who aren't allowed to see costs and margins.

Choosing a period

The period picker offers today, last 7 days, last 30 days, this week, this month, last month, this quarter, last quarter, this year, last year, all time, or a custom range. The line under the report's name says what the period selects, such as "Covers orders issued in the period".

Seven reports have no period, because they describe right now: Order backlog aging, AR aging, Cash flow forecast, Recurring revenue, Failed automatic charges and Stock by location. Inventory valuation takes one date instead, the day to value your stock on.

Revenue & margin

Four views of the same figures: by client, wholesale vs retail, by item and by period.

Only booked orders count: Confirmed or later, issued in the period. Drafts aren't revenue yet, and orders now canceled are left out. Net revenue is the order before tax: the subtotal, less the order's discount, plus the shipping charged.

Cost and gross margin follow the order margin rules in Orders & shipping: each line's recorded cost, the freight on its shipments, and the fees on anything paid online. An order with no cost on any line counts in revenue but can't be measured, so the margin tiles say how many orders (or lines) the margin covers. On an order priced including tax, the margin is worked from the price as typed, so it includes the tax.

Credit notes don't reduce these figures; what was given back has its own report below. A written-off invoice stays in revenue: the sale happened, and the money lost is an expense.

Each view has a payment fees column (what the processor took on the invoices for those orders) and net after fees. With nothing paid online, payment fees read zero and net after fees equals net revenue. See Getting paid online.

• By client: one row per client, largest revenue first, with orders, net revenue, payment fees, net after fees, cost, gross margin, margin %, and how many orders had cost data. Orders with no client are grouped as Walk-up sales.
• Wholesale vs retail: the period's orders split into trade and retail by each client's current price list, compared on margin. See Price lists.
• By item: one row per catalog item, largest first, with the quantity sold. Lines with no catalog item share a No catalog item row. Line revenue here is after the line's own discount but before the order's discount, and shipping isn't included, so the total differs from the other views. An order's fees are split across its lines by revenue, so the fee columns add up.
• By period: one row per day, week or month, with a chart above the table. Auto picks days for up to a month, weeks for up to about two, and months beyond that; Day, Week and Month override it. Empty periods show as zeros. With All time picked, it starts twelve months back.

Quote conversion

What happens to the quotes you send, and which options clients choose.

The tiles show the win rate, what was quoted, what was accepted, the options taken, what's still open, and the average days to answer, counted over accepted quotes. The table lists every quote from the period with its outcome, its total and the options the client picked.

Above it, Which option they picked: for each option group on your won quotes, how many offered that choice, how often each alternative was taken, and what it was worth. If nine in ten clients pick the lacquer, quote the lacquer first; if nobody takes the soft-close hinges, stop offering them or price them differently. It counts won quotes only.

Order backlog aging

Everything confirmed and not yet fully shipped (Confirmed or Partially shipped orders), grouped by how far past, or ahead of, its promised date it is today:

Each bucket shows its order count, the orders' totals, and their open value: what's not yet shipped or closed short, so a half-shipped order counts half. Below, the orders are listed most overdue first. Set the promised date on the order form; see Orders & shipping.

Fulfillment cycle time

How long orders take from confirmed to fully shipped, over the orders fully shipped in the period. The tiles give the average, median, fastest and slowest, and the table lists each order with both times and the days between.

OrderDen records both:

• Confirmed is stamped when you confirm an order (or create one, or convert a quote, straight into Confirmed). Sending an order back to Draft clears it, and confirming again starts the clock over.
• Fully shipped is stamped by the shipment that ships the last open quantity (at the shipment's date, when you entered one) or by closing the rest short. Voiding a shipment that reopens a line clears it.

Orders with no confirmed time on record are shown as not measured rather than as zero days.

On-time delivery

Of the orders fully shipped in the period with a promised date, the share that shipped on or before that date. Shipping on the day counts as on time. The table shows each order as on time (and how many days early) or late (and by how many days), and the tiles give the rate, the counts and the average lateness.

Two figures sit beside the rate without being in it: orders shipped in the period with no promised date, and orders still open past their promised date today. The backlog aging report lists those.

Tax collected

What you charged, per rate and per period, across the invoices you issued. Drafts, voided and written-off invoices and opening balances are left out. Writing an invoice off later takes it out of the period it was issued in, so a period you've already filed can change.

The tiles give the tax collected, the taxable sales it was charged on (after every discount), the non-taxable sales beside them (every line charged no tax, including 0% rates and exempt clients) and the net sales the two add up to. Below, one table totals the period per rate, and another breaks it down per period and rate, with the same Day, Week and Month buttons. With All time picked, it starts twelve months back.

The figures come from each invoice's saved tax. Saving an unpaid invoice again recalculates it at today's rates. Deposit and progress invoices are currently counted again inside the final invoice, so check a period with deposits in it before you file. See Tax.

Income by payment method

How the money arrived: one row per method (cash, card, bank transfer and so on) with what was received, what was refunded, the net, the processor fees and each method's share.

This reads payments, not documents, so an invoice paid in two parts by two methods shows in both, including how much of the month came in as cash still to be banked.

Credits and refunds

What was given back, and why. One row per reason (Return, Damaged or faulty, Pricing error, Goodwill, Cancellation, Marketplace refund, Other) with what was applied to invoices, what was refunded and what's still on client accounts, plus each reason's share. Draft credit notes are included.

"We refunded $900 this quarter" is a number. "$700 of it was damaged, all the same product" is a reason to change the packaging.

Bad debt written off sits beside it, not inside it, because a write-off isn't a return. The credit rate is the period's credit as a share of what you sold. See Credit notes.

Cash flow forecast

What's expected in, week by week, for the next eight weeks.

Invoiced is money someone has been asked for, with a due date. Agreed is an installment on a quote or an order that isn't invoiced yet, including quotes that are sent but not yet accepted. Anything past due sits in the first week, because it's expected now. Money due on an event rather than a date (an installment due "on completion") shows as no date yet rather than being left out.

See Deposits, installments and final invoices.

Recurring revenue

What the recurring invoices are worth a month, one row per plan (paused and ended plans too), with what each has billed and when its next invoice is due. The monthly value comes from each plan's invoice total, tax included.

Frequencies are annualized before they're compared: a weekly plan is 52 invoices a year, not 48. The tiles show the annual run rate (the monthly figure times twelve), what the plans have billed to date, how many are due within the week, and how many charge a card on file by themselves.

Failed automatic charges

Every invoice whose card on file was declined, with what the processor said, how many attempts it has had and when the next one is. The Trying again and Given up on tiles split them, and the ones the retry ladder has given up on are marked Chase it: they need chasing by hand.

AR aging

Who owes you what, and for how long, as of today.

One row per client, with five columns: Current, 1–30 days, 31–60 days, 61–90 days and 90+ days past due. Underneath, every unsettled invoice behind those totals, most overdue first, with a badge on any whose reminders are paused. The tiles show each column as a share of what's owed, so "we're owed $18,400" becomes "$6,100 of it has been owed for three months".

The balance is what's left after payments, credit applied and anything written off, so a part-paid invoice ages only what's left. Drafts and voided invoices aren't debts, and neither is a written-off invoice: that belongs in Credits and refunds.

The Overdue by age dashboard widget is the top of this report. The invoice list's Age column uses the same buckets, but shows No due date where this report counts an invoice as current, and marks drafts, which this report leaves out. See Reminders, follow-ups and status emails.

Inventory valuation

What the stock on hand was worth on any date you pick. Pick December 31 and you get the closing inventory the cost of goods statement uses, give or take a few cents: this report rounds each row, and the statement rounds the total once.

Each row is an item, or a variant where that's where the stock is, with the quantity on hand, its average cost and what that comes to. The totals group it by category, and materials apart from finished goods.

It adds up what each stock movement was worth when it happened, so a past date reads the ledger as it stood. A movement entered later but dated earlier (an opening balance, a production run completed with an earlier date) changes that earlier figure.

Stock movements

Stock movements in the Stock group opens the Stock page's movements list (Stock → Movements). The ledger over the period, for every tracked item or one item picked at the top, newest first: every reason, with the signed quantity, the unit cost where known, the value and the note. The tiles total what came in, what went out and the net. Each item's Movements tab links here for its full history. See the movement ledger.

Stock by location

What's where right now: a summary per location (units, value and how many lines it holds), then the detail, item by item and place by place. Value is on hand times each item's current average cost, rounded per row, and items with no average cost have no value. So the total is close to the inventory valuation but can differ from it.

Stocktake variance

What the physical counts found, two ways. Line by line: every count that differed from the books, largest by value first, with the reason typed at the shelf. Per item: the same differences added up across the period, which shows which things keep going missing. The period selects counts by when they were posted.

Production summary

What you made in the period and what it cost: one row per item, with the runs, the units they made, and the materials, labor and overhead they used. The figures are the cost fixed on each batch when it was completed, so a change in a material's price later doesn't change last month's costs. Filter to one item with the picker. See Production.

Materials usage

How much of each tracked material was used in the period, from the stock ledger, with waste on its own line and its share of the total. Each use is costed at what the material was worth when it left the shelf, so buying more at a new price doesn't change an earlier period. Use of a material that had no cost yet is counted under Total off the shelf and left out of the costs. Materials you don't track as stock don't appear.

Waste isn't part of cost of sales on the profit and loss. The year-end cost of goods statement does include it; see Tax time.

Expenses by category

The period's expenses and purchases added up under each spend category: how many, the tax, the spend without tax, and what's still waiting to be charged back to a client. Click a category to see its expenses. See Expenses.

Profit and loss

Revenue, less cost of sales, less operating expenses, and what's left. Cost of sales is the cost of goods shipped (from the stock ledger), plus material bought and used without being stock, plus payment fees. Waste, adjustments, stocktake differences and project use aren't in it. Switch between accrual (a sale counts when it's invoiced, drafts included) and cash (money when it moved) at the top. See Expenses.

Project profitability

What each project was quoted at, what it cost in material, labor and expenses, and the margin left, with the hours not yet billed. Margins under 15% are flagged. The period selects projects completed in it, plus projects with no completion date that were created in it (so leads and projects on hold are included). Canceled projects are left out.

Cost of goods sold and the expense summary

Two more reports have their own pages, because they take a year rather than a rolling range. Cost of goods sold is in the Stock group and Expense summary in Tax time, which also holds the accounting export:

• Cost of goods sold: the eight-line statement a tax return asks for, with a reconciliation to what shipped.
• Expense summary for tax: everything that isn't cost of goods, grouped by the tax line it belongs on.

Both are covered in Tax time.

Accounting export

Reports → Tax time → Accounting export hands a period's books to your accountant: sales, credits, payments, bills, expenses, fees and a journal, with sales.csv laid out for QuickBooks or Xero to import. Map your chart of accounts once, then it's a period and a download. See handing the numbers to your accountant.

Exporting and the API

Export CSV downloads the report's main table with the period applied, safe to open in a spreadsheet. Some reports have more on screen than in the CSV: Tax collected exports per period and rate, AR aging per client, and Backlog aging, Stock by location and Stocktake variance their detail rows.

On the API, each report is at /api/v1/reports/…, with the same range, from and to parameters as the dashboard, and ?format=csv with the columns= picker the list exports use. See the API reference.