The Reports page provides you access to numerous out-of-the-box reports providing data across various areas of your shop, such as sales performance, profitability, parts sold, and more. These reports are great for tracking and exporting your data, along with the options of setting a date range, sorting on columns, filtering, and customizing what data is displayed.
To view your reports, click the Reports icon from the left-side menu:
You can take your data from Shopmonkey at any time by exporting. You can use this data in other applications or give a copy to your staff for review. You can find the export button on all of your reports in the top right.
Using this option will download your currently displayed data to a file on your computer. The file will be in .xlsx format and can be opened into any application that supports that format. You can open this file in a spreadsheet to perform more calculations or to add your own charts and graphs.
Export PDF (Available in End of Day, All Payments, and All Invoices)
Using this option will open a new window where you can customize how your data will be displayed in the PDF. In the list of settings, you can choose the Orientation of the page and set it to Portrait or Landscape. You can set the Paper Size, the Margins, and other settings for Headers and Footers, and Column size. You can also select which columns you want to be included with the Table Columns dropdown. By default, all columns will be added, but instead, you can select which table columns you would like in your PDF by marking them in the Table Columns dropdown. Click Export to bring up your browser’s print options. From here you can print it out or download it as a PDF.
Note: The PDF will export as displayed. If the data you want is being cut off, make sure to adjust the orientation or columns, so the data is exported to PDF as expected.
The Overview reports display information that can be checked regularly for a pulse of how your shop is doing. They contain tables of information, color-coded charts and graphs, and filters that narrow the reports to the specific information you’re looking for.
The Overview section includes:
End of Day Report - This report gives a snapshot of key performance metrics and payments to keep you informed on how money is flowing through your business every day. For more information check out our End of Day report article.
Sales Summary Report - This report displays your sales and shows breakdowns and percentages so you can know how your shop is doing. For more information check out our Sales Summary report article.
Referral Summary Report - This report breaks down the payments made by their referral source. For more information check out our Referral Summary report article.
The Payments Reports section includes:
All Payments - Displays important information for any payment made, including a link to the related invoice of the payment.
Payment Types - A breakdown of each payment type, including the percentage of the total payment amount by each payment type, as well as the total dollar amount of each payment type.
Summary By Customer - A simple view of all customers that have made a payment with the total amount they've paid.
Transactions - A representation of all Shopmonkey Payments transactions. This information is also found in the Transactions tab of the Payments page (Settings > Payments > Transactions)
Payouts - Shows the status of your current and past payouts, which are accumulations of your transactions that are sent to your bank account on a 2-business-day rolling schedule. This information is also found in the Payouts tab of the Payments page (Settings > Payments > Payouts).
Vendor Summary - Track the monthly costs spent on purchase orders and see a breakdown of your purchases by vendor. Data from all purchase orders with the Fulfilled status will be displayed on this report.
Estimates & Invoices
These reports cover all things related to estimates and invoices:
All Orders - Allows you to view estimates and invoices in the same report, along with several key filters.
All Invoices - Almost all of the information found within an invoice, but in spreadsheet form. Breaks down each invoice and includes the invoice's number, name, customer, vehicle, important dates, payment information, and cost breakdowns, among a few other things.
Paid Invoices - Contains the same information as the All Invoices report, but only for the subset of invoices that have been paid in full.
Unpaid Invoices - Contains the same information as All Invoices, but only for the subset of invoices that haven't been paid (note that this includes both unpaid and partially paid).
Invoices By Service Writer - Shows how many estimates and invoices your assigned Service Writers have created, as well as their associated billed hours and paid invoice totals. For a Service Writer and their information to be included in this report, they must be assigned to an estimate or invoice.
All Estimates - Same columns of information as seen in the All Invoices report, except only for estimates that have not had their Order Status changed to Invoice.
Customer Aging - Displays all of your customers that have outstanding invoices. This report includes their total amounts due, with the number of days since they have been invoiced.
Note: the date range for the All Invoices, Paid Invoices, Unpaid Invoices, and Invoices By Service Writer reports pertains to the invoice's Invoiced Date, and the date range for the All Estimates report pertains to the estimate's Created Date.
Part & Line Items Sold
In these reports you'll find information broken-down for the service line items in your invoices, as well as data for your inventory categories. Note: parts or other line items that are included on estimates will not be reflected in these reports, only those included on invoices.
Sales Tax - A breakdown summary of your tax liability and how much of your invoiced line items are taxable, non-taxable and tax exempt.
Summary By Type - The total dollar amount for each service line item (Parts, Labor, Tires, Subcontract, and Fees) sold organized according to the set date range, along with yearly and grand totals.
Summary By Category - The total dollar amount for each inventory category and
sub-category sold organized according to the set date range, along with yearly and grand totals.
Line Item Detail - A more detailed look at your service line items, including the order number and order date that the item is included on, the labor hours and rate spent on the part, the related vehicle, item type and description, and technician. Additionally this report includes line item-specific information (quantity, part number, model number, brand, etc.), as well as its cost, price, and subtotal.
Reports in this area deal with information related to your technicians, specifically their recorded time logs and assigned services:
Time Log - A copy of the time log seen under each estimate's Time Clocks page, except this report shows all of the time logs within your selected date range. The information presented includes each time entry's type, technician, customer and vehicle, clock-in and clock-out date and time, activity, note, tech rate and duration, and lastly the total labor cost.
Summary By Technician - A summary of your technicians' rates, tracked hours, labor costs, hours billed, Service/Order Efficiency and Total Efficiency.
A technician's Service/Order Efficiency is calculated by dividing their Total Hours Billed by their Hours on Services/Orders. Therefore, a technician's Service/Order Efficiency will be higher the more your Total Billed Hours outweigh the number of Hours on Services/Orders (i.e. If Total Billed hours was 1.25 hrs and the technician clocked 1 hr on the Order the Service/Order Efficiency would be 125% [(1.25/1)x100 = 125]).
Total Efficiency shows efficiency based on Total Hours billed divided by Total Hours Tracked which includes both General Activity and Activity on Services and Orders. (i.e. If Total Billed hours was 8 hrs and the technician clocked 6 hr on the Order the Total Efficiency would be 133% [(8/6)x100 = 133])
Note that in order for your technicians' Hours on Services/Orders to be tracked, your technicians have to be assigned to a service. To assign them, click on the Assign Techs button at the top-left of the service, or on the specific labor line item.
In general, a technician needs to be assigned to a labor line item and/or clocking-in for their billable and service hours to be tracked. To see a walkthrough of the Summary by Technician report and calculating efficiency check out the webinar here.
Services By Tech - This report displays each service your technicians have been assigned to, including the service's date, name, the order number the service belongs to, and the service's invoiced hours. Invoiced Hours are the number of labor hours your customer is charged for a service.
Commission Summary - Displays each user's sales totals and commission totals for each applicable commission item. Data can be filtered by fully paid or unpaid invoices. Check out this article for more information.
Shop Performance Reports
The reports found under this area provide insight on your shop's profitability.
Canned Service Summary - Lists all of your canned services, and shows you how many times a service has been sold, as well as each canned service's total cost, retail, and profit.
Profitability - Breaks down each invoice and compares the cost and retail price of its service line items. A Total Profit % value in the final column shows the profit made for each invoice.