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:
The Overview section includes:
Sales Summary - the default report you will see when arriving at the Reports page and is listed in the Overview area. This report is a snapshot of your sales, showing for your selected date range your total Invoiced and Payments amounts, number of Paying Customers, the Average Repair Order price, and Average Parts Margin percentage:
The Revenue Breakdown section shows you each component in both percentages and dollar amounts of All Invoices or Paid Invoices for the selected date range. A pie graph is included to visually represent each component by portion.
A few things to note:
Invoiced and Payments: Any estimate that has its Order Status changed to Invoice is considered Invoiced:
In the Revenue Breakdown section, the All Invoices tab includes data from all invoices, no matter its payment status. Paid Invoices will only display data for invoices paid in full.
The Sales Summary report filters for invoices that have been invoiced within the selected date range. For a payment to be included, the payment would have to have been made or recorded within the selected date range.
Referral Summary - Breaks down the payments made and the new customers you've added to your shop by their Referral Source. You can add or edit a customer's Referral Source wherever you are able to access their information:
End of Day - A snapshot of key performance metrics and payments to help you keep a pulse on how money is flowing through the business every day.
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, and efficiency.
A technician's efficiency is calculated by dividing their Total Hours Billed by their Hours on Services/Orders. Therefore, a technician's efficiency will be higher the more your Total Billed Hours outweigh the number of Hours on Services/Orders (i.e. when you bill your customers for more hours than what it took your technicians to perform those services).
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.
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.