Introducing our updated Reporting feature

Our new Reporting feature is now live for testing, and we’re inviting you to take part.

With Reporting, you can now compare different data from the list views, filtered to show just what you need to see. You can even add two columns together and create your own custom metrics from the raw data. Sound good?

Reporting brings together different pieces of the puzzle into one place. The best way to understand Reporting is the ability to bring in any column with numbers from your list views, and compare it with other columns from other lists. You’ll also be able to apply different filters to each column, or filters to the entire report as a whole. (Plus more, but we’ll get to that).

This is an advanced feature, so we recommend starting with a template report to get your head into how it works, but we’ll also step through the creation of a report below so you can understand how it all works under the hood.

The quickest way to create a report is to select one of our templates, then make any adjustments that might tailor the report to your specific use case. Watch the below where Sarah walks through creating a templated report, then adjusts the filters.

Let’s walk through creating a report that tracks how much you’ve invoiced vs how much cost has been captured by the business across your jobs.

Reports are made up of columns based on different data sources. The first thing you’ll want to do is add a column to get your report going. Clicking 'Add your first data source' will start you off by asking you to select the source from the available options — Expenses, Quotes, Invoices, Job Totals and three different Time options.

You can then decide what field the column will display whether the column will be a SUM, AVERAGE or COUNT column.

For example, if you add a column based on Invoices, you can then choose to display ‘Invoiced Ex Tax’. This selects which field from Invoices you want to show. Then, selecting SUM, AVERAGE or COUNT will determine what actually shows.

➕ SUM will show you the grand total of the field you’ve selected (eg, all Invoiced ex tax totals across all Invoices included).

​🧮 AVERAGE will average the field (eg, the average value of the Invoiced ex tax across all Invoices included)

​☝️COUNT will show the number of Invoices included.

Now, say you want to compare the Invoiced ex tax total (SUM) with cost value of any expenses on the job — they represent costs to your business, so you want to have them next to your Invoiced to compare it with your revenue. Add a second column based on Expenses.

Adding the Total Cost ($) column as a SUM from Expenses next to your Invoiced ex tax column does the trick nicely. Voila! 🎉

There is also a component of time that’s spent on the job, and you want to include this within your cost calculations. Add yet another column based on To Do's.

You can then select Total Cost ($) and SUM to get the total cost value of All To Do's. You’ve now got three columns, all based on different data, next to each other to compare them.

In Reporting, by default, we include all To Do's: both logged or scheduled status. In this report, however, we want to only show the logged To Do's. How might we do this?

Your filter sets live on your sidebar on the right. You can filter on different levels: all the data at once, or just select data types.

🌎 Global Filters

Let’s narrow down the entire report first. We want to add a few global filters here, which apply across all columns.

Using Global Filters is an easy way to filter your whole report at once. The list of Global Filters available is dependent on what data sources you have in your report to begin with. If you've only got one type of data, then the filters you can choose from will be the same as the local filters for that data. If you've got a couple of different data sets, anything that can be applied to both will be able to be selected.

Specific Column Filters

After you’ve applied your overall filters, you might want to apply more specific filters to each column. Your sidebar will show filter sets that appear based on data source.

Let's add a filter on the To Do’s data source to only show Logged time. Any column you’ve included from that source will have this filter applied.

We can now also include a filter on the Expenses data source excluding Draft Expenses (Declined are excluded by default).

Having the raw data presented in a table is pretty incredible. But what if you could slice and dice further — giving you the ability to create your own, even more powerful, perspectives on your business? 🤯

Let’s create a column to subtract the logged time and expenses cost from invoices, giving us a bit of a ‘runway’ of profit per job.

Add a formula column, and create your own mathematical equation. Select a column from the dropdown, or type and activate the dropdown within the field by typing ‘@’. Create the mathematical equation Invoices ex tax minus Time Cost minus Expenses Cost.

Select the display of the number (percentage, numeral, currency or hours/mins) as currency, and now you have a column which automatically shows you what’s left of your invoice value, or how far you’ve gone over your invoicing value).

The report is now showing us profit by invoices and time and expenses cost over all time, but we might want to compare how this is going based on the overall Job Budget. Let's add the Budget column.

To do this, we'll select 'Job Totals' as the data source, and add Budget. Now you can compare your job budget against any other data source column.

You can select two levels of grouping for the report: our default is Company, then Job, allowing you to get a top-level view of what’s going on, then a secondary level. Depending on the included data sources in the report, you’ll have more or fewer grouping options.

Now you’ve set up your columns, you’re looking sweet: you’ve got a good overview of how the column reports work.

You can also view specific columns over time by switching your view to the time series view here. Clicking this will allow you to see a specific column's data in the table, mapped out over weeks, months or years, depending on how big your date range is.

By default, we set the global date range filter to All Time. When switch views, you’ll see the first column you added, mapped over time, as well as your other columns plotted. Streamtime will set the time period of the graph to the first and last piece of data it finds, and then you can change the date range of the data you’re seeing at once using this filter. Remember, Job Total columns don't get affected by the date range filter.

For Invoices, you’ll also see an additional selector to plot your invoice dates by Issue date (default), Paid or Due Date.

You’ll see a brand new folder system to help you organise your reports, plus more sophisticated sharing capabilities.

All reports that you own or are shared with you will appear in the All Reports section. Think of it as an index of sorts.

You can then choose to pin certain reports to your top section and drag and drop them into folders. Either click the three-dot menu on the right to select Pin, drag the report from All Reports to the top, so you can easily access your most important reports at once, or categorise them into folders. The report won’t be removed from the list of All Reports.

Click 'Share' at the top of the report to give view or edit access to other team members.

You can either grant access to a full branch at once, or specific individuals. Simply start typing the name of the branch or the individual you'd like to share the report with, select the access level and they will be added to the list of those with access. From there, you can change their access level or remove them from the report entirely.

✏️ Edit access

This allows the team member to change anything on the report and save the report.

👀 View access

This allows the team member to view the report, make changes, and save a new report with those changes if they so wish. The original report will not be changed.