Using reports to answer common questions
Last updated: January 12, 2024
Reports can be used to gather a variety of data about your business operations. Here we’ve compiled some frequently asked questions and the reports you can use to answer them.
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Operations:
How many bookings did each of my employees make last month?
From the Advanced section of the Reports menu, go to Bookings > Bookings by User. Adjust the date range to the most recent month (or your preferred time frame). Make sure you’re reporting on Booking date, rather than Availability date.
How can I get a list of all my customers’ email addresses?
Use the Contacts report to find all customers for bookings in a specific date range. This report includes customer names, email addresses, and phone numbers.
How many of my bookings were made online?
From the Advanced section of the Reports menu, go to Bookings > Booking Source and adjust to your preferred date range. You can choose to run the report for availabilities that occurred within the specified date range (Availability date) or bookings created within the date range (Booking date).
After generating the report, the booking source will be located in the first column.
Accounting & Taxes:
How much money did I collect last week?
Using Advanced reports
From the Advanced section of the Reports menu, select Sales, then Revenue by Type. In the report settings, change the date range to Last week. From the second dropdown, select Payment created date. Generate the report, then scroll to the bottom of the Gross column to see the total amount collected.
Using the classic Revenue by Type report
If you’re used to running the classic Revenue by Type report, you can gather this same information by generating the report for last week, then scrolling to the bottom of the report (Payment type: All), and locating the Total Collected (C+D) amount.
How many bookings for Activity X were paid in cash?
Using Advanced reports
From the Advanced section of the Reports menu, select Sales, then Revenue by Type. In the report settings, set the date range you want to see. From the second dropdown, select Payment created date. In the section titled “Group by,” uncheck the box next to Accrual Status, so that only Payment Type and Item are checked. Then generate the report.
In the first column of the report, find the Cash payment type, then find the specific item you want to see. The amount in the Gross column will be the total amount collected in cash for that item.
To see the cash revenue for all items, refer to the amount at the bottom of the Gross column in the Cash section.
Using the classic Revenue by Type report
If using the classic Revenue by Type report, generate the report for the date range you want to see, then use the first column of the report to find the Cash payment type. Find the item name in the second column, and refer to the Recognized Revenue: collected (C) and Deferred Revenue: collected (D) columns. Learn more about these columns.
To see the cash revenue for all items, refer to the Total Collected (C+D) sum amount at the bottom of the Cash section.
What was my net income for last year?
To calculate your net income, run a Payouts report for your preferred date range (e.g. last year). Find the total at the bottom of the Amount column, then subtract the total amount of bank account debits. Bank account debits can be found under the Refunds & Bank Debits tab (remember to adjust the date range and generate the report).
How much tax did I collect for payments last year?
You can easily calculate the taxes you collected for any date range by following these instructions.
How can I view credit card processing fees for last year?
Using Advanced reports
From the Advanced section of the Reports menu, select Sales, then select Revenue by Type. In the report settings, change the date range to Last year. Generate the report, then scroll to the bottom of the Processing Fee column to see the total amount of credit card processing fees, in red.
Be sure to note whether you want to include deferred and/or recognized revenue. What do these terms mean?
Using the classic Revenue by Type report
If you’re used to running the classic Revenue by Type report, you can find this information by running the report for the previous year. All credit card fees collected within that timeframe will be shown in red.
Be sure to note whether you want to include deferred and/or recognized revenue. What do these terms mean?
How much money did I collect last year for bookings occurring this year?
Using Advanced reports
From the Advanced section of the Reports menu, select Sales, then select Revenue by Type. In the report settings, change the date range to Last year. In the section titled “Group by,” uncheck the boxes next to Payment Type and Item, so that only Accrual Status is checked. Then generate the report.
Refer to the Gross amount next to Deferred revenue: collected. This is the total amount collected in the previous year, for bookings occurring in the present year.
Using the classic Revenue by Type report
Run the Revenue by Type report for the previous year, then scroll down to the “All” section at the bottom of the report. Look for the bold total in the Gross column of Deferred Revenue: collected (D).
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These reporting scenarios are less common than the ones listed externally, but are still good to know.
View answers for custom field A, only when a specific answer is selected for custom field B.
Example: A client wants to see what was entered in the comments box, but only when a certain value (e.g. Other) is selected from the “How did you hear about us?” dropdown.
You can find this information using the Custom Field Answers report. First, add a Custom Field Answers filter for the Comments box. Choose “When selected” from the dropdown. This will filter out any instances where the comments box was left blank.
Then, add a Bookings filter for the “How’d you hear about us” field. Choose “When a specific value is selected” > Other. This will filter the results to only show the answers in the comments box when Other was selected.
Depending on what else the client wants to see (item, booked by, etc.), you can experiment with producing the cleanest results by adding/removing columns or groupings.
View answers for custom field A, only when a specific crew member is assigned.
Example: Client wants to see gratuity field for all bookings assigned to a specific crew member.
This request is similar to the one above. Add a Custom Field Answers filter for the field they want to see (in this case, gratuity). Then add a Bookings filter for crew, and select the specific crew member.