Workshop Software includes a comprehensive set of business reports covering sales, stock, workshop operations, mechanic performance, customers, suppliers, and system logs. Gold and Platinum plans also include a Business Intelligence dashboard with interactive charts and insights. This guide explains the available reports and how to use them.
Accessing Reports
- Go to Analytics > Business Reports.
- Select a category from the dropdown to see the available reports in that section.
Sales Reports
- Sales Report — divide and order your sales by customer, post date, registration, or invoice type. Each grouping shows subtotals.
- Sales Breakup — breaks down products sold by type (stock, labour, consumables, etc.) with subtotals for each category.
- Sales Summary — shows only the subtotals for each category without individual line items.
- Item Sales — sort sales by individual product, item code, or product group.
- Sales by Payment Method — useful for reconciling your EFTPOS terminal and cash till.
Stock Reports
- Stock Value — lists all current stock with quantities on hand.
- Stock Listing — similar to Stock Value but includes additional product details like brand and latest cost.
- Stock Take Variance — shows every variance recorded during stock takes.
Workshop Reports
- Work in Progress — lists all currently open jobs (similar to the Transaction Centre open invoices view).
- Service Due Report — shows all vehicles with services due within a selected date range.
- Registration Due Report — lists vehicles with rego renewals due.
- Vehicle Report — all vehicles in the system.
- Quote Report — all quotes within a date period.
- Booking Report — all bookings within a date period.
Mechanic / Technician Reports
- Mechanic Performance Report — the key report for monitoring technician efficiency. Shows clock on/off times, hours worked, hours charged to the customer, and efficiency percentage.
- 100% efficiency = hours worked equals hours charged.
- Over 100% = the mechanic completes jobs faster than the charged duration.
- Under 100% = the mechanic takes longer than the charged duration.
- Additional reports show clock on/off times and other mechanic data.
Customer Reports
- Customer Balances Owing — all customers with an outstanding balance.
- Customer Balances Outstanding — includes aging detail.
- Customer Listing — a full list of all customers.
Supplier Reports
- Supplier Balances — shows what you owe to each supplier.
- Purchase Report — all products purchased within a date range.
Log Reports
- Emails Sent — all emails sent within a time period.
- Voided Documents — all voided invoices and payments.
- SMS Sent — all text messages sent.
- Event Report — significant system events, such as accounting sync errors. You will typically receive a notification when there is something to review.
Exporting Reports
All reports can be exported to CSV (spreadsheet format) for further analysis in Excel or other tools.
Business Intelligence Dashboard
The Business Intelligence dashboard provides interactive charts and insights. It is available on Gold and Platinum plans.
- To enable it, go to Admin Settings > Users, open a computer user, and turn on Business Intelligence.
- The dashboard replaces the default six tiles on your home screen with four new analytics tabs.
- Set a date range or leave blank to see all data.
Dashboard Tabs
- Customer — number of services vs other jobs, top 50 customers by income percentage, income per customer.
- Vehicles — sales by vehicle make, average sales vs number of vehicles, service messages sent vs services completed (helps you verify your reminder system is working).
- Products — revenue and average dollar sale by date, bestselling products, and more.
- Snapshot — key business insights with sortable filters.
Exporting Dashboard Data
- Press the three dots on any chart to download as an image or CSV file.
- Press the Star icon > Print as PDF to generate a PDF of the entire page.
Good to Know
- Reports labelled Summary show only subtotals — no individual line items.
- The Mechanic Performance Report requires mechanics to be clocking on and off via the app.
- Business Intelligence must be enabled per user and is available on Gold and Platinum plans only.
- All reports and dashboard charts can be exported to CSV or PDF.
FAQ
How do I check if my service reminders are working?
Use the Business Intelligence dashboard’s Vehicles tab. The “Service Messages Sent vs Services Completed” chart shows whether reminders are being sent and how they compare to actual services performed.
What does mechanic efficiency mean?
Efficiency compares hours worked to hours billed. 100% means the mechanic took exactly the time billed. Over 100% means they completed jobs faster.
Can I schedule reports to run automatically?
Reports are generated on demand. You can export them to CSV for regular analysis in spreadsheet tools.