Overview
The Reports section answers specific questions about your business - who owes you money, how long you wait to get paid, which lead sources produce revenue, how much unbilled time and cost is sitting in your jobs.
Reports are organised into six groups. This article is the map: what each group covers, how the shared controls work, and which report to open for a given question.
Reports are in the Web App.
How Reports Work
Every report shares the same controls.
Date range comes first. It's the first control on every report. Pick a preset - this or last month, quarter, or year - or set a custom range. The range respects the first-day-of-week setting from your Business Settings.
Filters vary by report. Common ones are account, service area, tag, business unit, job type, project manager, and account manager.
Drill down, then come back. Most reports let you open the detail behind a number. Your date range and filters are held while you're in the detail view, so returning doesn't reset your work.
Export or print. Reports export to CSV, XLS, and XLSX, and can be printed through your browser.
Why Two Reports Never Quite Match
The most common reports question is why two reports show different revenue for the same period. The answer is mechanical: different figures are counted on different dates.
Booked counts on the date the customer accepted the proposal.
Collected counts on the date the payment was made.
Completed jobs count on the date the work order was closed.
Average job size counts jobs by their start date.
One job - accepted in March, started in April, paid in May, closed in June - legitimately appears in four different months depending on which report you're reading. Neither report is wrong; they're answering different questions about the same job.
Two more conventions worth knowing:
Percentages show 0% when there's nothing to divide by - never a blank or an error. A 0% margin can mean "nothing collected yet" rather than "no profit."
"Total Accounts" means accounts with activity. In the revenue breakdowns, accounts with no booked or collected value in the period aren't counted, so the figure is customers who did business with you, not your whole database.
The Six Groups
Financial Reports - the money questions. Transaction List, Invoice Payment Status Summary, Invoice Aging Report, Time to Get Paid, Booked vs Collected Revenue, Revenue by Business Unit, Revenue by Job Type, Tax Summary, PriceBook Items Sold.
Client Reports - where work comes from and who pays. New Accounts by Lead Source, Revenue by Lead Source, Top Customers by Revenue, Customer Balance Summary.
Work Reports - operations and profitability. Checklists, Unscheduled Jobs, Completed Appointments List, Job Costing.
Timesheet Reports - hours and payroll. Employee Timesheet Summary, Payroll Timesheets, Uninvoiced Timesheets.
Team Reports - people. Account Manager Performance, Project Manager Performance, Technician Performance.
Expense Reports - what you spend. Category Based Expense Breakdown, Uninvoiced Expenses.
Start From the Question
Most people arrive knowing what they want to find out rather than which report holds it.
"Who owes me money?" → Invoice Aging Report, then Customer Balance Summary
"Why is cash tight when we've been busy?" → Time to Get Paid, Uninvoiced Timesheets, Uninvoiced Expenses
"Is my advertising working?" → Revenue by Lead Source alongside New Accounts by Lead Source
"Did we actually make money on that job?" → Job Costing
"How dependent am I on my biggest customer?" → Top Customers by Revenue
"Which division or service earns most?" → Revenue by Business Unit, Revenue by Job Type
"What do I owe in sales tax?" → Tax Summary
"What haven't we scheduled?" → Unscheduled Jobs
"What do I pay this week?" → Payroll Timesheets
"A customer disputes their balance." → Customer Balance Summary, then their statement
"Which services sell best?" → PriceBook Items Sold
"Should I buy that tool instead of renting?" → Category Based Expense Breakdown
"Are my crews finishing their checklists?" → Checklists
Revenue Is Not Profit
The single most common misreading of this section is treating a revenue report as a profitability report.
Revenue by Business Unit, Revenue by Job Type, Revenue by Lead Source, Top Customers by Revenue, and Project Manager Performance all show money coming in. None of them account for what the work cost you.
Job Costing is the only report that tells you whether work was profitable. A job type with your highest revenue and your thinnest margin is a problem you can only see by reading both.
Tips & Best Practices
Set the date range before anything else. It's the first control for a reason - every other number depends on it.
Build a short monthly routine. Invoice Aging, Booked vs Collected, Uninvoiced Timesheets, and Uninvoiced Expenses in one sitting covers most of what a contractor needs to know.
Use drill-down rather than exporting to investigate. Your filters are preserved when you come back, so you can check several accounts without resetting.
Check the unassigned rollups. Accounts with no lead source and jobs with no project manager are grouped rather than dropped - and that's often where your data problems are.
Export for your accountant. XLS and CSV are more useful to them than a screen share.
Things to Know
Reports are a Web App feature.
Some reports are available only on certain tiers, so your current subscription may not suppor the full reporting hub.
Booked, collected, completed, and job-start figures each count on their own date. The same job can legitimately appear in different periods across reports.
Percentages return 0% rather than an error when there's nothing to divide by.
Date range is always the first control, and honours your first-day-of-week setting.
Exports are available as CSV, XLS, and XLSX. Printing goes through your browser.
Filters and date range persist when you return from a detail view.
Credit memos are included where relevant, so balances reflect credits issued.
Recurring jobs, their appointments, and their upcoming scheduled invoices are reflected in revenue reporting.
Deleted team members still appear in team and timesheet reports, keeping historical periods accurate.
Accounts with no lead source are shown on the same page as the source breakdown, grouped and individually listed.
The Customer Balance Summary is also reachable from an account's overview.
Some reports are permission-gated. If one isn't visible, check your role with an admin.
Troubleshooting
My report is empty.
Check the date range first - it's the most common cause. Then check whether filters are narrowing the result more than you intended.
Two reports give me different revenue figures for the same period.
Check which date each counts on - booked, collected, completed, and job-start are four different days. See "Why Two Reports Never Quite Match" above.
The numbers don't match what I expected.
Confirm whether the report counts booked or collected revenue. Booked is what you sold; collected is what you've been paid. Booked vs Collected Revenue shows both side by side.
A percentage shows 0% and I don't believe it.
0% is also what appears when there's nothing to divide by - no collections yet, no proposals sent. Check the underlying counts before reading it as a result.
I don't see a report someone else mentioned.
Reports can be permission-gated by role. Ask an admin to review your permissions.
My filters reset when I looked at the detail and came back.
They shouldn't - date range and filters are preserved. If they're resetting, report it to support with the report name.
There's a "Without Lead Source" row I don't understand.
Those are accounts with no lead source recorded, shown so your totals stay complete. The page also lists them individually so you can fix them.
Have questions? Reach out via the support chat or email support@motionops.com.