Reports

Reports are where the day-to-day work in 1pm turns into numbers you can act on: what's booked, what's converting, who still owes you, and what it all costs.

They're grouped into five areas: sales and marketing, requests, operations, finance, and the kitchen. Almost every one exports to a spreadsheet and prints cleanly for a management pack.

This article covers where the reports live, what each one tells you, and the two things they have in common.

Where they are

Open Reports in the sidebar. Each report is a card with a short description. Click Open report to run it.

Most reports take a date range, which opens on the current calendar year, plus a filter or two specific to that report. A few differ, and each one's section below says so:

• Outstanding requests opens on the last 14 days and the next 90.
• Response speed opens on the last 90 days.
• Crew, Request answers and Terms history run against one event, portal or terms document that you pick.
• Request answers, Expiring documents and Portals have no date range at all.

The Kitchen reports appear only on the Hospitality plan. On other plans the section is not shown.

Reports include the sample data a new account starts with: the sample bookings, leads, quotes, invoices, payments and confirmation are counted in every total, count and rate, so you can try each report before your own work is in it. Every report treats it the same way, so the figures still agree with each other. To see only your own figures, click Remove sample data in the top bar, immediately left of the notification bell.

Events and portals

Several reports cover both your events and your onboarding portals. Where they do, they name both rather than lumping them together.

In the app, Portals in the sidebar means onboarding portals: the dateless containers you use to collect documents from people who are not tied to one booking. So a filter reading "Events only" or "Onboarding portals only" is telling you exactly which of the two it means.

Sales and marketing

The pipeline, and where the money comes from.

Leads

The lead pipeline over a date range, with a conversion rate. Filter by status or by capture form. Spam is unticked by default, and it never counts toward the conversion figure, so the number stays honest.

The tiles at the top count every lead received in the period for the form you picked, whichever statuses you ticked. Spam gets its own Spam (not counted) tile. The table under the tiles lists only the statuses you ticked, so the two halves answer different questions. A line between them says so, rather than leaving you to work out why they disagree.

A period holding more than 5,000 leads lists the most recent 5,000 and says so. The tiles still count them all.

Quotes

Quote win rate and value: raised, accepted, declined, outstanding, lapsed, and drafts. There are no filters beyond the date range.

Outstanding is split into quotes still inside their "Valid until" date (Outstanding (still open)) and quotes that ran out (Lapsed (ran out)). That way the pipeline figure only counts offers a client can still accept. Lapses are named beside the win rate rather than folded into it.

The figures count every quote raised in the period, not only the rows printed underneath. A year that lists the most recent 5,000 quotes still totals all of them.

The date range and the lapsed test both use your account's time zone. Set your calendar time zone on the Account page so a quote raised late in the evening is dated the day you raised it. See when a quote runs out.

Sales pace

Booked and pipeline value by the month each event happens, split into Tentative, Confirmed and Completed, with a year-on-year comparison. This is the forward calendar view, not the accounting one. Leads and cancelled bookings are left out, and values include tax.

Last year booked is the same month a year earlier, counting confirmed and completed bookings only. A hold that never converted is not business you have to beat. Change is this month's total against that figure, and that is the pace.

Every row covers a whole month, so the dates you pick are moved out to the start and end of their months. That stops a part month being compared against a full one. The range can cover up to 10 years, and months with no bookings are still listed.

Conversion funnel

The lead-to-booking journey in one view: received, quoted, converted, with the drop-off at each step. It shows where the pipeline leaks.

It follows one group: the leads received in the period, wherever they got to. A lead that came in during March and was quoted in April still counts under March. Spam is left out.

Quoted means a quote was actually sent, not one drafted and left sitting. Step conversion is how many carried over from the stage before.

Booked value leaves out cancelled bookings. If a converted lead's booking has since been deleted, the lead is named under the funnel rather than quietly dropped.

Under the funnel, a By company table breaks the same leads down by company: leads, quoted, won, lost, still open, win rate and booked value.

Lead sources

Performance by capture form: genuine leads, conversion rate, and how fast you reply to each. It tells you which form pulls, and which converts. Leads you entered yourself have their own Added by hand row.

Replied counts the genuine leads that someone on your team answered by email. The response time is the time to that first human reply. Acknowledgements, auto-replies and automation emails do not count, so the figure is the time to a real answer.

Two forms with the same name (every new form starts as "New lead form") are numbered "(1)" and "(2)" to tell them apart. Every form name links to the form itself, so you can see which is which.

Event type performance

Which kinds of event you draw (weddings, corporate, gala, social): leads, conversion, typical pax, and booked value by type. The classic venue-sales breakdown.

Event type comes from the lead, so a lead that never had one lands in Unspecified. Event type is free text, so "Wedding" and "wedding" count as one type rather than printing as two rows. Spam is left out.

Tick Include lead names to list the leads behind every row, each one linking straight to that lead. That is how you clear out Unspecified without opening last year's leads one at a time. The names come through in the CSV too, as a second table under the summary. That table stops at the most recent 1,000 leads, while the figures still count every one.

This report picks leads by the date they were received, and bookings created without a lead are not counted at all. So its totals will not match the Events report over the same dates, which picks bookings by event date.

Top clients

Your best customers by booked value: how often they book, what they're worth per event, and what's been invoiced and paid. The rebooking shortlist.

Use Group by to rank by client contact or by company. The Booking status filter opens on Tentative, Confirmed and Completed.

Bookings with no Client contact set cannot be credited to anybody. They are gathered into one No client contact row at the bottom, which is counted in the TOTAL. That keeps the total matching the Events report instead of silently losing them.

First in period and Last in period are the first and last booking inside the dates you picked, not the first and last time that client ever booked.

Avg / event divides by the bookings that have a value, the same way Average spend does. A booking with no value yet still counts in Bookings but does not pull the average down.

Revenue by salesperson

Booked revenue grouped by whoever owns the sale: won events, average per event, and each person's share of the total. It shows who's driving the numbers, and it's the figure a manager exports to work out commission. Revenue is the booking's value including tax, not the amount invoiced.

The report reads the salesperson on the booking. A salesperson set on a lead carries over to the booking when the lead is converted. After that, change it on the booking itself. Bookings with no salesperson show in their own Unassigned row.

Tick Show event details to list the events behind every row, each one linking straight to that booking. That is how you clear out the Unassigned row without hunting through a year of events. The events come through in the CSV too, as a second table under the summary, capped at the most recent 1,000 while the figures still count every one.

Only confirmed and completed bookings count, so pipeline and cancelled events stay out. The sample bookings a new account starts with have no salesperson, so they appear under Unassigned until you remove the sample data. Everybody who has left your team shares one (no longer on the team) row.

Average spend

What each booking is worth: average value per event and per head (per cover), broken down by Space and by service style. Values include tax. The Event Status filter opens on Tentative, Confirmed and Completed.

Each average divides only by the bookings that have the figures it needs. Avg per event uses the bookings that have a value. Value per head uses the ones that have both a value and a pax count. When bookings were left out, a note on screen says how many, so a thin average never reads as a complete one.

Bookings are grouped by the Space itself rather than its name, so two rooms with the same name at two addresses get separate rows. Give them distinct names if you need to tell those rows apart. Bookings with no Space show as Unassigned. Service styles are grouped ignoring capitals, and a blank style shows as Unspecified.

Requests

Whether the paperwork is coming in, and how fast. That covers onboarding, and the same reports handle the chasing that comes later: a photographer's public liability certificate three days before a wedding, or re-certification a year on.

The first two reports look across every event and onboarding portal at once. Request answers and Crew each take one at a time.

Outstanding requests

Everyone in your account who still owes you something, on one page. For each person it shows who they are, where, what is outstanding, what is waiting on review, what you rejected, whether their link has been opened, and how many days they have been waiting.

Filter by status (not started, in progress, not complete, complete, everyone), by a single event or portal, or with Include (all, events only, onboarding portals only). Status opens on Not complete. Tick Include closed onboarding portals to bring closed portals back in.

Rows from an onboarding portal carry a small Portal badge and no date. The date range applies to events only. Onboarding portals have no date, so they are included whenever they are open.

Only people who hold a live link are counted. The event's client contact is not counted, even though opening their event portal gives them a link just like a crew member's. Cancelled events are left out. Someone holding two links on the same event is counted once. If more than 200 events and portals match, the page warns you and the rest are left out of the figures, so narrow the dates or pick one event.

Under the list, a second table, Requests holding people up, ranks your requests by how many people each one is holding up, required ones first. It follows the Include and event filters above it. That is the table that gets a badly worded request rewritten instead of chased twelve times.

The link engagement view

The View dropdown at the top switches the same people to a different set of columns:

• what state each person's link is in (not seen opened, opened and nothing sent, started, finished);
• when it was issued, and how many days ago;
• how many emails have gone to them, and when they were last emailed;
• when they first and last opened it.

A Show filter narrows the list to one of those states.

The difference between the states is the point of this view. Somebody who has never opened their link needs it resent, or their address checked. Somebody who opened it and stopped needs a nudge. Those are different jobs.

A tile counts how many people have never been emailed at all. That is normal for anyone who signed themselves up or was handed a link in person, and worth knowing before you chase them for not opening it.

The wording says "not seen opened" rather than "never opened", because some older links have no record of being opened either way.

Response speed

How long people actually take, in three legs: link issued to first opened, opened to finished, and start to finish. Each leg shows a median, broken down by event or portal, with the number of people, how many finished, and how many are still going.

The date range picks people by when their link was issued. It opens on the last 90 days, because this work tends to run longer than a sales month. The same Include, event and closed-portal filters as Outstanding requests apply here too.

The time to first open counts everyone who has opened their link. The two legs that end at finishing count only people who have finished, and "finished" means their last required answer or upload was sent in, not approved. That is why the still-going count is printed next to the medians: a median over people who finished says nothing about the ones who haven't.

The completion rate underneath is worked out over everybody whose link was issued in the date range, including those still going. Someone with nothing required of them counts as finished, but has no time to add to the medians.

Request answers

Pick one event or portal, choose one or more of its requests, and read everyone's answers side by side in a grid. This is the only report that shows what people actually submitted, rather than counting who is outstanding.

It is the one to export when you need the values: every crew member's ABN, every guest's dietary requirements. Typed answers and choices show their value. Document uploads show their status and expiry date instead.

A Problems only toggle narrows the grid to people with something outstanding, needing review, or rejected, for a chase session. You can also filter by crew status.

Everyone the chosen requests apply to is listed, including anyone who has not been given a link yet. So the headcount here can differ from the one on Outstanding requests.

This report has a CSV download but no print view. Export it to print it.

Expiring documents

The chase list for documents that are about to expire. Pick one or more events or portals and choose how far ahead to look, from 7 days to a year (30 days to start). Pick none to see every event and portal. If none of the events or portals you picked is in your account any more (a saved link to a deleted event, say), the report says so and lists nothing, rather than falling back to all of them.

You can hide anyone you have already reminded recently, and group the list by contact, tag or status. Files you attached to a contact yourself are included too, marked On the contact.

Documents that have already expired are included rather than hidden. The Expires column says which side of today each one falls on, in words ("In 6 days", "Tomorrow", "6 days ago"), beside the expiry date itself. See Chasing expiring documents.

Operations

Who's on, and what's still outstanding.

Events

Every booking in a date range with status, Space, pax and value, totalled at the bottom. Filter by status or by Space. Leave every status unticked to see them all.

Cancelled bookings are listed but left out of the totals. Open leads are counted, so the total is what's booked plus what's in the pipeline.

This is your "what's on, and what's it worth" overview. The CSV adds zone, guaranteed pax and service style.

Space utilization

How hard each Space works: bookings, days in use, how full it runs against capacity, over-capacity events, and value.

It lists every Space, so the idle ones show too. Bookings with no Space have their own Unassigned row. The status filter opens on Tentative, Confirmed and Completed, so leads and cancellations stay out.

Crew

The crew on a single event. List them alphabetically, or group them by tag, by compliance status, or by table and seat (whatever your account calls that field), with a count for each group.

The table and seat value gets its own column whenever anybody on the event has one. Anyone without a value is listed last, in their own group.

The report lists everyone who holds a link to the event or has a crew status set on it. Someone only assigned to a timeline item, with neither, is not listed. The event's client contact is never listed, even though opening their event portal gives them a link just like a crew member's.

There is also an answer filter. Pick one of the event's requests (a typed answer, a choice, or a request that fills in a contact field) and type a value, and the list narrows to the crew whose answer contains it. That is how you get "everyone who ticked forklift ticket" onto one page. For a request that fills in a contact field, the filter checks the value saved on each person's contact, so it finds people whose shirt size you typed in yourself too.

The CSV includes each person's standard contact details, status, table and seat, and their link. For custom contact fields such as ABN, use the Contacts report.

Crew utilization

How often each crew member or supplier is booked across events in a period, with their tags and their next booking. It is the cross-event counterpart to the Crew report. The status filter opens on Tentative, Confirmed and Completed.

Somebody counts as booked on an event if they are assigned to a timeline item, hold an active link, or have a crew status set on it. Because a crew status counts, turning off an old link removes somebody's access without removing the night they worked from this report. The client contact is not counted as crew. Onboarding portals are not bookings, so being on one does not count.

Next booking is their closest event from today, even when it falls outside the period you are looking at. A report run in October still shows the job they have in March.

Contacts

A directory of your contacts with name, email and mobile, plus their tags, rating, and any custom fields you've filled in.

Filter by tag (a contact with any of the ticked tags is included), by minimum star rating, or with a search that matches name, email or mobile.

Portals

Your onboarding portals in one list. For each portal it shows how many people are invited, how many requests they have to complete, how many people are done, and whether the portal is open or closed.

Tick to include closed portals when you want the history rather than the current work. The first 200 portals get a completion figure. Any beyond that are listed as Not scored.

This report sits here rather than under Requests because it lists your portals rather than chasing people.

Procedures

Your whole workflow library as one printable manual. Every workflow is listed under its category heading, with its steps numbered in order and the written procedure for each step underneath.

Pick the categories to include, or take them all. You can also choose to show your logo and print a box beside each step for ticking off.

It reads straight from your workflows, so there is nothing to regenerate. The PDF comes out portrait rather than landscape, because it is prose rather than a table. See Printing your procedures manual.

Terms history

Who agreed to a set of terms, which version they agreed to, and when.

Pick a terms document first. The report, and its CSV and Print buttons, appear once you have. Archived documents are in the list too. Then narrow the date range if you need to.

It lists every agreement, from both signed client confirmations and accepted crew agreement requests, including agreements to versions that have since been replaced. The CSV adds the browser details, a content hash, and whether the version is still current, which is what matters in a dispute. See Proving what a client agreed to.

Finance

What you've billed, what's landed, and what you owe the taxman.

Revenue

Invoiced, paid and outstanding across the period, one row per invoice, with overdue invoices flagged. The period is the invoice's issue date, not the event date.

Filter by invoice status. Sent and Paid are ticked to start. Drafts and voids are never counted as revenue: tick them and they are listed, but marked "not counted".

Invoices

Your invoice register, with two views.

Outstanding is the chase list: everything still owed, as at a date you choose, grouped by how far past due it is. The groups are current, 1-30, 31-60, 61-90 and over 90 days, plus a separate group for anything issued without a due date.

The as-at date changes the data, not just the labels. A back-dated run leaves out invoices issued after that date and counts only the money received by then, which makes it usable for reconciling a month end.

All lists every invoice over a date range, with billed, paid and outstanding totals. It shows every status unless you filter, and follows the same rule as Revenue: a draft or a void is listed but left out of the totals.

To have clients reminded automatically instead of working through the list by hand, set up an invoice overdue automation. See Chasing overdue invoices.

Payments received

Every payment received in a date range, with a breakdown by payment method and a split between online and manual payments. It shows the cash that came in, alongside Revenue (billed) and Invoices (owed).

Online card payments are grouped under the payment provider, for example Stripe. Payments you recorded yourself are grouped by the method you chose (bank transfer, card, cash, cheque or other). Any with no method show as Unspecified.

Deposits and balances

Signed and paid confirmations for the bookings in a date range: what's contracted, collected, still outstanding, and overdue. It is the forward view behind the deposit and balance workflow.

A booking is listed if its dates overlap the range at all, so a multi-day event or a program shows up from either end. Only the latest confirmation for each booking counts, and cancelled bookings are left out.

Revenue by item

What actually sells: the priced lines on your bookings, broken down by category (package or group) and by individual item, with each row's share of revenue. Lines with no group are listed under Ungrouped.

The figures are booked values before tax, taken from each booking's pricing and picked by event date. The status filter opens on Tentative, Confirmed and Completed. Because it reads what was booked rather than what was invoiced, it will not match the Revenue report.

Tax summary

Tax collected by rate over a date range, with net and gross, plus the invoices behind it. These are the figures for a BAS or sales tax return.

Invoices are counted by issue date (the accrual basis). If you report on a cash basis, work from Payments received instead. Sent and Paid are ticked to start. Any other status you tick is included in the totals. Gratuity gets its own row, and credit notes are not taken off. The CSV contains the by-rate table only.

Kitchen

Covers, menus, and what a plate costs. These reports are available on the Hospitality plan.

Catering and covers

Covers served over a period, the service-style mix, and dietary totals across events. The kitchen's own view. The status filter opens on Tentative, Confirmed and Completed.

Covers use guaranteed pax where it is set, and pax otherwise. Events with neither are counted separately. Blank service styles show as Unspecified.

Dietary totals count each guest's selections, leaving out anyone who declined and anyone no longer on the event (their link was turned off and they have no timeline item). These are the same guests each event's kitchen BEO counts. A guest at two events counts at both.

Menus

Pick one or more of your menus and print or export them. Each menu is grouped by course and dish, in the order you arranged them. Tick nothing to include every menu. It is the menu sheet for the kitchen and front of house.

Menu food cost and margin

Plate cost, food cost percentage and margin for each menu, worked out from the recipes behind your dishes. Dishes and menus running above your target food cost percentage (30% to start) are flagged.

A plate cost needs a recipe with a "serves" count. A menu gets its own food cost and margin only when it is priced per head. For other menus, read the dish rows. For internal use only: none of this is shown to a client.

Recipe cost cards

Batch cost and cost per serving for each recipe, with a line-by-line breakdown and each line's share of the batch cost. A printable cost sheet for the kitchen. Prep batches show a cost per litre or kilo instead of per serving.

Ingredient price list

Cost per usable unit for every active ingredient, after waste, with the current supplier. Where a cheaper supplier quote is on file, it is flagged along with how much you'd save.

A filter narrows the list to ingredients with a quote worth acting on. Quotes that can't be compared yet, for example ones in a different unit, are flagged rather than hidden.

The last three reports go hand in hand with A recipe costing walkthrough.

Two things the reports have in common

Export to CSV. Every report has a download button that gives you a spreadsheet. Names with accents open cleanly in Excel. Numbers and dates are always written in the same format, whatever language or region settings the person downloading uses, so the same export opens the same way on every machine you send it to. Anything you want to pivot, mail-merge or hand to your accountant goes out this way.

Print cleanly. Every report except Request answers has a print view laid out for paper, so a report you print or save as a PDF reads as well on the desk as it does on screen.

Which report for which question

• "What's the shape of the month, and what's it worth?" Events, or Sales pace for the forward view.
• "Are our leads turning into bookings?" Leads, or Conversion funnel for the stage-by-stage drop-off.
• "Who's my strongest salesperson, and what's the commission?" Revenue by salesperson.
• "Which kinds of event are worth most?" Event type performance.
• "What have we billed, and what's been paid?" Revenue, or Payments received for the cash that actually landed.
• "Who do I need to chase for money?" Invoices, on the Outstanding view.
• "Is this event's crew cleared to work?" Crew.
• "Who anywhere in my account still owes me a document?" Outstanding requests.
• "Is this request the one holding everybody up?" Outstanding requests, on the second table.
• "Did they never get the link, or open it and give up?" Outstanding requests, on the link engagement view.
• "Are we getting quicker at this, or slower?" Response speed.
• "What did everybody actually answer?" Request answers.
• "Which certificates lapse next quarter?" Expiring documents.
• "How do we do this, for someone who has never done it?" Procedures.
• "Prove what this client agreed to, and when." Terms history.
• "Are my menus actually profitable?" Menu food cost and margin.

Related articles

• Quotes and invoices and Getting paid: payments and online card payments cover the invoices and payments behind the Revenue, Invoices and Payments reports.
• Chasing overdue invoices covers the Invoices report in depth, and the automations that chase for you.
• Working the leads inbox covers the pipeline the Leads and funnel reports measure.
• Plate cost, food cost, and margin covers the costing behind the kitchen reports.
• The Requests dashboard covers the per-event view that Request answers prints as a grid, and the account-wide counts the Requests reports break down.
• Onboarding that runs itself covers automating the chasing these reports measure.
• The weekly summary email emails you the same outstanding work once a week.
• Printing your procedures manual covers the Procedures report and the workflow categories that set its order.
• Proving what a client agreed to covers the Terms history report and downloading the version somebody signed.