Running reports

The report library turns your inventory, sales, leads and website data into ready-made reports. Each report has filters, a comparison period, charts, tables and links to the records behind every number. This page also covers the simpler lead reports page.

Before you start #

• You need a plan that includes reporting and analytics.
• Profit figures (gross, margin, contribution, net profit) need vehicle costs. Enter them on the vehicle page or import them; see costs and holding cost.
• Sales figures come from the sales ledger. A unit marked sold without a sale record does not count as a sale.

Open a report #

1. Open Reports & AI › Report library.
2. Find the report under its category and select its title.

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1. Scheduled reports. Your email deliveries. See exports and schedules.
2. Categories. Overview, Sales, Inventory, Profitability, Leads and marketing, Staff, Market and Data quality.
3. Report title. Opens the report with its default period.

The 20 reports #

A few reports need extra access: Group and rooftop comparison needs group.reports, Employee sales and response needs leads.view_all, Deal pipeline and forecast needs deals.view, and the two market reports need inventory.view.

Filter and compare #

1. At the top of the report, choose a Period: last 7, 30 or 90 days, month to date, last month, quarter to date, last quarter, year to date, last calendar year, last 12 months, or Custom dates with From and To.
2. Optional: choose Compare with Previous period or Same period last year.
3. Optional: tick Rooftops. With none ticked you get all the rooftops you may see.
4. Optional: narrow by Category, Make, Model, Salesperson, Lead source or Group by (day, week, month, quarter, year), where the report offers them.
5. Select Update. Reset returns to the report's defaults.

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1. Period. Worked out in your dealership's time zone.
2. Compare with. Adds a comparison value and the change to each row, and a second series to charts.
3. Rooftops. Shown when your dealership has more than one rooftop.
4. Saved view. Reopen filters you saved earlier.
5. Scope stamp. The period, time zone, rooftops, currency and calculation time, plus any warnings (for example "holding cost is not configured").

Read the results #

Each report is made of sections. A section can be a row of headline numbers, a breakdown table (one row per rooftop, make, month and so on, with a total row), a funnel, or data from another module.

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1. Chart. Select a bar, point or group name to re-run the whole report filtered to it. Active filters show as chips above the results; select a chip's × to remove it.
2. Table. The same numbers as the chart, with the numerator, denominator, sample size, data completeness, status and notes.
3. Records. Opens the console list behind that number (vehicles, sales, leads, appointments or deals). That page checks your permissions again.

What the status words mean:

• NOT AVAILABLE: the number cannot be calculated honestly. The note says why. For example, net profit needs overhead allocated for every whole month in the period; use contribution margin instead.
• NOT ENOUGH DATA: too few records for a reliable figure (common in the market reports).
• Hidden: … needs …: your role cannot see this metric (for example, cost figures need costs.view).
• FORECAST: a projection weighted by deal-stage probability, never a recorded sale.

Save a view #

1. Set the filters you want and select Update.
2. In Save this view, enter a Name.
3. Optional: tick Share with staff of this dealership.
4. Select Save view.

Saved views appear in the Saved view list on the report and under Saved views in the library. A shared view stores filters only: each colleague sees the numbers their own access allows. Only the owner can delete a view.

Lead reports #

The Reports & AI › Reports page is a simple lead count.

1. Open Reports & AI › Reports.
2. Choose Group by: Lead source, Marketplace, Employee or Location.
3. Set From and To (default: the last 30 days) and select Run report.
4. Optional: select Export CSV to download the table.

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The table shows leads, won, lost and the conversion rate for each group.

Tips #

• Start with Executive overview, then open the specialist report for any number that surprises you.
• Check the Data completeness column before you trust a profit figure. "37 of 40 sold units have an acquisition cost" means three sales were left out.
• The total row of a breakdown is the metric's own total, not a sum of the visible rows, so it stays right when a table is limited to the top rows.
• Rooftop-limited staff see only their own rooftops; consolidated (all-rooftop) results need group.reports. See group overview.

Permissions #

Limitations #