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User guide › Money › Chapter 20

Reports

How the business is doing. The reports show sales, money collected, money spent, profit by project, what customers owe and for how long, where leads come from, and the GST registers your accountant needs. Every report can be downloaded as a spreadsheet.

The screens

Reports

How the business is doing: sales, money in, GST and more.

  1. The tabs: Company, Projects and Employees. Your year at the top right shows and shares the year in review.
  2. The period box chooses the dates, for example this financial year.
  3. The cards: quoted (with accepted value and win rate), invoiced, collected (and spent), and outstanding today.
  4. Monthly summary: invoices, invoiced, collected, spent and net cash for each month. Sales register: every invoice with taxable value and GST, for your accountant. Receivables ageing: unpaid invoices by days overdue.
  5. Excel on each report downloads it as a spreadsheet.
Where in the menu
Finance > Reports
Who can open it
Company Admin, Accounts, Viewer
Plan
Needs Reports
Open it in the sample workspace

Read about this screen: Why is an unpaid old invoice not shown as Overdue? · How do I see how much money customers still owe me? · What do I give my accountant for the GST return? · Which reports are there and how do I download them? · Why do invoiced, collected and spent not match between screens? · How do I get a list of who owes me money?

Project reports

Profit and progress on every project side by side.

  1. Project profitability for projects started in the period: stage, sold at, invoiced, received, all costs, profit and margin.
  2. Costs include the costing sheet plus linked purchases and expenses where they are counted.
  3. The total row adds them up. Excel downloads the table.
Where in the menu
Finance > Reports
Who can open it
Company Admin, Accounts, Viewer
Plan
Needs Reports
Open it in the sample workspace

How to

How to

How do I get a list of who owes me money?

Reports > Company > Receivables ageing: every unpaid invoice today, by how long it has been unpaid. Press Excel to download.

Where in the menu
Finance > Reports
Who can open it
Company Admin, Accounts, Viewer
Plan
Needs Reports

On screen: Reports

Open Reports > Receivables ageing. It lists every invoice with a balance today, grouped by how many days it has been unpaid (from the due date, or the invoice date when there is none), whatever period is chosen. Press Excel to download it and call down the list.

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How to · For Company Admin, Accounts

How do I compare profit across projects?

Reports > Projects > Project profitability, for projects started in the period: sold value, money in, all costs (costing sheet plus linked purchases and expenses) and profit.

Where in the menu
Finance > Reports
Who can open it
Company Admin, Accounts, Viewer
Plan
Needs Reports
Where in the menu
Projects > All projects
Who can open it
Company Admin, Project Manager, Employee, Viewer
Plan
Every plan

On screen: Reports

Open Reports > Projects and choose the period. Project profitability lists projects started in that period with the sold value, money received, every cost (the costing sheet plus linked purchase orders and expenses, where counted) and the profit left. Press Excel to download it. For one project's details open its Costing & profit.

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How to

How do I see where my leads come from?

Fill in Source on every lead, then download Reports > Leads in the period and group by source in Excel.

Where in the menu
Finance > Reports
Who can open it
Company Admin, Accounts, Viewer
Plan
Needs Reports
Where in the menu
Pre-sales > Leads
Who can open it
Company Admin, Sales, Viewer
Plan
Every plan

On screen: Reports

Record the source (Referral, Instagram, Walk-in, Google) on each lead. Then open Reports > Leads in the period, press Excel, and sort or filter by source and stage to see which sources bring won work.

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How to

How do I see and share my year with Inbecto?

Open Reports and press Your year. It shows what your business made and won this year: kitchens, windows, quotations won, new clients and money received, with a picture to share on WhatsApp or Instagram.

Where in the menu
Finance > Reports
Who can open it
Company Admin, Accounts, Viewer
Plan
Needs Reports
  1. Open Reports and press Your year (in December and January it is also on the dashboard).
  2. See the year in numbers: quotations won and their value, money received, kitchens, windows, doors and wardrobes made, projects finished, new clients, your best month and where most clients came from.
  3. The picture on the right is ready to share. Show the money received adds it; it is left out unless you choose.
  4. Press Share to send it on WhatsApp or Instagram from a phone, or Save picture.

The year runs from midnight on 1 January, India time. A project counts in the year it was finished: its Completed on date, or else its handover. In January it looks back on the year just gone. For the owner and accounts.

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Good to know

Explained · For Company Admin, Accounts

Which reports are there and how do I download them?

Reports has three tabs: Company (monthly summary, sales register, receivables ageing, spending, leads), Projects (profitability) and Employees (attendance, payroll, leave). Choose a period and press Excel.

Where in the menu
Finance > Reports
Who can open it
Company Admin, Accounts, Viewer
Plan
Needs Reports

On screen: Reports

Open Reports, choose the period (or from and to dates), and press Excel on any report.

Company

  • Monthly summary: quoted, invoiced (by invoice date), collected (by payment date) and spent (expenses plus project costs).
  • Sales register: every invoice in the period with taxable value and GST, for your accountant.
  • Receivables ageing: unpaid invoices today by days past due. Not limited to the period.
  • Spending by head: expenses by category and project costs by head.
  • Leads in the period.

Projects

  • Project profitability: projects started in the period, with sold value, money in, all costs and the profit left.

Employees

  • Attendance summary, Payroll register and Leave taken.

Reports belong to the Reports feature of your plan; Company Admin and Accounts open them.

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Explained

Why do invoiced, collected and spent not match between screens?

Each counts by its own date: invoiced by invoice date, collected by payment date, spent by expense or cost date. A different period or filter on each screen gives different totals.

Where in the menu
Finance > Reports
Who can open it
Company Admin, Accounts, Viewer
Plan
Needs Reports
Where in the menu
Dashboard
Who can open it
Company Admin, Sales, Project Manager, Accounts, Employee, Viewer
Plan
Every plan
Where in the menu
Finance > Invoices
Who can open it
Company Admin, Accounts, Viewer
Plan
Every plan

On screen: Reports The dashboard Invoices

  • Invoiced counts invoices by their invoice date.
  • Collected counts payments by the day they were recorded, whichever invoice they belong to.
  • Spent is approved expenses plus project costs, by their own dates.
  • Outstanding is today's balance on all invoices, whatever the period.

So a payment recorded in October for a September invoice is in September's invoiced and October's collected. The dashboard shows this month; Invoices and Reports use the period you pick. Cancelled invoices are left out everywhere.

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