WRAPTORHelp & Docs

Reports — your shop's numbers, read at a glance

Who it's for

Reports is for the owner or manager who wants to know how the shop is actually doing: Is revenue trending up? How many quotes turn into jobs? Which customers are worth the most? Where is money quietly leaking out? It's the business-intelligence screen — built for the person making pricing, staffing, and follow-up decisions, not for the bench. By default it's Manager-only.

Where it fits

Reports sits at the back of the lifecycle, looking back across everything that already happened — quotes sent, jobs completed, payments collected, materials and labor consumed. It doesn't create or change anything; it reads your live data and turns it into charts, rankings, and a short list of problems worth your attention. Think of it as the monthly-review screen you can open any day. See workflow-map.md for the lifecycle and personas.md for who works where.

Overview

Open Reports ( /reports, "Reports & Analytics") and you get one scrollable dashboard:

  • Four headline numbers — Total Revenue (last 12 months), Jobs Completed (12 months), Quote Conversion %, and a count of Stale Quotes that need follow-up.
  • Profit Leak Detector — the standout feature: a ranked, color-coded list of up to five things costing you money right now (unpaid invoices, low-margin jobs, aging quotes, material-heavy jobs, jobs missing labor time, and jobs stuck in a stage). Each card links straight to where you'd fix it.
  • Revenue vs. Material Cost — a 12-month area chart so you can see margin pressure over time.
  • Jobs Completed per Month — throughput at a glance.
  • Quote Funnel — how many quotes flow from Draft → Sent → Approved → Converted to a job.
  • Average Time per Stage — how long jobs typically sit in each workflow stage.
  • Top Customers — your highest-revenue accounts, ranked.
  • Stale Quotes — a highlighted list of quotes sent 14+ days ago with no response.

Everything is read-only and always live — there's nothing to save or generate; each visit recalculates from your current data.

Screens & navigation

There's a single screen. Open Reports from the dashboard navigation (under the Business group). The layout, top to bottom:

  1. KPI row — four tiles: Total Revenue (12mo), Jobs Completed (12mo), Quote Conversion (with "X/Y approved"), Stale Quotes (turns red with "Need follow-up" when any exist, green "All clear" when none).
  2. Profit Leak Detector — up to five ranked cards, each with a severity tag (critical / warning / watch), a dollar (or days) figure, and a "go fix it" link. If nothing's wrong, you get a green "no obvious leaks" message.
  3. Revenue vs. Material Cost and Jobs Completed per Month charts (side by side).
  4. Quote Funnel, Avg Time per Stage, and Top Customers (three columns).
  5. Stale Quotes — an amber panel listing each aging quote (only appears if you have some).

Capabilities

See the headline health of the shop

  • 12-month revenue and completed-job totals, quote conversion rate, and an at-a-glance stale-quote count.

Catch money leaks before they add up

  • The Profit Leak Detector ranks your biggest issues by how much is at stake — overdue cash first, then thin-margin jobs, aging quotes, heavy material usage, untracked labor, and stuck jobs. Each card links to the exact job, the billing screen, or the quotes list.

Spot trends

  • Watch revenue and material cost move together month over month; see whether throughput is rising or falling.

Understand your pipeline

  • The quote funnel shows where deals fall off; average-time-per-stage shows where jobs bog down.

Know your best customers

  • A ranked top-customers list by revenue, with job counts.

Chase the right quotes

  • The stale-quotes list surfaces exactly which sent quotes have gone quiet so you can follow up.

Step-by-step tasks

  1. Do your weekly money review

    1. Open Reports.
    2. Read the four KPI tiles for the big picture.
    3. Work the Profit Leak Detector top-down — start with the critical (red) card and click through to fix it.

  2. Collect overdue cash

    1. In the Profit Leak Detector, find the unpaid invoices card (it ranks first when anything is overdue).
    2. Click it to jump to Billing and follow up on the open balances.

  3. Follow up on aging quotes

    1. Check the Stale Quotes count in the KPI row, or scroll to the amber Stale Quotes panel.
    2. Click through to the quote and send a nudge — these are quotes sent 14+ days ago with no response.

  4. Find your thin-margin work

    1. Look for the low-margin jobs card in the detector (jobs that came in under ~25% margin).
    2. Click to open that job's profitability and review pricing, material waste, or unbilled labor.

  5. Review your best accounts

    1. Scroll to Top Customers.
    2. Use the ranking to prioritize repeat outreach and fleet relationships.

Settings & permissions

Who can see it Reports is gated by the Reports permission, which by default belongs to the Manager role only. Designers, Production, and Installers don't see the Reports screen or its data. A manager can grant the Reports permission to a custom role in Team → Roles if you want a specific person (say, a bookkeeper) to have it.

One thing other roles still see: per-job profitability (revenue, cost, margin) appears on the individual job's detail page, which other roles can open. So an installer viewing a job can see that single job's numbers — but not the shop-wide Reports dashboard.

Plans and credits Reports has no plan gate and uses no AI credits — if your role has the Reports permission, it works on every plan.

Tips & common pitfalls

  • Revenue means money collected, not money invoiced. Every revenue figure counts actual payments received. A big invoice that hasn't been paid shows up as an unpaid-invoices leak, not as revenue — that's by design.
  • Top Customers can under-count. The ranking follows customers through their vehicles. If you created jobs directly on a customer without a vehicle, that revenue won't appear in the top-customers list (it still counts in Total Revenue).
  • Stage timing needs history. "Avg Time per Stage" and stuck-job detection rely on jobs actually moving through stages over time. A new shop will see "Not enough data yet" until jobs accumulate some history.
  • It's a 12-month, live view. Charts cover the last 12 months and recalculate every visit — there's no date picker and nothing to export from this screen.
  • Track labor to get true margins. Jobs with revenue but no logged billable time show up as an untracked-labor leak, and their margins look better than reality. Log time on jobs for the profitability numbers to mean something.
  • An empty Profit Leak Detector is good news. A green "no obvious leaks" card means nothing crossed the thresholds — not that the feature is off.
  • Jobs — where stage timing, completed-job counts, and per-job profitability come from.
  • Quotes — the conversion funnel and stale-quote follow-ups.
  • Invoicing & billing — payments drive revenue; unpaid invoices drive the top leak.
  • Inventory — material usage feeds the cost line and material-heavy leaks.
  • Customers — the top-customers ranking.
  • Dashboard overview — the quick daily home screen; Reports is the deeper look back.
  • Team — grant the Reports permission to other roles here.
  • Workflow map · Personas