Reports Overview
The seven reports in the Reports section of the left menu, what each one answers, and how to pick the right one before you start clicking filters.
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What it is
Reports is a section in the left menu. Click the word Reports and the section folds open to show one row per report. It is a fold-out list, not a page of its own — you always land straight on the report you clicked.
Depending on what your role is allowed to see, the section holds:
Call Reports
Phone activity: how many calls came in, who picked them up, when they came, and which number or group they landed on. The page itself is headed Call Analytics.
Statistic Reports
Job totals, sales and profit, broken down by source, field worker, area, dispatcher and more. The page itself is headed Lead Statistics.
Item Profitability
Which parts and services you actually make money on. Revenue, cost, markup and margin for every item in your Price Book.
Commission Reports
What each field worker earned, what you have already paid them, and the emails and statements you have sent.
Lead Reports
One row per job, finished and cancelled jobs included, with money columns and a date range that can go back as far as you like.
Business Expenses
Rent, insurance, vehicles, software — the bills that are not tied to one job — and what is left of your profit once they come out.
Time Tracking Report
Clock in and clock out entries, hours, labour cost per person, and the time recorded against individual jobs.
Payments
Money taken from customers. It sits in the same section but it is a working page rather than a report — see the Payments guide.
Your company may use different words for some of these. "Lead", "Office Agent" and "Field Worker" can all be renamed for your account, so your menu may read Job Reports or your columns may say "Technician" instead of "Field Worker".
When to use it
- You have a question about last week, last month or last quarter and you are not sure which report holds the answer.
- You are preparing numbers for a weekly management meeting and want the same figures every time.
- You need to hand a spreadsheet to your accountant, your bookkeeper or a field worker.
- Two reports show different totals and you need to know why.
Do not use a report when you only want to open one record. To read a single call, open Calls from Today›Calls. To open one job, use Leads or the search box at the very top of the screen.
Before you start
- Your role needs the right permission. An owner or admin turns these on under Settings›Team Roles. The permission called Reports unlocks Call Reports, Statistic Reports, Item Profitability, Lead Reports, Business Expenses and the Time Tracking Report. Commission Report and Payments are separate permissions with their own switches. When a permission is off, that row simply is not in the menu.
- Field workers who have a login see only themselves. On the Commission Report they get their own figures and their own payments, and none of the company-wide tabs.
- You can hide rows you never use. Under Settings›My Account›Account Settings there is a Sidebar tabs card where each person switches individual menu rows off for themselves. If a colleague can see a report and you cannot, check there before you assume it is a permission problem.
- The money columns are only as good as the setup behind them. Profit needs costs on your Price Book items, commission needs a commission rate on each field worker, and labour cost needs an hourly rate on each team member. Without those the reports still open, they just show zeros.
- Agree one date basis with your team. Most reports let you count a job by Created Date, Scheduled Date or Closed Date. The same week will give three different totals depending on which one you pick.
Step-by-step
Open a report
- Click Reports in the left menu. The section folds open.
- Click the report you want — Call Reports, Statistic Reports, Item Profitability, Commission Reports, Lead Reports, Business Expenses or Time Tracking Report.
- On a phone, tap More in the bar along the bottom and look under Reports & Payments. Only Commission Report, Lead Report, Time Tracking Report and Payments are offered there.
Set it up in the right order
- Date range first. Every report except Item Profitability has one, and everything else you do is relative to it.
- Then the date basis. The drop-down is called Filter by on Statistic Reports and Lead Reports, and Date Filter Type on the Commission Report. Business Expenses uses an unlabelled drop-down offering Closed date, Scheduled date and Created date.
- Then one or two filters. Add a single ad source or a single field worker and read the total before you add a third and a fourth.
- Read the headline cards, then the table. The cards across the top are the totals for everything the filters let through; the table below is the detail behind them.
- Export last. The download always reflects the filters that are on screen at that moment.
Save a setup you will use again
- Open Statistic Reports or Lead Reports.
- Set the date range and the filters exactly how you want them. On Statistic Reports open the panel with Show filters first.
- Click Save view next to the Saved views drop-down, give it a name a colleague would recognise, and save.
- Pick it again any time from Saved views. The drop-down reads Current statistics view (or Saved views on Lead Reports) whenever what is on screen no longer matches a saved one.
How to check it worked
- The date range echoes back to you. Call Analytics prints the range and the number of days under its title. Statistic Reports prints the range and the date basis on the filter bar. The Time Tracking Report shows the range as a rounded badge on the right of Report controls.
- The filter count matches what you set. Statistic Reports shows a N active badge on the filter bar. Lead Reports prints an Active filters line under the filters listing them.
- The export lands. A spreadsheet file downloads and its name carries today's date. On Lead Reports you also get a message saying how many jobs were exported.
- The saved view sticks. Its name appears as a small badge next to Saved views and, on Statistic Reports, on the collapsed filter bar too.
- The two profit figures line up. On Business Expenses, Gross Profit is the same number Statistic Reports calls Net Profit for the same range and date basis. If they differ, one of the two has a different date range or a different date basis.
Common mistakes
Comparing two different date bases
A job created in March and closed in April lands in different months depending on whether you chose Created, Scheduled or Closed. Always check the drop-down before you call a number wrong.
Call totals look too low
Call Analytics leaves out blocked calls and go-between calls unless you switch on Show Blocked Calls and Show Masking Calls under the filters. Junk calls marked as spam are never counted.
Looking for finished jobs on the Leads page
The Leads page deliberately hides Done, Closed and Cancelled jobs. Use Lead Reports when you need them back.
Expecting a date range on Item Profitability
It has none. It shows everything you have ever quoted, sold or been paid for. The only control is the View drop-down.
- Assuming every export covers everything. Lead Reports exports every job that matches your filters, not just the page you can see. Call Analytics exports only the tab you are standing on, and gives you a separate button per tab.
- Forgetting the unassigned jobs. Lead Reports has an Include unassigned leads tick box, switched on to start with. Turn it off and every job with no field worker on it drops out of your totals.
- Reading Business Expenses as job profit. Nothing on that page changes per-job profit or anybody's commission. It only subtracts company overhead below the line.
- Expecting the Price Book to rewrite history. Item Profitability uses the cost that was saved on the estimate or invoice at the time. Changing an item's cost today does not change what last year's jobs earned.
- Hunting for a custom report builder. There is not one yet. If you cannot get the shape you need from these seven, export to a spreadsheet and build it there.
Write your definitions down
Agree in writing what your company counts as a "done" job and which status means a job is really finished, then keep that note next to this guide. The reports will only ever be as consistent as the statuses your team uses.
More detail (11)
Which report answers which question
Phone questions
- "How many calls did we miss yesterday?" -> Call Reports, Overview tab
- "Who answered the most calls last week?" -> Call Reports, Agents tab
- "What time of day do we get busy?" -> Call Reports, Patterns tab
- "Which advertising number is actually ringing?" -> Call Reports, Phone Numbers tab
- "I need to hear one particular call" -> Calls, not a report
Sales and marketing questions
- "How many jobs did we book this month, and were they up on last month?" -> Statistic Reports, Overview tab
- "Which ad source brings the most profit?" -> Statistic Reports, Sources tab
- "Which towns and postcodes are worth the drive?" -> Statistic Reports, Cities / States / Zip Codes tabs
- "Show me the actual jobs behind that total" -> Lead Reports
- "Which parts and services make us money?" -> Item Profitability
Money and payroll questions
- "What do I owe each field worker this period?" -> Commission Reports, Commission Report tab
- "What have I already paid them?" -> Commission Reports, Payments tab
- "Send every field worker their own statement" -> Commission Reports, Email Report
- "What is left after rent, insurance and vans?" -> Business Expenses
- "How many hours did the team work, and what did that cost?" -> Time Tracking Report
Call Reports in brief
Reports›Call Reports. The page is headed Call Analytics and prints your date range and the number of days under the title.
- Tabs: Overview, Agents, Patterns, Groups, Phone Numbers.
- Filters: a date button with quick choices (Today, Yesterday, This Week, Last Week, This Month, Last 7 days, Last 30 days) plus a two-month calendar for a custom range, then Direction, Status, Answered By and Group.
- Two switches under the filters: Show Blocked Calls brings back calls from numbers on your blocklist, and Show Masking Calls brings back calls that were connected through a go-between number so the customer and the field worker never saw each other's real number. Both start switched off.
- Exports: each tab has its own button — Export Office Agents, Export Patterns, Export Groups, Export Phone Numbers. The Overview tab has no export.
Full detail in the Call Analytics guide.
Statistic Reports in brief
Reports›Statistic Reports. The page is headed Lead Statistics. This is the widest report in Joby and the one most management meetings run on.
- Filters live in a panel you open with Show filters. Inside: Saved views, Date Range, Compare to (Previous period, Week over week, Year over year), Filter by (Created, Scheduled or Closed Date), then Service Type, Status, Ad Source, Field Worker, Service Area, Dispatcher and Assigned Office Agent. A rule builder sits at the bottom for anything else.
- Fourteen tabs: Overview, Day of Week, Hourly, Monthly, Status, Sources, Field Worker, Area, Dispatcher, Call Group, Service Types, Cities, States, Zip Codes.
- Compare Periods on the breakdown tabs lines up 2 to 12 periods side by side — days, weeks or months — with its own Export CSV. Exit Compare puts it back.
- Columns (n) on those tabs lets you switch individual columns on and off.
- Download PDF at the top right produces a shareable copy of what is on screen.
Full detail in the Lead Statistics guide.
Lead Reports in brief
Reports›Lead Reports. One row per job. This is the report to use when somebody wants to see the jobs themselves rather than a total.
- Three cards across the top: Total Leads, Done Leads with its share of the total, and a Status Breakdown.
- Saved views, then Date Range, Filter by, Service Type, Status, Ad Source, Field Worker, Service Area, Created By, Assigned Office Agent, Sub Status and Call Group, plus the same rule builder.
- Include unassigned leads is a tick box, on to start with.
- Export CSV writes out every job matching your filters, not just the page in front of you, and tells you the count when it finishes.
Full detail in the Lead Report guide.
Commission Reports in brief
Reports›Commission Reports. This is the only report with its own permission, called Commission Report under Settings›Team Roles.
- Commission Report tab — the working view. Pick field workers (there is a Select All with Leads shortcut), set Date Filter Type and Date Range, then read the breakdown or press Export CSV.
- Email Report appears once you have selected somebody. Selecting several people turns it into Email N Reports and sends each person their own statement.
- Payments tab — what you have actually paid out. Filter by worker and by Field workers (login) or External (no login), and use Record Payment to log a payout.
- Total Report and Total Report History tabs — one combined statement across everybody, and a list of the ones you have generated before with a download button on each.
- Report History tab — every statement you have emailed out.
- External Companies tab — only appears if you work with outside companies as a lead source.
- A field worker who logs in sees the Commission Report and Payments tabs with their own figures only.
Full detail in the Commission Report guide.
Item Profitability in brief
Reports›Item Profitability. Every item you sell from your Price Book, ranked by revenue, with cost, profit, markup and margin beside it.
- One control, the View drop-down, with three settings:
- Quoted Estimates — everything you have ever put in front of a customer, whether they said yes or no.
- Closed Leads — only what the customer actually signed for. Options they did not pick are left out.
- Paid Revenue — only items on invoices that have been paid in full, priced from the invoice itself.
- Cards across the top show revenue, Cost, Profit and Margin for the whole list, and the table ends with a Total row.
- Columns include SKU, Type, Category, Unit, quantity, revenue, Cost, Profit, Avg Markup, Margin, and counts of Estimates, Invoices and Paid Leads.
- Export CSV includes the Total row.
Costs are frozen at the time of sale
Each estimate and invoice keeps the cost that was on the item the day it was written. Putting your supplier's new prices into Settings›Price Book changes what future jobs earn, never what past jobs earned. An item deleted from the Price Book still appears here, labelled (deleted item).
Business Expenses in brief
Reports›Business Expenses. A simple profit and loss for the whole company, headed Business Expenses Report. It opens on the year so far.
- The Profit & Loss card runs down five lines: Revenue, Lead Costs, Gross Profit, Operating Expenses, Net Profit After Overhead.
- Operating expenses by category totals your overhead by category, with a count of entries.
- Expenses in this period lists each bill with its date, name, category, vendor and how often it repeats.
- The controls are a date-basis drop-down (Closed date, Scheduled date, Created date), a date range, Manage (which opens the list where you add and edit the bills) and Export CSV.
How it lines up with Statistic Reports
Gross Profit here is exactly the figure Statistic Reports calls Net Profit — job revenue less job costs, field worker commission and job expenses. Overhead only comes off below that line, and nothing on this page feeds back into per-job profit or anybody's commission.
Time Tracking Report in brief
Reports›Time Tracking Report. Two reports on one page, split by tabs. If you have an old bookmark pointing at a payroll address it now brings you here.
- Report controls at the top: Date Range (pick Custom and two calendar buttons appear) and Team Member, which starts on All team members. The chosen range is shown as a badge on the right.
- Time Tracking Report tab — Clock In / Clock Out. Four cards: Total Hours, Labor Cost, Team Members, Avg Hours/Member. Below them an Hours Trend chart with a View by drop-down, then Team Member Breakdown and Clock Entries. Export Time Tracking downloads it.
- Lead Time Report tab — timers started against individual jobs, grouped by job, including how many carry location proof. Export Lead Time downloads it.
- Labour cost comes from each person's hourly rate. Nobody's rate, no cost.
Full detail in the Time Tracking guide.
Saving, exporting and sharing
Saved views
Available on Statistic Reports and Lead Reports only. They store the date range, the date basis and every filter, so the same question gives the same answer every week.
Export CSV
On Lead Reports, Commission Reports, Item Profitability, Business Expenses and the Time Tracking Report. The file opens in Excel, Numbers or Google Sheets.
Download PDF
Statistic Reports only, from the button at the top right. Use it when you want something to hand round rather than something to sort and total.
Emailed statements
Commission Reports only. Every statement you send is kept on the Report History tab so you can prove what went out and when.
Best practice
Pick one reporting period and one date basis for your whole team — for example "this month, counted by Closed Date" — save it as a view on Statistic Reports and Lead Reports, and always compare against that. Most arguments about "wrong" numbers turn out to be two people using two different drop-downs.
On your phone
- Tap More in the bottom bar, then look under Reports & Payments.
- Only four rows are offered there: Commission Report, Lead Report, Time Tracking Report and Payments.
- Call Reports, Statistic Reports, Item Profitability and Business Expenses are best used on a computer — they are wide tables and charts.
- Pull down from the top of a report to refresh it.
Who can see what
All of this is set per role under Settings›Team Roles. When a permission is off, the row is not in the menu and the address does not open.
- Reports — Call Reports, Statistic Reports, Item Profitability, Lead Reports, Business Expenses and the Time Tracking Report, all together.
- Commission Report — its own switch, because commission numbers are usually shared with fewer people.
- Payments — its own switch, for the customer payments page.
- Limit to assigned records — a field worker with this restriction sees only their own commission and their own payments.
See Team Roles & Permissions for the whole list.