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Run, filter, and export reports

  • Updated on Mar 27, 2026
  • Published on Mar 9, 2026
  • 4 minute(s) read
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Overview

Reports help automate business processes and give you insights into how well your business is running. For example, you can run timesheet reports that can help streamline payroll processing. Or, you can run marketing reports to measure the effectiveness of your advertising efforts. Filters and other tools let you customize reports for your business needs.

Who uses this feature

  • Office employees

Things to know

  • Access to reports is managed through reporting permissions. Contact your account administrator for assistance.

  • By default, reports on the All Reports screen display on cards in a grid.

  • To view reports in a list, click List view at the top of the All Reports screen.

  • Each card includes the report name, details, and the template the report is based on. Depending on your reporting permissions and the report’s sharing settings, you can perform the following actions:

Run a report

  1. Go to the navigation bar and click Reports. The All Reports screen opens displaying reports on cards in a grid.

  2. Click the name of the report you want to run.

    Tip: Enter the first few letters of the report title in the search bar to filter the list of reports.

  3. Use the dropdowns and date fields to create filters for your report. For example, you may want to filter a report by business unit or by individual technician. Each report has its own set of filters.

    Tip: If you want the filters to be automatically selected each time you run the report, once you’ve set the filters, click Save Changes. This saves your selected filters for future reports.

     Note: How filters are applied depends on the key performance indicator (KPI). For example, date filters can apply to the job completion date or invoice date, depending on the KPI. Hover over a column header in the report to open a tooltip explaining how filters are applied.

  4. Click Run Report.

Your report results display in a table. Use the bottom scroll bar to view additional columns. Use the side scroll bar to view additional rows.

Drill down in reports

You can drill down in reports to get additional details:

  1. Click an underlined entry you want to drill down into. For example, click an entry in the Completed Revenue column. The entry is highlighted.
    Table displaying HVAC services with completed revenue and opportunities for each service.

  2. In the highlighted entry, click Expand . A table opens in the report showing details for that entry including job and invoice numbers, relevant dates, and more.
    Table displaying HVAC Install revenue, job numbers, and completion dates for various invoices.

    Tip: Click a job or invoice number to open the corresponding record in a new tab.

Edit report columns

Your report results appear in a table. You can customize which columns you want to include:

  1. Click Edit Report.

  2. On the Edit Report screen, select the items you want to add as columns in your report and deselect any items you want to remove.

    Tip: Start typing the column name in the search bar to quickly find column options.

  3. When you're finished, click Apply.

  4. To use these columns every time you run the report, click Save Changes.

  5. Click Run Report to see your updated results.

If you’re unsure which columns you want to include in your report, use the Reporting Dictionary to search for appropriate data fields.

Filter and arrange a report

You can customize how your report displays and add column filters to narrow down your results:

  • Interact with column headers to change how the report displays:

    • Drag a column header to change its order in the report.

    • Drag a column header and drop it on the bar above the report to group your results by that column. For example, if you drag the Location City header, the results group by city name.

      Note: This feature is not available for every column type.


    • Drag the right edge of a column header to change the column width.

  • Click a column name to sort the report. For example, click a column of dates to sort the report chronologically. An arrow will show you the sorting order.

  • To filter a column:

    • Click Filter next to the column name.

    • In the filter menu, use the dropdowns and fields to set how you want to filter the column. For example, if you only want to see invoices with a positive value, add a filter to the Total column. Select Is greater than and enter '0' in the next field.

      • Use the And/Or dropdown to apply multiple filters to a single column.

      • When filtering a column of percentages, use decimals. For example, for 25%, enter '.25'.

    • Click Filter.

      The table automatically updates, and the filter icon highlights to show that a filter was applied.

      Note: To remove a filter, click Filter and click Clear.

  • To keep your filters and other settings for the next time you run the report, click Save Changes.

Export a report

You can export your report results to use in spreadsheets and other documents:

  1. Above the report results, click Export. The Export Report pop-up opens.

  2. Under Exporting Format, select the format of your export:

    1. Export to PDF: For printing or use in other documents

    2. Export to XLSX: For use in a spreadsheet application

  3. Select Export only aggregated data to download just the aggregated report data.

  4. Click Export.


    The exported report downloads to your computer.

FAQ

How do I export customer/job reports to Excel?

Follow the instructions to export a report. You can export a report to PDF or XLSX.

Why can't I export or download reports?

Check if your browser blocks pop-ups. It may inadvertently be blocking the download function.

Why does my report show less results than expected?

You may have filters set on your report. Clear any active filters. This will show all results. You can then reapply filters individually to make sure you get the results you're expecting.

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