Item Usage Reports

Item Usage Reports

Use the Invoices > Item Usage tab to create reports based on item usage data including item quantity, total cost, total price, and more. Some common item usage reports include item usage by item, by job, and by customer.

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Create an Item Usage Report

Date Range

Begin by selecting date type you’d like to use to generate the report.

• Created Date: When the invoice was created

• Invoiced Date: When the invoice was sent to the customer

• Due Date: When the invoice was due

• First Payment Date: When the customer made their first payment on the invoice

• Last Payment Date: When the customer made their last payment on the invoice

Then, select the start date range for which you’d like to report on. Click on the calendar icon to select a date range and click Load Data.

• Today: From 12:00 AM to the current time

• Yesterday: Previous day from 12:00 AM to 11:59 PM

• This Week: From Monday through Sunday of the current week

• Last Week: Previous week

• Last 7 Days: Previous seven days, including today

• This Month: From the first of the current month to the current day

• Last Month: Entire month before the current month

• Last 30 Days: Previous 30 days, including today

• Custom: Use the calendar to select start and end dates

Columns

Select the columns to include in your report by clicking Columns. The item usage report includes these columns by default:

• Item Name: Line item name

• Item Type: Product - Inventory, Product - Non Inventory, or Service - Labor

• Item Description: Item description

• Item Quantity: Item quantity on related invoice

• Unit Cost: Unit cost

• Unit Price: Unit price

• SKU/ID#: Item #/SKU

• Total Item Cost: Unit cost * item quantity

• Total Item Price: Unit price * item quantity

• QuickBooks Class: If you sync with QuickBooks, the class will be displayed here.

• Invoice

  • Invoice ID#: Invoice number

  • Invoice Customer: Customer linked to the invoice

  • Invoice Creator Name: Author of the invoice

  • Invoice Created Date: Date and time the invoice was created

  • Invoice Sent Date: Date and time the invoice was sent to the customer

  • Invoice Status: Invoice status

  • Custom Fields: User-created fields related to the invoice

• Parent Job

  • Job ID#: Job number

  • Job Title: Job record title

  • Job Status: Job workflow status

  • Start Date/Time: Date and time the job was scheduled to begin

  • End Date/Time: Date and time the job was scheduled to end

  • Created At: Date and time the job record was created

  • Location: Service location for the job

  • Assigned Team Members: Users assigned to the job

  • Assigned Teams: Teams assigned to the job

  • Notes: Notes on job record

  • Field Notes: Notes left by assigned user(s) on the job

  • Tags: Tags attached to the job record

  • Scheduled Duration: Time scheduled for the job, recorded in HH:MM:SS

  • Job Duration: Time spent in In Progress status type, recorded in HH:MM:SS

  • Travel Duration: Time spent in On The Way status type, recorded in HH:MM:SS

  • Custom Fields: User-created fields related to the job record

• Grouping Title: Grouping under which line item is housed on invoice

Filters

Before running the report, set filters to narrow your results. From the Filters icon, select how you want to filter the report:

• Item Name: filter by contents

• Item Description: filter by contents

• SKU/ID#: filter by contents

• Invoice

  • Invoice ID#: filter by contents

  • Invoice Customer: filter by contents

  • Invoice Creator Name: filter by contents

  • Invoice Created Date: filter by date

  • Invoice Sent Date: filter by date

  • Invoice Status: select status

• Parent Job

  • Job ID#: filter by contents

  • Job Title: filter by contents

  • Job Status: select status

  • Start Date/Time: filter by date

  • End Date/Time: filter by date

  • Created At: filter by date

  • Location: filter by contents

  • Assigned Team Members: filter by contents

  • Assigned Teams: filter by contents

  • Notes: filter by contents

  • Field Notes: filter by contents

  • Tags: filter by contents

  • Scheduled Duration: filter by contents

  • Job Duration: filter by contents

  • Travel Duration: filter by contents

• Grouping Title: filter by contents

When filtering by contents, you will need to choose an operator and then enter values to filter the data. Use the table below to learn more about each operator.

Operator	Retrieves Data	Example	Data Retrieved
Equals	Equal to a specified value	Created By - Equals Tom Gause	For all records created by Tom Gause only
Not Equal	Different from a specified value	Tag - Not Equal to HVAC	For all records except those using the HVAC tag
Less Than	Lower than a specified value	#ID - Less than 1144	For all records below #1144
Less Than or Equal To	Lower than or equal to a specified value	Job Date/Time - Less than or equal to 12/13/2023	For jobs scheduled before or on 12/13/2023
Greater Than	Greater than a specified value	Job Duration - Greater than 60 minutes	For jobs in the In Progress status type for over 60 minutes
Greater Than or Equal To	Greater than or equal to a specified value	Job Date/Time - Greater than or equal to 1/1/2024	For jobs scheduled on or after 1/1/2024
In Range	Including and between two specified values	#ID - Between 1225 and 1236	For all estimate records with #IDs between 1225 and 1236
Starts With	Begins with a specified value	Title - Annual	For all job records beginning with Annual
Ends With	Ends with a specified value	Location - TX	For all job locations ending with TX
Blank	No values are in the field	Subtitle	For all job records with blank subtitles
Not Blank	Values in the field	Notes	For all job records with values in the notes field

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Common Item Usage Reports

Item Usage by Item

Use this report to view your item usage by item, as well as the total item cost and price.

Columns: Customize to your needs, but must include Item Name, Total Item Cost, and Total Item Price.

Group By: Item Name

Item Usage by Job

Use this report to view your item usage by job.

Columns: Customize to your needs, but must include Parent Job.

Group By: Parent Job

Item Usage by Customer

Use this report to view your item usage by customer. This report is helpful when you’ve performed multiple jobs for a customer over an extended period of time.

Columns: Customize to your needs, but must include Invoice Customer.

Group By: Invoice Customer

Item Usage - Roll Up Reporting

The item usage report is included in roll-up reporting for locations/franchisors, providing a comprehensive view of item usage across all of your operations.

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