Reports in FlexBookz

Introduction

The Reports module in FlexBookz gives you powerful analytics to understand your business's financial performance. From revenue and profit to staff commissions and VAT breakdowns, everything is available in one clear dashboard. With FlexBookz you can generate reports for specific periods, export them to Excel or PDF, schedule recurring reports, and use results to make data-driven decisions.

How it Works

The reporting module aggregates data from multiple areas of the system, including payments, services, staff and customers. Each report type pulls the relevant transactions and metadata, then applies filters you choose (date range, location, staff member, service category, payment type). Reports can be viewed on-screen, exported for further analysis, or scheduled to be generated automatically.

Step-by-Step Guide

Follow these steps to create, customize and export reports in FlexBookz.

1. Select a Report Type

Navigate to Accounting > Reports. Choose one of the available report types based on the insights you need:

• Monthly Overview — revenue, expenses and profit summarized per month.

• Revenue by Staff — performance, commissions and revenue per team member.

• Revenue by Service — the popularity and revenue of specific services.

• Revenue by Location — compare financial performance across locations.

• Expense Report — detailed list of expenses by category.

• VAT Report — VAT collected and owed for tax filing.

• Customer Visits — visit frequency and appointment history.

• Full Financial Report — a comprehensive overview combining multiple datasets.

2. Choose Your Date Range

Use the date controls at the top of the reports screen to select a period. Common presets include:

• This month

• Last month

• This quarter

• Last quarter

• This year

• Last year

You can also select a custom date range using the calendar picker for precise intervals (for example, a promotional period or a single day).

3. Apply Filters

Refine the report with additional filters:

• Location

• Staff member or team

• Service or service category

• Payment type (cash, card, gift card, online)

• Customer segments (new vs. returning)

4. Generate and Review

1. Click Generate to run the report with your selected filters.

2. Review totals, line items and charts on-screen. Expand rows to see transaction-level details.

3. If you need more detail, use the drill-down options to view the underlying appointments or payments.

5. Export or Schedule

After reviewing the report you can:

• Export to Excel — ideal for additional manipulation, pivot tables or sharing with your accountant.

• Export to PDF — suitable for archiving and stakeholder reports.

• Schedule — set up automatic generation and delivery (email) daily, weekly or monthly.

Example: To export a VAT report for the quarter, select VAT Report, choose the quarter using the date picker, click Generate, then click Export to Excel.

Sample CSV header when exporting:
Date,Location,Staff,Service,Amount,Tax,Net,Commission,PaymentMethod

Practical Examples & Use Cases

• Monthly Financial Review: Use the Monthly Overview at the end of each month to verify revenue, reconcile POS totals, and check expense categories against your budget.

• Staff Performance: Generate Revenue by Staff to calculate commissions and identify top-performing staff or training needs.

• Location Comparison: Use Revenue by Location to compare branches and decide where to shift marketing spend or adjust staffing levels.

• VAT Filing: Run the VAT Report for the tax period and export a clean Excel file to hand to your accountant or import into your accounting software.

• Promotion Analysis: Run a Revenue by Service report restricted to a promotional period to evaluate ROI on discount campaigns.

Tips & Best Practices

• Automate month-end reports: Schedule the Monthly Overview and VAT reports to be emailed to managers or your bookkeeping team.

• Combine reports: Use Revenue, Expense and VAT reports together for a complete fiscal picture before closing the books.

• Keep filters consistent: Use consistent date ranges and filter sets when comparing periods to avoid misleading conclusions.

• Archive exports securely: Store exported PDFs and Excel files in a secured company archive for audits and compliance.

• Use drill-downs: When a number looks off, drill down to transaction-level data to find refunds, double entries or miscategorized items.

• Document your process: Maintain a short checklist for whoever prepares month-end reports to ensure consistent methodology.

Tip: If two locations show very different margins, compare both revenue per service and cost of goods in the same period—differences often point to pricing or supply cost issues.

Troubleshooting

• Report returns no data
  Solution: Verify the selected date range and filters. Confirm there are transactions in the chosen period and that the correct locations or services are selected.

• Export fails or times out
  Solution: Reload the page and try again. Check your internet connection. If the problem persists, reduce the date range (large exports may time out) or contact Support.

• Duplicate records in report
  Solution: Check for duplicate entries in the Payments or Appointments sections. If duplicates are system-generated, open a support ticket with examples.

• Figures don’t match POS totals
  Solution: Check for unposted refunds, open tabs, or offline payments not yet reconciled. Reconcile the POS transactions and rerun the report.

If you need help interpreting any report or setting up scheduled exports, contact the FlexBookz Support team with a sample export and the filters you used so we can reproduce and advise.