Reports
Introduction to Reports
ServiceProfessional includes a suite of reports to help you understand your shop's performance, track technician efficiency, maintain compliance records, and sync financial data with your accounting software. All reports are found under Reports in the main navigation.
Overview
The Reports screen is organized into four categories:
Category | Report | What it does |
|---|---|---|
Sales | Sales Reports | End-of-day, week, or month summaries with tax and profit breakdowns |
Labor | Billed vs Job Time | Compares technician clock time against billed labor hours |
Inspections | Inspection Records | State inspection sticker log (MV-431, MV-480, and other jurisdiction forms) |
Integrations | QuickBooks Desktop Export | Exports invoices and payments as IIF files for QuickBooks Desktop |
Sales Reports
Sales Reports give you a financial summary of all paid (closed) tickets within a selected period. Only tickets that have been fully paid are included — open tickets and estimates are excluded.
Report Types
Type | Period covered |
|---|---|
End of Day | A single calendar date you select |
End of Week | Monday through Sunday of the week containing the date you select |
End of Month | The full calendar month containing the date you select |
Generating a Sales Report
Go to Reports → Sales Reports.
Under Report Type, select End of Day, End of Week, or End of Month.
Click the Report Date field and choose a date. The report period is calculated automatically based on the type you selected.
Click Generate Report.
The report opens as a PDF you can print or save.
What the Report Includes
Each sales report contains four sections:
Sales Summary — Line-by-line revenue totals:
Shop Supplies, Hazardous Materials
Invoice Totals
Part Sales, Core Sales, Labor Sales
Cost of Parts
Discounts applied
Miscellaneous Sales and Costs
Total Sales
Tax Summary — Revenue broken out by taxable vs. non-taxable for each category (Parts, Core, Labor, Shop Supplies, Haz. Materials, Misc.), plus total Sales Tax collected.
Gross Profit Summary — Parts and totals showing Sales, Cost, GP $, and GP %.
Tender Summary — How payments were received: Cash, Check, and Credit Card totals.
Tip: If a report shows all zeros, make sure there are tickets that were closed and paid during the selected period. Tickets with an open balance or in Estimate status are not included.
Billed vs Job Time
The Billed vs Job Time report compares the hours technicians actually clocked on jobs against the labor hours billed to customers. This is one of the most useful efficiency metrics for a service shop.
Key Terms
Term | Definition |
|---|---|
Job Hours | Total time technicians clocked on services (clock-in to clock-out) |
Billed Hours | Labor hours charged to the customer on the ticket |
Efficiency | Billed ÷ Job Hours × 100. Over 100% means more was billed than clocked (good). Under 100% means unbilled time exists. |
Generating the Report
Go to Reports → Billed vs Job Time.
Set a Start Date and End Date for the period you want to analyze.
Optionally click individual technician chips to filter the report to specific people. By default, all technicians are included.
Click Generate Report.
Results appear below the filter area, showing each technician's clocked hours, billed hours, and efficiency percentage for the period.
Note: This report requires that technicians use the clock-in/clock-out feature on their tickets. If time tracking is not being used, no data will appear.
Inspection Records
The Inspection Records report acts as your shop's sticker log for state vehicle inspections. It lists every jurisdiction inspection performed, with filtering by form type, date range, and void status.
This is especially useful for shops in states like Pennsylvania that require shops to maintain a log of MV-431 and MV-480 forms issued and voided.
Using the Inspection Records Log
Go to Reports → Inspection Records.
Use the Form Type dropdown to filter by a specific jurisdiction form (e.g., PA MV-431) or leave it set to All Forms.
Optionally click Date Range to filter records to a specific period.
The Include Voided toggle (enabled by default) includes voided inspection stickers in the list. Turn it off to see only active records.
Use the Print button (top right) to print the log.
Each record in the list shows the form type, sticker number, vehicle, customer, date performed, and technician. Voided records are clearly marked.
Setup required: Jurisdiction inspection forms must be configured in Settings → Inspections before they will appear here. See the Inspections documentation for setup instructions.
QuickBooks Desktop Export
If your shop uses QuickBooks Desktop for accounting, ServiceProfessional can export your invoices and payments as an IIF (Intuit Interchange Format) file that you import directly into QuickBooks.
Exporting to QuickBooks
Go to Reports → QuickBooks Desktop Export.
Set the Start Date and End Date for the export period. The date range defaults to the current month.
Review the Preview section, which shows how many invoices and payments are included and their totals.
Click Download IIF File to download the export.
Note: The Download IIF File button is disabled if there are no invoices or payments in the selected period.
Importing into QuickBooks Desktop
Once you have downloaded the .iif file:
Open QuickBooks Desktop.
Go to File → Utilities → Import → IIF Files.
Select the downloaded
.iiffile.Click Open to import.
QuickBooks will process the file and add the transactions to your company file. The export uses Summary mode (Daily Journal Entries) — each day's transactions are summarized as a single journal entry rather than individual transactions.
Setup required: QuickBooks account mapping must be configured in Settings → Integrations → QuickBooks Desktop before the export will produce correct journal entries. Contact your accountant or QuickBooks administrator to confirm the correct account names for your chart of accounts.
Tips
All sales reports only include paid tickets. If you're seeing unexpected zeros, verify that the relevant tickets have been fully paid and closed during the selected period.
The Billed vs Job Time report is most useful when reviewed weekly. Set your date range to the most recent full week (Monday–Sunday) for consistent comparisons.
The IIF export is cumulative for the period you select — you can re-export the same period multiple times without creating duplicate entries, as long as you don't import the same file into QuickBooks more than once.
Inspection Records are real-time — any inspection completed or voided today will appear immediately.
Frequently Asked Questions
Why are my Sales Report totals all $0.00? Sales Reports only include tickets that were paid and closed during the selected period. Check that the relevant tickets have a payment applied and are in a closed status. If you're running an End of Day report, make sure the date matches the day the payment was processed, not the day the ticket was created.
Can I run a Sales Report for a custom date range? Not directly — the three available types are End of Day (single date), End of Week (Mon–Sun), and End of Month. For custom ranges, use the data export options in Settings or contact support.
The Billed vs Job Time report shows no results. Why? This report requires technicians to clock in and out on services using the time-tracking feature. If your shop doesn't use clocked time on tickets, no data will be available for this report.
My IIF export is empty even though I have invoices for the period. Make sure the invoices were fully paid (not just open) and that the payment date falls within the export date range. Also verify that the QuickBooks integration is configured in Settings.
Are Inspection Records the same as Inspection Results on tickets? No. Inspection Results (on individual tickets) are the line-by-line findings for a vehicle inspection (pass/fail/needs attention per item). Inspection Records (in Reports) are the jurisdiction sticker log — a record of which official state forms were issued or voided, used for regulatory compliance.
Can I print any of these reports? Yes. Sales Reports have a print button built into the PDF viewer. Inspection Records have a print button in the top-right corner of the screen. Billed vs Job Time can be printed via your browser's print function.