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Docs/Reports

Reports and analytics

Read your dealership's numbers across five tabs — Overview, Inventory, Sales, Leads & Marketing, and Financial — and pick the date range that drives them.

Who: Any team memberPlan: All plans

The Reports area shows your dealership's performance in five tabs. Set one date range and it follows you across every tab.

Open Reports

  1. In the left sidebar, click Reports.
  2. You land on the Overview tab.
  3. Switch tabs along the top: Overview, Inventory, Sales, Leads & Marketing, Financial.

Any team member with a dashboard login can open Reports and every tab. One export is restricted — see the QuickBooks note in the Financial section below.

Pick a date range

The date range bar sits under the tabs and stays put as you switch tabs.

  1. Click a preset chip: This month, Last month, Last 30 days, Last 90 days, Year to date, or All time.
  2. For a specific window, click Custom range, pick a start day, then an end day, and click Apply.
  3. Several KPI cards show a small trend arrow comparing the selected period to the one before it. Cards that describe your lot right now (inventory counts, valuation, open pipeline) and the All time range don't show a trend.

The chosen range carries over when you switch tabs, so you can compare the same window across sales, inventory, and money in one sitting.

Two things on screen ignore your date range on purpose. The Sales trend chart always shows the last 6 months. Inventory counts (vehicles available, aging buckets, valuation, Open pipeline) are current / all-time, not period-filtered — they describe your lot right now, not a date window.

What each tab shows

Overview

Your at-a-glance scorecard for the selected range:

  • Revenue, Front-end gross, Gross margin, Closed deals.
  • Avg deal size, Avg days to sale, Vehicles available, Aged 90+ days (turns amber when above zero).
  • A Sales trend chart (last 6 months), Inventory aging breakdown, Top deals, and Lead sources — with View all links into the Sales and Leads tabs.

Inventory

The state of your lot (current, not date-filtered):

  • Total vehicles, Available, Avg days on lot, Inventory turn (annualized).
  • Cost in stock, Total retail, Unrealized markup, Days supply.
  • Inventory aging (0–30 / 30–60 / 60–90 / 90+ days, with 90+ flagged) and a By status breakdown.

If any in-stock vehicle has no asking price set, you'll see a "Retail value is understated" warning. Those vehicles are left out of Total retail and Unrealized markup. Set asking prices to make these figures complete.

Sales

How your selling is going in the range:

  • Closed deals, Revenue, Front-end gross, Gross margin.
  • Avg deal size, Avg gross / deal, Avg days to sale.
  • Sales trend (6 months), Deal type mix (Cash / Finance / Wholesale / BHPH), Sales by make & model, a Salesperson leaderboard, and the Top 10 deals.
  • A Gross CSV download (per-vehicle gross for the range) sits on the Sales by make & model section.

Leads & Marketing

Where leads come from and how they convert:

  • New leads, Won in range, Conversion rate, Open pipeline (active leads, all time).
  • Lead sources, Open pipeline by status, and a Lead source → deals table showing how many leads from each source became deals and sold.

Cost-per-lead, customer acquisition cost, and source ROI are not shown — ad-spend isn't tracked in the DMS yet. The tab states this where those numbers would appear.

Financial

The money view — margin, floorplan, and title work:

  • Front-end gross, Gross margin, Avg gross / deal, Revenue.
  • Floorplan exposure, Floored units, Aged 90+ exposure.
  • Open titles, Overdue titles (flagged when above zero), Avg days to complete.
  • Gross by salesperson, Floorplan aging, and a Title work — open worklist (overdue first).

All gross figures here are front-end only — vehicle margin (selling price − acquisition − reconditioning). F&I / back-end income (warranties, GAP, finance reserve) is not tracked in the DMS, so it isn't in any gross or margin number.

Exporting your numbers

  1. Set the date range you want first — exports match what's on screen.
  2. In the top toolbar, use Deals CSV or Payments CSV (available on every tab).
  3. On Sales (under Sales by make & model) and Financial (under Gross by salesperson), use Gross CSV for per-vehicle gross.
  4. On Financial, if you're an Owner, Manager, or Accounting user, use Journal entries (CSV) in the QuickBooks export section to hand balanced double-entry records to your bookkeeper.

The QuickBooks export section — the Journal entries (CSV) button — only appears for Owner, Manager, or Accounting roles. Sales users won't see it. It's a file export, not a live QuickBooks connection: you download the CSV and import it yourself; nothing syncs automatically. The figures are accrual-basis management numbers (BHPH interest counted as collected) — useful for your bookkeeper and tax accountant, but not audited GAAP statements. Sales-tax remittance and opening balances aren't included.

FAQ

Why does the gross look low compared to my real profit?

Reports only count front-end gross — vehicle margin after acquisition and reconditioning costs. F&I / back-end income (warranties, GAP, finance reserve) isn't tracked in the DMS, so it isn't added in anywhere.

My total retail value looks too small.

Vehicles with no asking price are excluded from Total retail and Unrealized markup. Check the "Retail value is understated" warning on the Inventory tab, then set asking prices on those vehicles.

Why doesn't the sales trend chart change when I change the date range?

The Sales trend chart is intentionally fixed to the last 6 months so you always see momentum. The KPI cards above it do follow your selected range.

Does the date range carry over between tabs?

Yes. Pick it once and it follows you across Overview, Inventory, Sales, Leads & Marketing, and Financial. Inventory counts and Open pipeline are the exceptions — they always reflect your lot/leads right now, not the range.

Can my salespeople see the reports?

Yes — anyone with a dashboard login can open Reports and every tab. The only role-gated piece is the QuickBooks journal-entry export, which is limited to Owner, Manager, and Accounting.

Where's my marketing ROI / cost per lead?

It's not available yet. The DMS doesn't capture ad spend, so cost-per-lead, CAC, and source ROI can't be calculated. The Leads & Marketing tab notes this where those figures would go.