Build a custom report

Built-in reports cover the most common questions, but sometimes you need something specific — revenue by ZIP code, job completion times by team member, or clients acquired through a particular marketing channel. The custom report builder lets you put those together yourself.

Open the custom report builder

1. Click Reports in the left sidebar.
2. Click New Custom Report at the top of the page.
3. Give your report a name and a short description so your team knows what it shows.

Choose your data source

The data source tells the report where to pull from. Pick one:

• Invoices
• Payments
• Quotes
• Jobs
• Clients
• Products or Services
• Inventory

You can only pick one source per report. If you need to combine data (for example, clients plus their invoice totals), add fields from related records — Service Buddy joins them automatically.

Pick the fields you want

1. In the Fields panel, check every column you want to appear.
2. Drag the field names to reorder them.
3. For some fields (like amounts), you can choose how to summarize — Sum, Average, Count, or Min/Max.

Add filters

1. Click Add Filter.
2. Choose a field (for example, Invoice Status).
3. Choose a condition (equals, does not equal, greater than, is empty).
4. Enter the value.
5. Add as many filters as you need — they combine with AND.

Tip

Start with one filter and add more only if the results are too broad. Too many filters at once is a common reason reports come back empty.

Group and sort

• Group by a field to roll up rows (for example, group invoices by client to see totals per client).
• Sort by any column by clicking the arrow next to the field name.

Save and reuse

1. Click Create.
2. Your report appears under Reports → My Reports.
3. Anyone on your team with reports access can run it.
4. To edit later, open the report and click Edit Report.

What happens next

• Saved custom reports run against live data every time you open them — the numbers are always current.
• You can export custom reports to CSV or PDF just like built-in reports. See Export report data.
• If you delete a custom report, it is gone for everyone on your account.

Tips

• Give your report a name that describes when to use it (“Weekly Revenue Review” or “Overdue Invoices — Monthly Follow-Up”), not just what is in it.
• Review your custom reports quarterly and delete the ones no one is running. Clutter makes it harder to find the reports that matter.

FAQ

When should I build a custom report instead of using a built-in one?

If a built-in report covers what you need, use it — they’re maintained and shared with everyone. Build custom when you need a specific cut: install volume by sales associate by month, average days from quote to install, revenue by flooring brand or product category (carpet vs hardwood vs LVP vs tile), waste % by job type, etc.

Can I combine data from multiple sources in one report?

You pick one primary source (Jobs, Invoices, Clients, etc.) but can pull related fields automatically. For example, a Jobs report can include client name, property address, and assigned installer because they’re directly related to a job. Joining unrelated sources isn’t supported — you’d need to export and combine in Excel.

Why is my report coming back empty?

Most often a too-narrow filter combination (each filter combines with AND, so adding three filters cuts the result aggressively). Try removing filters one at a time to find which is excluding everything. Date range is the most common culprit.

Can I share a custom report with someone who isn’t on Service Buddy?

Export to CSV or PDF and email the file. The live report URL won’t work for anyone without a Service Buddy login.

Can I schedule a custom report to email me automatically?

Not built-in. For recurring reporting, most retailers add a Friday calendar reminder to run-and-export the same report each week. Some integrations support automated reports — see your integrations options.

What’s the difference between Group By and Sort?

Group By rolls up rows under a category (e.g., Group By: Sales Associate shows totals per associate, not row-per-job). Sort keeps rows separate but orders them. Group when you want totals per category; sort when you want all rows visible in a specific order.

Can other people on my team see my custom reports?

Yes — saved custom reports are visible to anyone with reports access on your account. There’s no “private to me” mode. Name reports clearly so your team knows what each one is for.

How do I edit a custom report after I’ve saved it?

Open the report from My Reports, click Edit Report, change fields/filters/grouping, and save. Existing usages of the report immediately reflect the change.